Record Storage Services

The Vendor is required to provide to furnish transportation, record indexing, and retrieval of confidential records in boxes. 
- Boxes include sizes 1.2, 2.0 and 2.3 cubic feet, as well as some miscellaneous sizes.
- Contractor is to periodically pick up boxes containing closed confidential workers' compensation paper records and miscellaneous records.
- Provide an index of records by classification folders stored within the boxes, and make the index available to agency staff on a secure, internet accessible program. Example: Barcoding.
- Most boxes hold legal size classification folders, containing 20# bond documents which have been punched and bound into the folder using metal fasteners affixed to both the inside front and inside back covers of each folder. 
- The boxes are typically filled to capacity. 
- The number of classification folders contained in each box varies, with an average of 100 folders. 
- The number of sheets of bond paper contained in each classification folder varies, with as few as a dozen sheets up to several hundred sheets.
- Each box is marked with a number to identify it from the other boxes.
- To provide a contractor-owned facility dedicated to vital records storage. 
- Shared/leased facilities such as mini-warehouses, storage moving companies or public storage facilities or warehouses shall not be acceptable.
- Provide documentation showing a minimum of 3 years company experience in records management.
- The storage facility must be secure and provide only controlled access. 
- It must be protected against intrusion, unauthorized access, alteration, sabotage or destruction of paper records. It must be equipped with video surveillance.
- It must be equipped with a fire mitigation system and fire alarm system. 
- The intrusion, video surveillance and fire alarm systems must be connected to off-site monitoring.
- Electronic Retrieval: Contractor is to retrieve stored files, scan and electronically deliver files to agency in .PDF format within 24 hours of request. 
- The number of pages contained in each file varies, with an average of 175 pages. 
- Any file scanned is to remain available in electronic format for repeated Agency use at no additional charge if needed, for the life of the contract term.
- Physical Retrieval: Contractor is to retrieve stored records, or up to 10 stored boxes, and physically deliver to agency within 24 hours of request. 
- Retrieved records will be transported back to the storage facility by the contractor with the next scheduled transportation pickup.
- The shredding facility must be secure and provide only controlled access. It must be protected against intrusion, unauthorized access, alteration, or sabotage of paper records. It must be equipped with video surveillance. It must be equipped with a fire mitigation system and fire alarm system. 
- The intrusion, video surveillance and fire alarm systems must be connected to offsite monitoring.

- Contract Period/Term: 1 year