Posted Date : June 22,2021
Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID : RS-0869
Government Authority located in Oxnard, California; USA based organization looking for expert vendor for Offsite records storage services.
[A] Budget: Looking for Proposals
[B] Scope of Service:
Vendor needs to provide offsite records storage and related services for its records, including monthly storage, pickup and delivery of files and record boxes upon request to the government authority located in Oxnard, CA.
- The City currently has approximately 8600 cubic feet of documents stored offsite. The majority of the boxes currently stored are standard letter/legal file boxes. Other boxes may include legal size transfer boxes, planner/blueprint boxes, and large planner/blueprint boxes.
- RECORDS STORAGE AND MANAGEMENT
The vendor must provide secure offsite, structurally sound, environmentally safe and climate controlled storage and transportation for the City’s documents, media, maps, drawings, etc., and be able to provide enough physical storage capacity for approximately 8600 cubic feet of documents at the initiation of the contract and have capacity to accommodate the City’s future storage needs. The City may add more boxes to the vendor’s facility during the contract period. The vendor must accommodate the additional boxes at the rates offered.
- INVENTORY TRACKING & RECORDS MANAGEMENT SYSTEM REQUIREMENTS: -
The vendor shall maintain an accurate, bar-coded and computer-based inventory tracking system. The computerized system must be web enabled, with adequate security, to provide Internet access to the information by City users. At a minimum, this system must identify each stored City box by box reference number, department, description (major, minor and long), and status (checked in/checked out). Essential data fields include: Division Name, Department ID, Department Name, Box Number, Major Description, Minor Description, Alpha From, Alpha to, From Date, To Date, Receipt Date, Destruction Review Date, Status, Bar Code, Box Size, Location, and Box History (dates of check out and check in). The inventory tracking process shall include appropriate logs and receipts for pickup and delivery of the individual boxes for verification and audit purposes. Logs and receipts will be made available to the City upon request. The inventory status must be updated within 24 hours of activity. The System must have secured sign-on by authorized users only. In addition to barcode technology and tracking, system must be able to support Retention Schedule upload, updates and temporary holds such as Audit and Legal is preferred.
- For more information describe in document.
[C] Eligibility:
- Onshore (USA Organization Only);
[D] Work Performance:
Performance of the work will be Offsite. Vendor needs to carry work in their office location.
Budget :
Deadline to Submit Proposals: July 14,2021
Cost to Download This RFP/RFQ/RFI/Solicitation/Tender/Bid Document : 5 US$
Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID : RS-0869
Government Authority located in Oxnard, California; USA based organization looking for expert vendor for Offsite records storage services.
[A] Budget: Looking for Proposals
[B] Scope of Service:
Vendor needs to provide offsite records storage and related services for its records, including monthly storage, pickup and delivery of files and record boxes upon request to the government authority located in Oxnard, CA.
- The City currently has approximately 8600 cubic feet of documents stored offsite. The majority of the boxes currently stored are standard letter/legal file boxes. Other boxes may include legal size transfer boxes, planner/blueprint boxes, and large planner/blueprint boxes.
- RECORDS STORAGE AND MANAGEMENT
The vendor must provide secure offsite, structurally sound, environmentally safe and climate controlled storage and transportation for the City’s documents, media, maps, drawings, etc., and be able to provide enough physical storage capacity for approximately 8600 cubic feet of documents at the initiation of the contract and have capacity to accommodate the City’s future storage needs. The City may add more boxes to the vendor’s facility during the contract period. The vendor must accommodate the additional boxes at the rates offered.
- INVENTORY TRACKING & RECORDS MANAGEMENT SYSTEM REQUIREMENTS: -
The vendor shall maintain an accurate, bar-coded and computer-based inventory tracking system. The computerized system must be web enabled, with adequate security, to provide Internet access to the information by City users. At a minimum, this system must identify each stored City box by box reference number, department, description (major, minor and long), and status (checked in/checked out). Essential data fields include: Division Name, Department ID, Department Name, Box Number, Major Description, Minor Description, Alpha From, Alpha to, From Date, To Date, Receipt Date, Destruction Review Date, Status, Bar Code, Box Size, Location, and Box History (dates of check out and check in). The inventory tracking process shall include appropriate logs and receipts for pickup and delivery of the individual boxes for verification and audit purposes. Logs and receipts will be made available to the City upon request. The inventory status must be updated within 24 hours of activity. The System must have secured sign-on by authorized users only. In addition to barcode technology and tracking, system must be able to support Retention Schedule upload, updates and temporary holds such as Audit and Legal is preferred.
- For more information describe in document.
[C] Eligibility:
- Onshore (USA Organization Only);
[D] Work Performance:
Performance of the work will be Offsite. Vendor needs to carry work in their office location.
Budget :
Deadline to Submit Proposals: July 14,2021
Cost to Download This RFP/RFQ/RFI/Solicitation/Tender/Bid Document : 5 US$
