Commercial Records Management Services

Background
The Miami-Dade County is seeking to establish a contract for commercial records management services. The goal of this contract is to provide essential services such as storage, retrieval, delivery of file folders/boxes, archive boxes, vault storage, and record destruction for various County Departments on an 'as-needed' basis. This initiative aims to enhance the efficiency and security of records management across multiple departments within the County.

Work Details
The awarded contractor will be responsible for:

1. Storage and retrieval of file folders/boxes and archive boxes.
2. Delivery of records to designated County sites within three business days upon request.
3. Regular pick-up and emergency delivery services for records.
4. Record destruction services that comply with state law, including providing certificates of destruction.
5. Maintaining an online ordering system for electronic requests from the County.
6. Ensuring proper indexing and cataloging of stored records according to retention schedules provided by the County Departments.
7. Providing empty boxes for additional records storage as needed.
8. Conducting annual criminal background checks on employees providing services under this contract.

Period of Performance
The contract will commence on the first calendar day of the month following approval by the Board of County Commissioners and will expire on the last day of the 60th month thereafter.

Place of Performance
Services will be performed at various locations within Miami-Dade County, with specific requirements for storage facilities located in Miami-Dade County for Groups A and B.

Bidder Requirements
Bidders must demonstrate experience in providing record management services by submitting two reference letters from clients served in the past three years. Additionally, bidders must have their storage facilities located in Miami-Dade County for Groups A and B; no geographical restrictions apply to Group C.