Off Site Records Management Services

The Vendor is required to provide all necessary facilities, equipment, protection devices, supervision, labor, and transportation to perform storage and indexing, retrieval, certified record destruction, pick up, delivery, and miscellaneous services for various type records.
- These records include, but are not limited to, drawings, boxed records, back-up tapes, magnetic and microform media, video and audio tapes, miscellaneous printed and stored materials, etc. for archival, semi-active and inactive records.
- Four major functions are part of the center:
•    Archiving
•    Storing inactive records
•    Microfilm and media storage
•    Disposition of records
- The City has estimated that there are approximately 25,000 cubic feet of records currently being stored.
- The average archival services per month are:
•    New Inventory – 100 boxes
•    Retrievals – 75 items
- Provide a copy of each new material transfer sheet to records retention within three calendar days after receipt of shipments of new or boxed records from the user.
- The new material transfer sheets shall be annotated with the successful proposer's assigned identification numbers corresponding to the city box number in order to allow the city to verify the receipt, indexing, and processing of new boxes of records to storage.
- The integrity of the index and inventory of boxes of records in storage are essential to the management of the city's records. 
- Provide for the verification of the data and any corrections to the index and inventory database. 
- New material transfer sheets are provided by the successful proposer and completed by authorized city personnel.
- Provides for the long-term storage of boxes of historical records in climate-controlled space. 
- A specialized, nonwater fire-suppression system is used in a climate-controlled storage vault such as halon, fm200 or an approved equivalent; equivalency and suitability of system is to be determined at the city’s sole discretion
- Provides for access, retrieval and re-file of boxes of inactive and archival materials.
- The records storage facility shall be capable of providing at least 34,000 cubic feet of space for immediate use and an additional 3,500 cubic feet each year during the service term.
- The awardee will be compensated only for occupied storage space.
- Provided for the storage of Vital Records consisting of magnetic media, microforms, and paper media.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 24, 2025