The vendor required to provide offsite records storage and scanning service to accomplish the certified destruction of records stored at their facility as well as the transportation of records.
- Record storage
1. Record pickup and delivery
• Provide vehicles designed for the transportation of records.
• Vehicles must have security features (anti-theft device) and be secured while at a delivery and pick up site.
• Accept and respond to pickup and delivery requests from authorized city staff.
• Deliver requested boxes and files during the city’s regular business hours of business from 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays.
• Combine delivery and pick up boxes into one trip when requested.
• Provide the option of next and same day delivery service.
2. Transition services
• Assume full responsibility, to include financial, for the transfer of all city records stored from the current storage facility to the selected vendor’s facility.
• Include new bar coding, labeling, data entry, and inventorying for the boxes to be stored at the selected vendor’s facility at the beginning of the contract period.
• Include in its response the process for acquiring the city’s boxes from the current facility and a timeline for the process.
• Absorb the cost (transfer, transportation) for any boxes that are accepted into their custody and should be reflected in their price proposal.
• Replace boxes damaged during transfer from the city’s current vendor to the selected vendor’s facilities.
• This inventory report will list the total number of boxes received by previous vendor broken down by department name, barcode number, and description of contents.
3. Permanent removal and destruction services
• Have ability to accomplish the certified destruction of records stored at the selected vendor’s facility.
• Shall perform the destruction of certified records by either shredding or incinerations as approved by the city clerk and records management liaison officer
• Confidentiality of all destroyed records is maintained throughout the destruction process.
• Provide a certificate of destruction to the city for those records destroyed.
• Ensure that no records are destroyed without written approval from the city clerk with the selected vendor.
4. Inventory tracking
• Provide a web or cloud-based inventory tracking system to input box information, place orders, review invoices, run reports, and create indexes and content forms.
• The system must include adequate security.
• Ensure that the system identifies each stored city box by car code number, department, description (major, minor and long), status (checked in or checked out), retention period, input date, and destruction date.
• Ensure that the inventory tracking process includes appropriate logs and receipts for pickup and delivery of each box for verification and audit purposes.
• Ensure that logs and receipts are made available to the city upon request.
• The inventory status is updated within 24 hours of activity.
- Scan on-demand services
• Removal of all staples, fasteners, and paperclips.
• Repair all torn or deteriorated edges with non-reflective tape or other methods as accepted.
• Ordering and proper orientation of documents, examination of back sides for additional information to be scanned, straighten all folded plans and mount any irregular size memorandum on standard 8 1/2" x 11" paper and otherwise make the documents ready for processing.
• Documents shall be rotated to provide maximum readability.
• Return documents to the box they were removed from.
• All work performed must be done in a secure area accessible only to authorized personnel to ensure strict confidentiality of sensitive documents.
- Contract Period/Term: 1 year
