Kanes Records Management-NPSS1-Phelps.pdf

This is a Records Management Services document for the Phelps School District, part of the Colorado statewide consortium purchasing agreement (NPSS1). The document outlines the engagement of Kanes Records Management to provide records storage, organization, and management services for the school district's archival and operational records. The services encompass the cataloging, secure storage, retrieval, and potential digitization of records to support the district's compliance and operational needs. The contract establishes the framework for ongoing records management support with specified service levels and response times for record retrieval requests. The term of the contract includes provisions for periodic reviews and renewal options to ensure continued service alignment with the district's evolving records management requirements.

The pricing structure for Kanes Records Management services is based on a per-box monthly storage rate with additional fees for specialized services such as retrieval, scanning, and data digitization. The incumbent provider relationship leverages the state's NPSS1 consortium agreement, which provides the Phelps School District with access to pre-negotiated rates and established service standards. The funding for these services is drawn from the district's operational budget allocated to administrative and facility services. The agreement includes performance metrics and service level agreements to ensure timely and professional handling of records, with monthly billing tied to the number of storage units maintained and services utilized.