Off-Site Record Storage, Retrieval and Management Services

The Vendor is required to provide offsite record storage, retrieval and management services firms to provide the agencies with offsite record storage, retrieval and management services (“Record Services” or “Offsite Services”).
- Provide offsite records storage, retrieval and management services company for the provision of record services for approximately 1,851 containers, 9,054 archive boxes and 102 oversized boxes (quantity subject to change), which will be moved from the agencies’ primary location to the successful proposer’s facilities.
- Provide exercise physical custody of the records, with the Agencies retaining all legal custody.
- Analysis of Requirements: analysis of the Agencies’ storage requirements per applicable document record in accordance with the Agencies’ Archival Policies and Rules, hyperlinked
- Provision of Adequate Storage Facilities: adequate storage facility that includes sufficient physical storage capacity.
- Changes in Needs: Accommodate the needs of the Agencies for additional storage space or the downsizing of storage space, on an as-needed basis. The current estimated annual growth for storage space is 2%.
- Current Record Inventory and Transfer Plan: The Agencies’ inventory, currently estimated at approximately 11,000 boxes (subject to change), must be moved from the Agencies’ Primary Location to the successful Proposer’s facilities. Box types may include, but are not limited to, (a) Banker Boxes, (b) Archive Boxes, (c) Letter Transfixes, (d) Legal Trans file, (e) Oversized Boxes, (f) Architectural/Map Shipping Boxes, (g) Letter Boxes, (h) Legal Boxes, and (i) microfiche containers.
- The storage facility must be a temperature-controlled, fully insured, structurally-sound, fire-proofed facility with 24-hour security and provide destruction services.
- Climate Control: Storage facilities must be climate controlled and have adequate air circulation to prevent mold infestation. Temperature and humidity should fluctuate as little as possible within the storage facilities and fall between 65 - 72 degrees Fahrenheit and 40 - 55 percent relative humidity. The climate control equipment must not be turned off or thermostat settings adjusted during nights, weekends and holidays.
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