Specifications include, but are not limited to:The Scope of Services (“Scope”) outlined below has been established for the purpose of achieving and implementing program goals and objectives described in this document. Although the Scope is intended to serve as a reference in the preparation of the proposal, forthcoming proposals may offer additional services which support the goals of this RFP. Offerors are encouraged to use innovative and cost-effective approaches to develop a program plan for the delivery of educational services. The Department is soliciting proposals in order to select a vendor to provide record management services. These services include the (1) offsite archival storage of files, including file maintenance and operation, retrieval, purging and destruction services; and (2) maintenance and operation of a barcode-based computerized file tracking system. A contractor is currently providing record management services including offsite storage at their Hauppauge facility. In submitting proposals, prospective vendors must include in their proposed budget the cost of transporting the cartons to their proposed storage site. DSS currently owns and operates a barcode-based computerized file tracking system used to monitor file status. Prospective vendors must have the capability of interfacing with this system as described below. The selected vendor will provide the following services: • Transporting Storage Boxes. The selected vendor will provide sturdy 1.2 cubic foot cartons for the transport and storage of client’s files. The files are packed by Nassau County staff who will also attach a barcode label on the end panel of the carton. The Department records the sequential order of the files in each carton, and this sequence is related to the carton barcode number. Once the cartons are packed, catalogued, and barcoded, the vendor transfers the cartons from the Central Inventory Room to the loading dock of the DSS building. Boxed hardcopy files are then loaded into a truck and transported to the vendor’s storage facility. The vendor will not intrude on the Department’s daily work schedule while packing and shipping closed client files.
