Physical Records Storage, Retrieval, and Destruction Services

The Vendor is required to provide for records-related physical services that support the county’s operational, legal, and records management obligations, including the secure handling, tracking, storage, retrieval, transport, and authorized destruction of physical records and media in compliance with applicable federal, state, and local laws, regulations, and standards.
- Provide secure onsite document destruction and shredding services for records and materials generated, maintained, or stored at County locations.
- Services include, but are not limited to, furnishing secure collection containers, pickup and transport, onsite or mobile witnessed destruction, authorized offsite destruction when permitted by the County, secure handling of materials pending destruction, and issuance of Certificates of Destruction.
- Services include, but are not limited to, operation of a secure records storage facility, records intake and indexing, portal access, chain-of-custody controls, environmental and security monitoring, standard and expedited retrieval and delivery services, transitionin and transition-out support, and destruction of stored records only when authorized by the County.
- Must ensure that access to County records and media is limited to authorized personnel and that all records are protected from loss, theft, damage, unauthorized access, disclosure, or destruction.
- Personnel assigned to perform services under this contract must be properly trained in chain-of-custody procedures, confidentiality and access control, HIPAA and personally identifiable information handling, as applicable, and safety procedures relevant to the services being performed.
- Must maintain secure handling and documented chain-of-custody procedures for all County records and media in its possession, custody, or control.
- Mobile shredding Equipment. For onsite destruction services, the Contractor must use a highspeed, high-capacity mobile shredder capable of securely destroying paper documents and small binder clips. The Contractor’s onsite/mobile destruction process must be secure and automated so that records are not visible to unauthorized persons during collection, transfer, or destruction.
- Collection and Transport. The Contractor must collect and transport containers and materials for destruction from County offices to ground level using available doors, elevators, loading docks, and stairs, as applicable to each site.
- Secure Collection Containers:
• Mini Console, approximately 27" H x 19" W x 16" D, with an estimated capacity of 75 pounds;
• Standard Console, approximately 35" H x 19" W x 19" D, with an estimated capacity of 100 pounds;
• Rolling Secure 64-Gallon Bin, approximately 42" H x 25" W x 29" D, with an estimated capacity of 230 pounds; and
• Rolling secure 100-Gallon Bin, approximately 46" H x 26" W x 27" D, with an estimated capacity of 340 pounds.