Specifications include, but are not limited to: Workforce Safety & Insurance is soliciting proposals for off-site, secure and climate controlled record storage and retrieval. Record storage consists of approximately 4,800 record storage boxes (Box size: 8x10x15 containing paper records only) and 2 pallets of disaster recovery equipment (used computers). 1. Provide secure off-site, climate controlled record storage for the STATE’s records consisting of approximately 4,800 record storage boxes (box size is 8x10x15 containing paper files) and 2 pallets of disaster recovery equipment (used computers). The Offeror must store the STATE’s records at a single secure facility located in the Bismarck, ND. Records may not be mailed as a means of record delivery and retrieval. 2. Maintain the existing numbering system utilized by Workforce Safety & Insurance. WSI utilizes a numbering system that is referenced in our claims management system. The number system is hand written on the end of each box and can be alpha-numeric or numeric. Each box is assigned a unique number. Each file stored in its’ respective box also has the box number hand written on it. WSI’s computer systems are dependent upon that numbering schema and it cannot be changed. 3. Maintain an inventory database of all boxes stored at offeror’s facility. 4. Offeror shall accept and respond to pickup and delivery requests from authorized WSI staff. Offeror will deliver/pick up requested boxes/files during WSI regular business hours. a. Orders for delivery placed before 3:00 PM, will be delivered the next business day. b. Orders for rush delivery placed before 1:00 PM, will be delivered within 4 business hours. c. Offeror shall combine delivery and pick-up of boxes/files into one trip when requested and shall meet the delivery requirements provided above. 5. Provide secure means of delivery and retrieval of records between storage facility and WSI. Vehicle used for delivery/pick-up must be equipped with a fire extinguisher. 6. Provide a secure examination room at the storage location for use by authorized WSI personnel to review contents of boxes as needed. 7. Accommodate afterhour’s access to records as needed. 8. Provide full confidentiality of records; both in storage and while accessing or reviewing. Offeror will ensure all employees with access to STATE’s records successfully complete a background check, sign WSI’s confidentiality statement and receive training on Offeror’s policy regarding the confidential nature of Offeror’s customers records. 9. Provide security authorization procedures for accessing records. 10. Provide a level of protection consistent with industry standards must meet all applicable and current requirements for the National Fire Protection Association. The storage facility must be properly shelved, fully secured, and equipped with motion, smoke and heat detectors/alarms to prevent loss from theft and fire.
