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
