1) Provide an environmentally controlled and secure off-site data and document storage facility with a delivery and pickup exchange service. The exchange service shall be performed seven (7) days a week during the hours of 8:00 a.m. to 4:30 p.m. EST at the Commonwealth Office of Technology (COT), Commonwealth Data Center and as requested by other agencies located in the Frankfort, Kentucky area. The Commonwealth shall have the option to change the exchange service and times depending upon the Commonwealth's business needs. 2) Have an established off-site facility and courier service. 3) Be geographically located a minimum of twenty (20) miles away from the Commonwealth’s Data Center located at 101 Cold Harbor Drive in Frankfort, Kentucky to ensure that the storage location will not be subjected to the same potential disaster as the Data Center. 4) Have an off-site storage facility that shall be easily accessible and located within a two (2) hour drive of the Central Kentucky area. 5) Have a vault that is built to four (4) hour fire rated architectural specifications. 6) Mandate that no flammable or combustible material be stores in the vault. 7) Standard Flood Hazard Determination for the vendor’s site is required to prove that the facility is not in an area of flood risk. The vendor must provide documentation with the bid response to prove compliance with this requirement. The vendor shall be totally responsible for all cost involved with this requirement. 8) Have a storage vault that is environmentally controlled to maintain a constant temperature (between 60 - 75 degrees) and a humidity level (between 50 – 55 percent) suitable for the storage of magnetic media. 9) Have a fire suppression system, which activates automatically, that shall be monitored constantly and shall not result in damages to the Commonwealth’s data or documents stored in the vendor’s facility. 10) Have a physical security procedure and access control system such that: a. Access to the storage vault is through a limited number of access points. The vendor should provide the number of access points in the bid response on Attachment B. b. Access to the storage vault area shall be controlled by a card-key system or equivalent and/or is visually controlled by personnel only. c. Isolate and separate Commonwealth data from other entities or customers unless otherwise agreed upon by the Commonwealth. d. Ensure that access points to the storage vault area that are not visible by or attended by personnel on duty are monitored by a closed-circuit cable television system and the daily surveillance video shall be retained for thirty (30) days or greater. e. Ensure that access to the storage vault area during off-duty hours are monitored by a security service. There should be 24 x 7 guard presence. The successful vendor shall provide the name and phone number of the security company providing this service after contract award. 11) Provide all storage containers and delivery/pickup exchange service of computer and micrographic records to the Commonwealth Data Center and other agency locations in the Frankfort area. The purpose of the exchange service will be to exchange the various generations of backup and/or hardcopy documentation. 12) Provide bonded in-house couriers rather than using a third-party courier service. The vendor must provide documentation with the bid response to prove that its in-house couriers are bonded and vendor is in compliance with this requirement. Thereafter, documentation of continued proof and any changes must be submitted to the Commonwealth on the first business day of each month to stephanier.williams@ky.gov. 13) Provide for transportation of data in temperature-controlled vehicles with provisions for securing the media to protect against highway impact, unauthorized access, theft and employee security breach during storage and transport that is also in compliance with the IRS Publication 1075 concerning the safeguarding of computer media that contains Federal Tax Information. The vendor shall have a chain of custody process (i.e. Bill of Lading at pickup, etc.) 14) Provide two-way communications with vehicle operations at all times. 15) Maintain controlled access to the computer media through a system that allows access to media only by authorized Commonwealth of Kentucky personnel. The system used shall require positive identification of personnel and ensure that unauthorized access is not allowed from departments of state government or by personnel outside state government.
