Offsite Record Storage Services

The vendor required to provide for offsite records storage and scanning services in accordance with the department.
- The city currently stores approximately 2,000 cubic feet of documents at an offsite facility, with the potential for additional boxes to be added over time. 
- Most boxes are standard letter-size (1.5 cubic feet) and legal-size (2.0 cubic feet), while other box sizes range from plan boxes to large container boxes of approximately 6.0 cubic feet.
- Capable of securely transporting and storing records, providing scan-on-demand, indexing, and conversion services, and performing certified destruction of records stored at their facility.
- Requirement:
1. Storage facility
•    Secure, temperature-controlled facility located in county.
•    Capacity to store 2,000 cubic feet at contract start.
•    Must accommodate additional boxes added or removed during the contract.
2. Record pickup and delivery
•    Provide vehicles designed for secure transportation, equipped with anti-theft devices.
•    Respond to pickup and delivery requests from authorized city staff.
•    Deliver boxes during regular business hours (8:00 a.m.–5:00 p.m., Monday–Friday, excluding holidays).
•    Combine deliveries and pickups when requested.
•    Provide next-day and same-day delivery options.
3. Transition services
•    Transfer all records from current facility at no additional cost.
•    Implement barcoding, labeling, data entry, and inventorying for transferred boxes.
•    Replace boxes damaged during transfer and provide a damage report.
•    Provide inventory report listing boxes by department, barcode, and description.
4. Permanent removal and destruction
•    Provide certified destruction of records via shredding or incineration.
•    Maintain confidentiality and provide certificate of destruction for all destroyed records.
•    Destruction only performed with written approval from city.
•    Permanently removed boxes shall not appear on subsequent invoices.
5. Inventory tracking
•    Provide web- or cloud-based inventory system for:
o    Box information, orders, invoices, reports, indexing.
o    Tracking barcode number, department, description, status, retention period, input date, and destruction date.
•    Maintain logs and receipts for all pickup and delivery activities.
•    Update inventory status within 24 hours of activity.
- Scan-on-demand services
1. Scanning requirements
•    Provide all labor, materials, tools, and equipment.
•    Scan at minimum 300 dpi, in tiff or pdf format, per department standards.
•    Return scanned documents to original boxes.
•    Prepare documents by removing staples and fasteners, repairing torn edges, proper orientation, flattening plans, and secure handling.
2. Electronic repository
•    Provide secure electronic repository allowing city staff to search and retrieve scanned records.
- Facility and personnel standards
•    Level 2 background screening required for all personnel handling records.
•    Vendor assumes full responsibility for security once records are received.
•    Storage facilities must meet industry security standards and include:
o    Climate control, shelving, fire detection and suppression, motion detectors, alarms.
o    Adequate capacity for current and future storage.