100_State+Contract+Summary-Updated.docx

ND STATE CONTRACT INFORMATION

3404 E Rosser Avenue Bismarck, ND 58501 Contact: Diane Anderson, danderson@aactionmovers.com 701-223-5535

CONTRACT INTRODUCTION

This contract is for secure off-site climate-controlled record storage.

CONTRACT SERVICES

1. Provide secure off-site, climate-controlled record storage for the STATE’s records. 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 an existing numbering system utilized by STATE agency.

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 STATE agency’s regular business hours.

· Orders for delivery placed before 3:00 PM, will be delivered the next business day.

· Orders for rush delivery placed before 1:00 PM, will be delivered within 4 business hours.

· 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 STATE agency. 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 STATE personnel to review contents of boxes as needed.

7. Accommodate afterhours 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, if applicable, sign STATE agency’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.

11. The Offeror is responsible for all contents stored. The Offeror maintain a written disaster recovery plan for any catastrophic occurrences including but not limited to earthquake, flood, fire, etc. The Offeror is responsible for recovery from any catastrophic occurrences, including but not limited to fire, damage or theft, as well as any associated costs. The Offeror must carry the appropriate insurance and provide proof thereof. Storage facility must be equipped with an intrusion alarm system that is monitored 24 hours per day, including weekends and holidays.

12. Provide a monthly detailed invoice for storage and activity costs.

PARTICIPATING ADDENDUM

A Participating Addendum must be filled out for each agreement made under this contract. The participating addendum must be completed and sent to the contract administrator at OMB.

COOPERATIVE PURCHASING

This contract is a cooperative purchasing contract established pursuant to North Dakota Century Code Section 54-44.4-13. This contract is made available to state entities, institutions under the jurisdiction of the State Board of Higher Education, other government entities (including counties, cities, townships, public primary and secondary educational entities, governmental boards and commissions), nonprofit entities established on behalf of public entities, tribal agencies, transportation providers under N.D.C.C. § 39-04.2, and the International Peace Garden.

PURCHASING CARD

STATE may make a payment using a government credit card. CONTRACTOR will accept a government credit card without passing the processing fees for the government credit card back to STATE.

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