Specifications include, but are not limited to: 1. Record Storage 1. The vendor must provide secure and sufficient off-site physical storage capacity for the City’s documents at the initiation of the contract. Currently the City will require an estimated 20,000 cubic feet, but this number is expected to change based upon departmental needs during the transition period. 2. The City may add and remove boxes to the vendor’s facility during the contract period. 3. The vendor must accommodate the additional boxes at the rates offered for the contract term. 4. The vendor must store the City’s boxes and/or files at a single secure facility located in the Greater New Orleans Region. Exceptions may be made for boxes designated as being stored solely for retention requirements before destruction. 5. The vendor must include all compliance reporting fees in its storage pricing. 6. The vendor shall under no circumstance withhold any boxes requested by the City. 2. Record Pickup and Delivery 1. The vendor shall accept and respond to pickup and delivery requests from authorized City staff. 2. The vendor shall make available all records to review by authorized City staff on record storage site. 3. Vendor shall be available during the City’s regular business hours of Monday through Friday between 8:00 a.m. and 5:00 p.m. to respond to inquiries and to provide records storage and retrieval services. 4. Vendor will deliver requested boxes and/or files during the City’s regular business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays. 5. Deliveries are to be made to the requested location unless the requesting department specifically asks for delivery to another location. 6. New or refile boxes and/or files for pick up will be picked up from the requesting department’s office unless the department requests pick up from a different location. 7. Vendor shall combine delivery and pick up of boxes into one trip when requested and shall meet the delivery requirements listed above. 8. Vendor shall notify City staff promptly in the event of any interruption in scheduled or anticipated services. 9. Retrieval and Delivery Requests. Vendor shall retrieve and deliver: 1. regular requests within 2 business days after receiving the request; 2. rush requests same day after receiving the request. 10. Request for Pickup. Vendor shall pickup new or refile boxes within 2 business days after receiving the request. 11. At the commencement of the contract, the City’s Contract Administrator and the vendor shall agree on the times before which the City must submit either a regular request or a rush request or a request for pickup...
