2. Volume: CPH currently has 9,330+ cubic feet of records in storage (6,741 total boxes) • 5,628 1.3cf legal boxes • 745 1.75cf boxes • 241 2cf boxes • 89 2.7cf banker boxes • 38 .5cf boxes 3. Frequency: As needed, but generally boxes to be transported to storage facility 2-3 times per week. All deliveries/pickups must be within two (2) working days of order request with rush delivery service (same day) available when needed or vendor agrees to waive the delivery fee. 4. The project consists of furnishing all labor, materials and equipment necessary to complete the following tasks: a. Vendor shall retain records and electronic media in compliance with Federal, State and Local retention guidelines or, in lieu of such, with generally accepted record keeping practices. b. Vendor shall provide storage space in an environmentally protected, structurally sound storage facility (meeting industry standards for medical record and electronic media storage) and must provide specifications regarding structure (fire retardation). c. Vendor shall provide storage for records and electronic media in a secured area, reasonably designed to prevent loss or damage from any environmental or other cause. d. Vendor shall provide reasonable inventory and retrieval procedures to ensure expeditious availability and control of deposits. e. Records and electronic media (boxes, cabinets, etc.) must be stored in a climate controlled (regulated) environment (between 55F to 75F) and must have a chemical suppressant system to minimize fire damage. Items must be stored off the floor to minimize flood damage. f. Vendor shall have a backup alternative power source for warehouse and vault in the even of loss of electricity. g. Vendor shall have a security monitoring system and security staff for warehouse and vault. h. Vendor shall perform background checks on all permanent, temporary and contracted staff. i. Warehouse and vault MUST be pest/rodent free. j. Vendor shall be able to provide record destruction at warehouse. k. Vendor must be able to provide a detailed inventory list including box number, program name, description, and destruction date. Vendor shall provide CPH the ability to generate inventory reports by date, program name, destruction date and inventory description. Vendor shall have a document/record tracking system to identify the state of requests (such as pulled for delivery, delivered, destroyed, etc.)
