SOURCES SOUGHT : RECORDS STORAGE MANAGEMENT SERVICES. FACILITIES MUST BE IN COMPLIANCE WITH NATIONAL ARCHIVES & RECORDS ADMINISTRATION (NARA) GUIDELINES Naics code 493190,493110, 541611, 561110, and 561990 BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE /MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION Title: RECORDS STORAGE MANAGEMENT SERVICES Description: The SUBCONTRACTOR shall provide the management, supervision, personnel, and facilities necessary to provide records services for the CONTRACTOR. This service involves the transportation, protection, storage, retrieval, and transfer of CONTRACTOR-owned record boxes to and from locations as specified by the CONTRACTOR. The SUBCONTRACTOR shall have the CONTRACTOR's record boxes stored, catalogued, and entered into the SUBCONTRACTOR'S internal data management system. Facilities must have sufficient space for housing a volume of approximately 29,530 standard-sized archive boxes, approximately 2,470 nonstandard-sized boxes, this quantity could increase by 3% per year. The SUBCONTRACTOR shall provide the CONTRACTOR training and access to their system for CONTRACTOR designated personnel to track the status of records boxes. Scanning Services will also be requested. The SUBCONTRACTOR shall provide annual shredding services for the destruction of boxes of documents that have met their disposition requirements, quantities vary from 100 to 1,000. In addition, SUBCONTRACTOR shall provide shredding services for boxes of records as a result of migration to the CONTRACTOR's electronic content management system, iCon. This number may be as low as one box or as high as 5,000 boxes annually. Facility Compliance: SUBCONTRACTOR facility must meet the requirements in 36 CFR 1234 [Facility Standards for Records Storage Facilities Toolkit/Guidance on Records Storage Facility Required Actions: File 3: Records Stored in a Commercial Records Storage Facility Inspection Checklist (current version)] and Supplemental Checklist @ http://www.archives.gov/records-mgmt/storage-standards-toolkit/file3.pdf. The facility must be in compliance with the following National Fire Protection Association (NFPA) Standards and physically protected from unauthorized access. • NFPA 10 - Standard for Portable Fire Extinguishers, 2007 Edition or current edition; • NFPA13 - Standard for the Installation of Sprinkler Systems, (code of record or year the facility was constructed, 2007 Edition or current edition); and • NFPA 232 - Standard for the Protection of Records, (code of record or year the facility was constructed, 2007 Edition or current edition). The storage facility, including the vault shall have a current fire inspection certificate from the City where the storage facility is located. The SUBCONTRACTOR shall provide a storage facility including the vault that is in compliance with NFPA 232. Storage vault must have climatic controls for temperature and humidity as defined in Section 4.0 below. Also, vault shall have a fire suppression system in accordance with NFPAs cited above. The vault must be used to store x-rays and microfilm/microfiche in addition to other records which require climate control for temperature and humidity. There are currently approximately 1,160 boxes of various sizes and one (1)10.5 cubic foot cabinet stored in the Vault. This quantity could increase by 3% per year. The SUBCONTRACTOR must have a pest control program in place, which includes, but is not limited to, at least two (2) termite inspections per year by a licensed pest control service. Period of performance: The subcontract award will be for a period of five (5) years. Response to this Sources Sought: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a capability statement to document prior experience for Records Storage Management by March 8, 2017; 11:00 AM PST . Please include your organization name, address, e-mail address, Web site address, telephone number, Duns number, size and type of ownership for the organization. All responses under this Sources Sought Notice must be emailed to: Dorothy Livingston-Steel
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