Pennsylvania eMarketplace #6100066854

Secure off-site storage and management of DOC legal records

The Pennsylvania Department of Corrections is seeking secure off-site storage and management of confidential legal records for its Office of the Chief Counsel. - Government buyer: Pennsylvania Department of Corrections (DOC), Office of the Chief Counsel; procurement managed through the DOC Procurement department / Commonwealth of Pennsylvania. - Vendor identified: Access Information Management Corporation (ACCESS), which currently holds the records. No OEMs or required product brands are specified. - Requested services: - Transfer and store approximately 5,500 boxes of original hard-copy legal records currently held by ACCESS in Delano, Pennsylvania. A new contractor must coordinate the transfer and include its cost in the bid. - Provide secure, flood-proof storage with smoke detectors and an automatic sprinkler system, plus indexing and tracking and an online system that lets DOC staff index files. - Provide per-carton retrieval, refiling, new additions, pickup, delivery, and transportation, including standard/next-day and same-day options. Same-day delivery capability is required, and retrieved cartons must be sealed or shrink-wrapped. - Remove cartons from the records-management system when requested; this does not mean physically destroying the cartons. - Supply its own staff, labor, and equipment. - Notable contract terms: One-year initial term with four optional one-year renewals. Renewal price increases require mutual agreement and are capped at 3%; the DOC may extend a term by up to three months.

Description

The Pennsylvania Department of Corrections seeks a vendor to securely store confidential legal records off-site and provide indexing, tracking, retrieval, and delivery to a designated DOC location upon request. Records must be maintained in original hard-copy format in a secure, flood-proof facility with smoke detectors and an automatic sprinkler system. The vendor must provide an online records-management system, manpower and equipment, and same-day delivery capability. The work includes transferring approximately 5,500 boxes from the current storage facility; the contract is for one year with four optional one-year renewals.

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