Private Storage Services

The Vendor is required to provide secure intake, storage, retrieval, refile, and disposition services for physical documents including secure destruction or shredding services, or both, to the Protected B level.
- Must be able to receive and store approximately 104,000 containers, each measuring up to 1.04 cu ft., In addition, the contractor must accept and store approximately 5,000 new containers annually.
- The primary objective of this phase is to complete the initial intake and records management of approximately 104,000 containers.
- Remove from transport trailers and shelve approximately 104,000 containers within an estimated total period of 5 months upon signing of the contract.
- Present, in chronological order, a detailed description of each action item required to ensure seamless implementation of services.
- Advice and recommendations on the possible disposition of information holdings.
- On-going Records Management Services
•    Once initial transfers have commenced, agency will commence operational usage of the contractor’s document management system as agency portal for document storage and management services.
•    The contractor must provide document management services on any bulk or new ad hoc transfers
•    Contractor is responsible for unloading containers from transport trailers or other delivery vehicles for all transfers.
•    Contractor must ensure that containers are immediately stored in a secure space, entered into document management system, shelved and available to agency within 24 hours.
•    Accept agency standard file storage containers (l x w x h = 15" x 11 3/8" x 10" = 1.04 cu ft)
•    Receive, record and store records held within containers.
•    Ongoing record management services including accessioning, retrieval, refile, disposition, shredding,
•    Capture minimum metadata requirements as identified below in metadata requirements (4.5)
•    Ongoing storage and maintenance of containers of paper documents estimated to increase by approximately up to 6,000 containers annually.
•    Retrieval services of up to approximately 10-15 containers daily from the storage site. Litigation, digitization or disposition can significantly increase volumes from 10-15 containers/day to above 50 containers/day.
•    Transportation of containers/files to and from client and storage site; providing equipment and personnel for the unloading and loading of containers from and to transport vehicles at the contractor and agency sites.
•    Transportation must be provided using the contractor’s owned vehicles or, if a third-party carrier is proposed, the contractor must obtain prior written approval from the agency delegated authority before engaging such carrier.
•    Provide alternative delivery upon request (such as but not limited to user pick-up).
•    Provide security cleared personnel at the reliability level for all activities including transportation services.
•    Provide personnel from the records warehouse facility to be available to answer enquiries for pick-up, delivery, and destruction requirements during normal working hours of 8 am-5pm EST Monday to Friday.
•    Provide, distribute, and maintain supplies of all required forms, bar codes and labels.
- Disposition/Destruction
•    Provide daily transportation, equipment and personnel for destruction requests including on-site or mobile destruction services.
•    Disposition – Services and actions performed to permanently remove storage containers from physical and electronic inventory.
•    Return an Inventory Holding Report to client as final disposition to reflect the permanent withdrawal.
•    Provide a report to reflect all stages from the permanent withdrawal to the certified destruction.
•    Provide on-site and/or mobile paper document destruction services with the capacity to shred up to 500 containers in a day. Destruction on-site totals are forecasted between 100-500/month, digitization and litigation relief can increase volumes.

- Contract Period/Term: 3 years