Active SLED Opportunity · NEW YORK · NEW YORK
AI Summary
The NYS Agencies seek proposals from qualified MWBE/SDVOB firms for offsite record storage, retrieval, and management services including secure storage, transportation, inventory tracking, destruction, and reporting. The contract requires compliance with archival standards and disaster recovery planning.
The Agencies are seeking proposals from qualified offsite record storage, retrieval and management services firms (referred to hereinafter as “Proposers”) to provide the Agencies with offsite record storage, retrieval and management services (“Record Services” or “Offsite Services”). The successful firm will provide Record Services in accordance with the Scope of Services section of this Discretionary Purchase Solicitation. In accordance with Section 2879 of the Public Authorities Law and Article 15-A of the New York State Executive Law and Article 3 of the New York State Veterans’ Law, this Solicitation is a Discretionary Purchase Solicitation (“Solicitation”) with proposals limited to respondents from NYS certified minority and/or women-owned business enterprises (“MWBEs”) and/or NYS certified service disabled veteran owned business (“SDVOBs”) (SDVOBs and MWBEs collectively hereinafter referred to as “Proposer(s),” Bidder(s) or “Firm(s)”). Scope of Services (“Scope of Work”) The Agencies seek to retain the services of a qualified 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. The successful Proposer will exercise physical custody of the records, with the Agencies retaining all legal custody. The successful Proposer must adhere to industry standards and best practices to provide the Agencies with Offsite Services including, but not limited to, the following services indicated below. 1.Analysis of Requirements: analysis of the Agencies’ storage requirements per applicable document record in accordance with the Agencies’ Archival Policies and Rules, hyperlinked herein. 2.Provision of Adequate Storage Facilities: adequate storage facility that includes sufficient physical storage capacity. 3.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%. 4.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 Transfiles, (d) Legal Transfile, (e) Oversized Boxes, (f) Architectural/Map Shipping Boxes, (g) Letter Boxes, (h) Legal Boxes, and (i) microfiche containers. The successful Proposer must provide pallets and wrapping to secure the transport of the boxes. The Proposer will be required to submit a Transfer Plan to the Agencies, as part of its response to this Solicitation, detailing the transfer process from the Agencies’ location at 641 Lexington Avenue, 4th floor, New York, New York, 10022 (“Agencies’ Location”) (“Agencies’ Location”) (“Agencies’ Location”), to Proposer’s location. The Transfer Plan must include (i) new bar coding, (ii) labeling, (iii) data entry, and (iv) inventorying for the boxes/items to be stored at the successful Proposer’s facility. The costs related to the tasks listed in the Transfer Plan must be clearly identified in the Proposer’s response to this Solicitation. Prior to the commencement of Record Services by the successful Proposer, the successful Proposer must submit its final Transfer Plan to the Agencies for approval. The successful Proposer will assume full responsibility for coordinating the transfer of boxes of all existing records stored at the Agencies’ Location and moved to the Proposer’s facility, in accordance with the Transfer Plan approved by the Agencies. Upon successful completion of the transfer, the successful Proposer will be required to provide the Agencies with a written report of the boxes moved to the successful Proposer’s facility. 5. The successful Proposer must be able to return a box to the Agencies’ Location within 24 hours of Agency request. 6. Secure Storage and Facility Standards: The successful Proposer’s storage facilities will be required to provide a level of protection consistent with industry standards and the standards described in the Agencies’ Archival Policies and Rules, hyperlinked herein., and must be solidly constructed with secure loading and unloading areas. The storage facility must be a temperature-controlled, fully insured, structurally-sound, fire-proofed facility with 24-hour security and provide destruction services. Storage facilities must be equipped with an intrusion alarm system that is monitored 24 hours per day, including weekends and holidays. If there is a breach in security, the Agencies must be notified immediately. If notification is given to the Agencies in a manner other than in writing, written notice relating to the breach in security must be sent to the Agencies by the successful Proposer within five days of the initial notification to the Agencies. Only authorized personnel should have access to the storage facilities, and no windows should be present on the ground floor of the storage facilities. If the site has windows, it should have blinds or shades to protect records from natural light. Lighting fixtures should be at least one foot above the cartons on the top shelf. Sprinkler heads should be at least one and a half feet above the cartons on the top shelf. Regarding aisle space, allow for at least 30 inches between bays and preferably 48 inches for the main corridors. Bays should be a maximum of 50 feet and at least one and a half feet away from any walls to meet Federal and State standards. Proposer must have a back-up power system for the storage facilities. Storage facilities cannot house any hazardous material. Storage facilities cannot be located within a flood area or risk exposure from external hazards. Floors must support at least 300 pounds per square foot and must be at or above ground level to assure dry storage. Walls surrounding the record storage area must be four-hour fire resistant. The records storage facilities must meet all applicable and current requirements of the National Fire Protection Association, the International Fire Code, as well as local fire regulations. 7. Pest Control: Proposer must provide proof of semi-annual treatment and/or inspection for rodents and insects, especially bed bugs. 8. 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. 9. Transportation of Records: For the transfer, the successful Proposer must provide transportation of storage records to and from the Agencies’ Location as well as the Agencies’ current storage vendor location. All vehicles used must have the appropriate security features (anti-theft device) and be secured while at the delivery / pickup site. All vehicles must be equipped with a fire extinguisher. Drivers must possess valid driver’s licenses. Vehicles and Drivers must be fully insured. The successful Proposer must provide its own equipment and have adequate staff for transport of the boxes in and out of the Agencies’ Location and off-site storage facilities. 10. Chain of Custody: A secure chain of custody of records from pick-up to storage to retrieval is required. 11. Record Delivery: Implementation of a process is required that would enable the Agencies to receive records during regular business hours. The successful Proposer will be required to deliver, on an "as requested" basis by Agency staff, stored Agency records from the successful Proposer’s facilities to the Agencies’ Location, as specified for each request order by the Agencies. All deliveries shall be scheduled between 8:30 am and 4:30 pm, Monday through Friday, unless otherwise agreed upon by the Agencies. 12. Inventory/Tracking of Records: An online listing of stored records available for access and retrieval is required. The successful Proposer will be required to maintain an accurate, bar-coded, reliable computer-based inventory and tracking system capable of documenting pickup, delivery, and storage location of the Agencies’ documents and records (“Records System”). At a minimum, the Record System must be web-based, with appropriate security, and accessible to at least five Agency users. The Record System must be able to identify each box by Agency owner (i.e., the Agencies’ unit/department), and for each box, the following indicators are required: • the on-site location of the successful Proposer’s facilities (including address, floor, aisle and shelf); • description of contents in box (i.e., project name, etc.); • document type(s) in box; • status of box (checked in/checked out/destroyed); and • destroy date of box, if applicable. The data must be importable by Excel or CSV file. The inventory tracking process must include appropriate transmittal forms, logs and receipts for pickup and delivery of individual boxes / containers for verification and audit purposes. Upon request by the Agencies, logs and receipts must be made available to the Agencies. The Record System must allow the Agencies’ users to remotely view inventory data and to initiate delivery requests via the online Record System. Inventory status must be updated within 24 hours of activity. The successful Proposer must provide training for the Agencies’ staff utilizing the Record System. The successful Proposer must provide remote viewing, user log-ins and training for the Record System at no additional cost. 13. Destruction Services: Destruction services are required at the storage facilities or an offsite destruction facility. Boxes permanently removed from storage and destroyed must not appear on subsequent monthly invoices for storage. Requirements to be met include: • Certified destruction to be performed by either shredding or incineration; • Successful Proposer must ensure that confidentiality of all destroyed records is maintained throughout the destruction process; • Successful Proposer must provide a certificate of destruction to the Agencies for all records destroyed, listing box number, if applicable, and total quantity destroyed; • No records may be destroyed by the successful Proposer without prior written approval from the administrator or authorized user(s) of the Agencies’ account; and • Status of item must be changed to “destroyed” in inventory system, and date of destruction must be noted in the Record System. 14. Lost and Damaged Boxes: The successful Proposer will be required to address lost /misplaced boxes. Any box not located and delivered in an agreed-upon timeframe will be considered a lost box. The Proposer must include with its Solicitation response the policies and procedures to be followed should a box not be located and delivered on time. These policies and procedures must include, but shall not be limited to, notifications, location procedures, escalation procedures, timelines, status updates, and billing practices. In addition, boxes that are damaged by the successful Proposer must be re-boxed at the expense of the successful Proposer. 15. Reporting: The successful Proposer will be required to provide monthly, written reports to the Agencies of the current inventory, sorted by department/cost center, to include: (a) box number / barcode box description; (b) date sent to storage; (c) box size; and (d) account activity to include new boxes added to inventory, number of delivery requests processed and pickups processed during the preceding month, including processing time for requests and deliveries. The Agencies must have access to these reports without additional fees. Activity reports should include a summary of ordering activity by location, quantity, and order type. Retrieval activity reports should include history for checked out, permanently removed, and destroyed inventory. Financial reports should provide billing activity for a specified invoice period. 16. Customized Reports: The successful Proposer must have the ability to create customized reports on inventory to the Agencies, on an as-needed basis, or grant the Agencies the ability to run reports from an online inventory system, without any additional fees. 17. Accounts and Invoicing: The Agencies will be invoiced monthly and will be responsible only for its own charges. Each invoice must include detailed line-item charges for every transaction. Invoices will be submitted to the Agencies’ Accounts Payable department. 18. Staffing: The successful Proposer will be required to perform background checks on each individual acting on the successful Proposer’s behalf providing Record Services to the Agencies at Agency Location. Background checks may only be completed after a conditional offer of employment has been extended to an individual by the successful Proposer. The successful Proposer must follow the Fair Chance Act and New York Correction Law Article 23-A in determining its assignments of any individual to provide Record Services at the Agencies’ Location. The successful Proposer will be required to remove or transfer from the team serving the Agencies, any of its employees, upon request by the Agencies, for any reason, provided that such request is in writing and does not violate any applicable federal, State or local employment laws. The Agencies will have no obligation to disclose to the successful Proposer the reasons for any such request unless such disclosure is required by applicable federal, State or local employment laws. The successful Proposer will be required to appoint a dedicated account manager, with a minimum of 5 years’ records management experience, to the Agencies, as a single point of contact in order to ensure a high level of responsiveness to the Agencies’ needs. A backup contact will also be designated for the purpose of providing coverage during the primary contact’s absence. The successful Proposer will be obligated to provide Record Services in accordance to the service standards identified in the awarded Contract. 19. Insurance and Disaster Recovery Plan: The successful Proposer will be responsible for protecting Agency records against damage or loss of the contents stored in any of its storage facilities. The successful Proposer must provide a written disaster and recovery plan for any catastrophic occurrences including, but not limited to, earthquake, flood, fire, etc. The successful Proposer will be responsible for recovery from any catastrophic occurrences including, but not limited to, fire, damage or theft, as well as any associated costs. The successful Proposer must carry the appropriate insurance, provide proof thereof and meet the insurance requirements of the Agencies. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: NONE
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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