ExhibitsRecordsManagementServices.docx

This exhibits document supports a Request for Statement of Qualifications (RFSQ) for Records Management Services issued by the County of Los Angeles, Internal Services Department. The County seeks qualified vendors to enter into Master Agreements to provide comprehensive records management services on an as-needed basis to County Departments throughout Los Angeles County. The scope of services encompasses three primary categories: Physical Record Storage, which includes secure off-site storage with barcoding, indexing, inventory tracking, chain-of-custody documentation, retrieval, pickup, and delivery services; Vault Storage - Special, which requires climate-controlled transportation and storage facilities with specific environmental parameters; and Document Scanning, which provides high-volume conversion of physical records into digital formats with optical character recognition capabilities. The services will include all necessary labor, storage facilities, utilities, equipment, vehicles, transportation, supplies, software, and inventory cataloging systems required to maintain confidential document control and accountability.

The exhibits document establishes specific technical and operational requirements for service delivery, particularly for vault storage operations, which must maintain transportation temperatures between 65°F and 75°F and storage temperatures below 70°F with relative humidity between 20% and 30%, with fluctuations not exceeding 5% within 24-hour periods. Storage materials must be non-corrosive, utilizing shelves, racks, or cabinets designed to protect documents against environmental damage, unauthorized access, and loss. Vendors may qualify in one or more service categories based on their capabilities and experience, allowing flexibility in the qualification process to meet the County's diverse departmental needs for records management across multiple locations.