Offsite_Document_Storage_Service.pdf

County of San Mateo

Request for Proposals (RFP) for Offsite Document Storage

Service

Procurement

RFP No. 2026-RFP-1633

RFP Contact: Matthew Benavides mbenavides2@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

The County of San Mateo is seeking proposals for Offsite Document Storage Service. The RFP aims to find an offsite storage facility to securely store County documents including transportation, easy retrieval, document destruction, and trackability. The scope of work will include document storage service in a secure offsite facility with easy document retrieval by countywide staff. The Contractor will provide an experienced Account Manager to manage the County's account and assist County staff as needed.

The Contractor shall be responsible for managing all aspects of Offsite Document Storage Services, including but not limited to:

A. Transportation of Records

B. Storage Facility

C. File Management Indexing Services

D. Document Retrieval

E. Box Replacement

F. Document Destruction

G. Inventory Tracking System

H. Online Customer Portal

The Offsite Document Storage Service shall be provided on an ongoing basis for a period up to five (5) years. The selected firm shall be expected to commence service within 30 days of contract execution. The firm shall be responsible for providing all necessary personnel, equipment, and materials required to fulfill the scope of work.

1.2. Contact Information

Project Contact:

Matthew Benavides Contract Administrator Email: mbenavides2@smcgov.org Phone: (650) 363-4769 mailto:mbenavides2@smcgov.org tel:(650)363-4769

Page 3 of 23 Release date of September 5, 2025

Procurement Contact:

Matthew Benavides Contract Administrator Email: mbenavides2@smcgov.org Phone: (650) 363-4769

Department:

Procurement

Department Head:

Jas Sandhar Procurement Director

1.3. Timeline

RFP Released September 5, 2025

Deadline for Questions, Comments and

Contract Exceptions

September 19, 2025, 12:00pm

Proposal Due Date and Time October 3, 2025, 5:00pm

2. Scope of Work

2.1. Detailed Scope of Work

A. Transportation of Records:

Documents need to be coordinated and transported to an off-site storage facility for substantial size request(s), the Contractor shall provide the following minimum requirements:

• The Contractor shall be responsible for securely handling and transporting physical documents while in transit.

• Provide standard delivery schedule services and coordinate delivery based on departments' schedule.

• Provide emergency pickup services as requested.

• Provide secured and protected containers/boxes to ensure documents are not damaged during transit.

• Provide email confirmation to County staff for all documents picked up and an email confirmation that all picked up documents arrived at the Contractor's storage facility located within the limits of San Mateo County, or if outside of the County of San Mateo a facility approved in writing by the County.

mailto:mbenavides2@smcgov.org tel:(650)363-4769

Page 4 of 23 Release date of September 5, 2025

• Provide validation of proper vehicle size to ensure that all files/boxes/containers requested for pickup, retrieval, or return either from the Contractor's storage facility or County facility are properly accounted for.

• Documents must be returned to the County post-scanning, if requested.

• Provide tracking workflow for the receiving and delivery of all documents.

• Provide trackable bar code labels for each container listing all contents.

• Provide multiple scans of labels to maintain security and trackability of documents throughout the process. Process must be completed prior to the departure from any county location.

• Provide a detailed workflow for chain-of-custody of all files/boxes/containers handled by the

Contractor.

• Provide a detailed customer report of contents received, label and unique ID(s) provided for each file/box/container handled by the Contractor.

• Provide adhered barcode labels to every box and container to reduce data entry errors and validate accuracy of contents.

• Provide and utilize hand-held scanners for every transaction, with corresponding date and time stamps for audit purposes and customer notifications during each step of the entire process.

B. Storage Facility:

Contractor shall provide a Secured Document Storage Facility(s) that meet the following minimum requirements:

• Be located and operated within the limits of the County of San Mateo or nearby facility approved by the County for easy accessibility.

• Maintain a level of protection consistent with industry standards and must meet all applicable and current requirements of the National Fire Protection Association.

• Climate controlled and able to store microfiche and other media type items (such as video, and cassettes) that require the appropriate climate to prevent any type of damage.

• Equipped with an intrusion alarm system that is monitored twenty-four (24) hours per day, including weekends and holidays.

• Adequate storage capacity to meet both the current and future needs of the County of San Mateo.

• Equipped with an intrusion alarm system that is monitored 24 hours per day, including weekends and holidays

• Responsible for all the contents stored in any of its storage facilities.

Page 5 of 23 Release date of September 5, 2025

• Provide a written disaster and recovery plan for catastrophic occurrences including, but not limited to, earthquakes, floods, fires, etc. Contractor is responsible for all recovery costs associated with any catastrophic occurrence(s), including, but not limited to, earthquakes, fires, damage, or theft.

• Adequate and secured loading and unloading areas.

• Floors shall support at least 300 pounds per square foot and shall be at or above ground level to assure dry storage. Walls surrounding the record storage area shall be four-hour fire resistant.

Roof shall be of non-combustible construction and leak proof. Appropriate redundant systems must ensure continuous operation. Vendor shall provide proof of semi-annual treatment and/or inspection for rodent and insect protection

• Facility layouts shall provide for the security and easy access of the County records.

• Security shall include but not limited to heat, smoke, extinguishing and intrusion systems.

• Vector and pest control should be conducted at a minimum of every three (3) months.

• Provide on–going storage for media types meeting the following specifications:

o Media that meets the requirements for storage in the paper archival storage area that are:

historical incased in leather bound books containing large amounts of heavy wood pulp within the makeup of the book binding, and 16/35mm diazo and/or vesicular microfilm duplicates.

o The temperature for the non-film archival paper storage facility shall not exceed seventy (70) degrees and shall be kept at a relative humidity not exceeding 35–40%.

o Monthly reports verifying weekly temperature and humidity readings for records stored in any special cold storage vaults.

C. File Management Indexing Services:

Contractor shall provide at a minimum the following requirements:

• File Management Indexing Services (Services) to all County departments. Department staff electing to utilize this Service shall create a schema for the Services prior to processing records into the Contractor’s facility.

o At no time shall the Contractor take responsibility for retrieving, purging and determining the indexing schema for the department requesting Services.

• County staff shall prepare their records prior to requesting Services. Each requesting department’s indexing schema shall describe what files the Contractor shall index. The

Contractor shall have the requesting department verify and sign off on the indexing schema

Page 6 of 23 Release date of September 5, 2025 listing at the time Services are requested and the records are processed into the Contractor’s facility.

D. Document Retrieval:

Contractor shall provide at a minimum the following services:

• Retrieval services to all requesting county departments and provide delivery to any authorized

County staff. Request for retrieval of records are to be provided only to authorized County staff.

Contractor shall provide a receipt of all transactions.

• Provide a unique order numbering system for each order placed and notify requesting department within twenty-four (24) hours if unable to complete the retrieval request within the required time frame.

• Standard retrieval requests received before 3:00 pm shall be delivered by 5:00 pm on the following business day.

• Emergency retrievals with delivery shall be available twenty-four (24) hours a day, seven (7) days per week, within three (3) hours of the request. After-hours emergency retrievals are to be made by contacting the Contractor’s facility directly.

• Delivery manifest will clearly identify all aspects of the order including but not limited to order number, name of person who placed order, contact person if different then person who placed order and box/file number/name

• Retrieval requests received before 10:00 am by the Contractor shall be delivered by 5:00 pm same day or received by 3:00 pm shall be delivered by Noon the next business day.

E. Box Replacement:

Contractor shall provide at a minimum the following:

• May at times provide recommendations to the County to replace storage boxes that are no longer fit for storage by sending a picture, including barcode label of the unfit box.

• Replace boxes without consent of the County department who own the box.

• Send COR aggregate lists of boxes needing replacement with a picture of each box that includes the barcode label.

• Agrees to give County the choice as whether to allow the Contractor to replace the box or do it themselves.

• Replace boxes that are no longer fit due to Contractor's fault.

• Notify the County of any Procedural Changes, through a written notification at a minimum of sixty (60) days prior to implementing any procedural changes.

Page 7 of 23 Release date of September 5, 2025

F. Document Destruction:

Contractor shall provide at a minimum the following services:

• Provide Record Destruction Services to all County Departments by means of a certified destruction process in accordance with applicable federal, state or local laws.

• Agrees that Certified Record Destruction is defined as records destroyed in such a manner as to render the records illegible (e.g. shredded or chemically destroyed) and shall include a certificate of destruction, attesting to the process utilized, and providing the requesting department with a copy of all certificates of destruction.

• Certificate of Destruction shall be attached to the copy of the Final Destruction Listing.

• Certificate of Destruction shall be signed by the contractor’s designated witness verifying the boxes destroyed match the manifest.

• Records can be destroyed only when the requesting department provides the appropriate documentation. If the supporting documentation is not provided, the contractor shall deny the request for destruction and notify the County department of such denial. Contractor shall directly invoice each requesting County department for the destruction of records.

• Best effort to comply with records destruction requests within thirty (30) days upon receipt of request.

• Notify County department for any destruction requests not complete within forty-five (45) days of original receipt of request.

• Completion of the Destruction Request includes updating Contractor inventory tracking system notating that the record or box was destroyed. Updating the Contractor Inventory Tracking

System will be at no additional charge.

G. Inventory Tracking System

The Contractor shall have an automated inventory control system for tracking storage, retrievals, and refiles. The inventory control system shall have the ability to track all services and charges by account or department or divisions within each department. The tracking system shall include, but not limited, to the following:

• The Inventory Tracking System shall have the ability to provide reports that support

County business processes on an as needed, real time (or close to real time as possible) basis and be accessible by County staff

• The Contractor will not make changes/updates to the Inventory Tracking System without sixty

(60) days prior written notification to the County.

• The inventory status must be updated within twenty-four (24) hours of activity.

Page 8 of 23 Release date of September 5, 2025

• The inventory tracking process shall include appropriate logs and receipts for pick-up and delivery of the individual boxes for verification and audit purposes. Logs and receipts will be made available to the County upon request

H. Online Customer Portal

The Contractor shall have an online customer portal with the ability to provide easy accessibility, request pick ups, retrievals, and generate reports. The system shall require the following, but not limited to:

• An online customer portal for staff to access for request and retrievals

• Inventory information to view current document stored at storage facility

• Provide a twenty-four-seven (24/7) technical support team in case of login and/or other system issues. Tech support shall acknowledge tickets within one (1) business day and resolve within three (3) business days

• Customer portal shall have chat capability to connect to the tech support team

• Capable of generating customizable and comprehensive reports but easily digestible for review

2.2. Initial Transfer of Content and Data (If Applicable)

The County’s award decision may require an initial transfer of all of the County’s records from its current storage facility to the new contractor’s facility. Should this requirement be authorized, the Contractor shall work with the County to develop and implement an efficient and cost-effective transition plan which includes provision of box inventory data and removal of the records within a reasonable period of time after the current contract’s termination date. The transition cost will be at the County’s expense.

Contractor shall include a cost in Section 4 - Pricing Proposal, Additive Pricing Schedule A, for these services.

• A transition plan should include staging boxes for transfer in reasonable quantities by account number to maintain inventory continuity, clarity and billing if required.

• The transition responsibility should include new bar coding, labeling, and inventory on all boxes to be stored at contractor’s facility at the beginning of the contract period. Any costs related to this requirement must be clearly identified in the Contractor’s response.

• Inventory reports of boxes that are moved to the new storage facility shall be furnished monthly until the full transition is completed. Inventory reports must list box counts per account.

• The Contractor shall enter the existing inventory into its inventory control system.

2.3. Other requirements

• Any special project that falls outside the scope of this contract and/or pricing schedule shall be quoted to the County by hourly labor rate and shall be price and Statement of Work quoted and approved by County requestor and COR in writing prior to start of project.

Page 9 of 23 Release date of September 5, 2025

• The contractor shall incur all costs associated with training County staff on changes related to the

Contractor’s workflow procedures.

• Pricing schedules are not subject to change after contract award. Contractors shall provide any annual pricing schedules at time of award, including option years.

• The County is open to alternative solutions for offsite storage, including but not limited to a day forward storage contract leaving current inventory in current location. This includes the possibility of moving legacy boxes to the new contractor at such time as a box is retrieved from antecedent vendor or simply maintaining two separate inventories.

2.4. Confidentially

Supplier shall certify that they are compliant with all Federal and State Regulations in regards to confidentiality of documents including HIPPA and Patient Protection and Affordable Care Act.

Contractor shall provide protocols to County to ensure staff is educated and follows protocols handling sensitive/confidential documents.

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 5:00 pm, on Friday, October 3, 2025 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov

Page 10 of 23 Release date of September 5, 2025

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions

Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

3.4. Procurement Preference for Local Businesses and Local Non-Profits

The County of San Mateo has adopted a Procurement Preference for Local Businesses Ordinance (County

Ord. Code Ch. 2.89.) The purpose of this Ordinance is to promote a strong local economy by giving preference to local businesses, local non-profits, local small and micro businesses, and local small and micro non-profits in County procurements, to the extent consistent with the law and interests of the public. The County’s process for applying local preferences to competitive procurements is set forth in

County Ordinance Code Section 2.89.030. The Ordinance and exemptions (e.g. the ordinance will be exempt when all bids or proposals received are from Non-Profit Organizations) can be reviewed here:

Chapter 2.89 - PROCUREMENT PREFERENCE FOR LOCAL BUSINESSES | Code of Ordinances |

San Mateo County, CA | Municode Library https://procurement.opengov.com/portal/smcgov/projects/174812/document?section=1607162 https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU https://library.municode.com/ca/san_mateo_county/codes/code_of_ordinances?nodeId=TIT2AD_ART2.8INFIPRCOCO_CH2.89PRPRLOBU

Page 11 of 23 Release date of September 5, 2025

The requirements for bidders to establish eligibility for a local preference for this solicitation are detailed below in Section III (Submission Requirements) The Ordinance does not apply if a procurement is determined to be exempt (County Ord. Code sec. 2.89.050), and the County reserves the right to waive application of the Ordinance to this procurement if determined to be in the best interests of the County

(County Ord. Code sec. 2.89.060).

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has Proposer has been providing similar services for a minimum of four (4) years within the last seven (7) years?*

☐ Yes

☐ No

*Response required

4.1.2. NAID AAA Certification*

Please upload current certification

*Response required

4.1.3. PRISM Privacy+ Certification*

Please upload current certification

*Response required

4.1.4. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

4.1.5. What is the registered Business Name and Unique Entity ID (UEI) No.?*

• UEI number can be obtained by registering your business through SAM.GOV

• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

4.2. Procurement Preference for Local Businesses and Local Non-Profits

4.2.1. Is the Proposer a "Local Business"?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Business” means any for-profit business which has its principal place of business, or is headquartered, in San Mateo

County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

https://sam.gov/content/home

Page 12 of 23 Release date of September 5, 2025

• SMC_LocalBusiness_self-atte...

4.2.2. Is the Proposer a Non-Profit?*

A Non-Profit is defined as a tax-exempt public charity organization (within the meaning of section

501(c)(3) of the Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes.

☐ Yes

☐ No

*Response required

When equals "Yes"

4.2.3. Is the Proposer a "Local Non-Profit"

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code, a “Local Non-Profit" means a tax-exempt public charity organization (within the meaning of section 501(c)(3) of the

Internal Revenue Code) that is formed for purposes other than making a profit, is exempt from paying federal income taxes on the income generated for their exempt purposes, and has its principal place of business, or is headquartered, in San Mateo County. If this designation applies to the proposer, a self-attestation form must be completed and provided with this response.

Please download the below documents, complete, and upload. If this designation is not applicable, please leave blank.

• SMC_LocalBusiness_self-atte...

4.2.4. Is the Proposer a Local "Small" or "Micro" Business?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Business” means any business which holds a Small Business Certification awarded by the

California Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS).

“Micro Business” means any Small Business certified by the OSDS which is automatically designated by the OSDS as a Micro Business due to gross annual receipts falling below the OSDS-designated dollar amount.

If the above designations apply, please provide the OSDS provided Certification ID.

If this designation is not applicable, please leave blank.

4.2.5. Is the Proposer a Local "Small" or "Micro" Non-Profit?

As Defined by Chapter 2.89.020 of the San Mateo County Ordinance Code:

“Small Non-Profit" means a Local Non-Profit with an annual revenue of $1,000,000 to $2,500,000 according to its most recently filed IRS Form 990.

“Micro Non-Profit" means a Local Non-Profit with an annual revenue of less than $1,000,000, according to its most recently filed IRS Form 990.

https://government-project.s3.us-west-2.amazonaws.com/174812/08618a60-da92-4f54-b384-b54d73c8be2c_SMC_LocalBusiness_self-attestation_form_120424.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L3I7JVZK%2F20250905%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250905T190001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEBMaCXVzLXdlc3QtMiJHMEUCIQCrvU2vXUT3xncXnWe9d3BLQ3bmNH%2FF4C3K8%2BH%2Bq6EtYwIgU%2F8168u9fvFxuy%2FkzSEPe1LrwUBNwJpp0qxtWmJWMswqigUIfBACGgw4OTIzNjQ2ODc2NzIiDLvIQNkSEYYkqCwI4CrnBJcB1%2FZgUVTjsx1HICx4nFtw7PnW4Rat6IEmNHitG06SHnUoYvWK%2FuHvqX1qEKMk1orM7IUoIaKv0opG5IHfcfvRlX4OqO1rDP5KHoSZG%2B6Yau8tg0xNVp%2BDyQU8XLX9zE%2BASkLxqaa2MDmjOLveQM1TMjXy8FIMbuuxZmzMC5AZzeorNCUzpIKWEUYcY6hYgit8HMmIBv5zw2cm4ldQ0w0cLxXoIb1gk5N4lfvjyUsa0YLO2X7pASQIpX%2BZV9o27bGohjTltJuMCTKGKThY5ftOo4ogHOR3pbVu43sSJmD6kxiZp%2BceSpv8gaYxhV57RcSiQCV8OBPtxeELBksUWiRkAXqXpzzDpWfhxHPzU%2FF2sSDWfo0IP88wcYWbtMIE7yxFWOJ%2FRURaNb1%2FwHSBbZOWGRnd9aRPVFhcKpw1PWnboEwcC9blHm%2BJhG7fx05W7lrNfDhOctZbG5%2FCQZaFtkBK54yd3NiBArxEyMfsYHf9d98XU6RqFc8%2Fyh8JTOCn07qJJ3wLN0E%2BHkL0oJ0op0bQZdAL%2FD5EW%2FTkhpH18cXl5kOrbGvhUDpxD286xgBDfftsDWBF3HTBaQztkaHHsywcn4gm0U%2Fwb2XM12WZoWPgHpAngI7wzl4SrHWdtjw3V1lasWPM00kxV77%2BXw3Lx%2BeKJynMode58ggvTXVOxapri%2BpufdG7MaJNvRFApVqomVnVM11uC4W7gD6cE%2BsJ%2BzXUJ9wOT%2FEIhstEV6ywbLVXwCSRojiB%2Fn%2BuWNxp%2F67x1N7hUqDSG3Z9CxmqxAvRlCKYLG%2BZID1wRCTMFT0Y4iNVUTHFZzdMdjDh2OzFBjqbAc87E3DqFq%2BjjvS%2FWBFp8wNNi5fHosUBmXeZV5Klg70bSh1dJArmOMUo64E1jDSHN%2FxdKrDm8E%2Bz0Ker5kZ8YMvR4W28G1emajQOpW72wWLASkNqm0%2FOnbwOGOHj4lwJkf2Y7gHNqn%2B0f02I2HjZGjFk8gc28vmi2PjkQqk2NQFupf3Qi0HMcGyFx4DWHNRtszcfMiqmNJwgLunM&X-Amz-Signature=d029a7afc193322a1f35bc3aebe0015b0111ad0b3c44222ea7b8e5abd08bd82b&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/174812/bde54177-b9b9-4581-9113-d038ae54be50_SMC_LocalBusiness_self-attestation_form_120424_%281%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L3I7JVZK%2F20250905%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250905T190001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEBMaCXVzLXdlc3QtMiJHMEUCIQCrvU2vXUT3xncXnWe9d3BLQ3bmNH%2FF4C3K8%2BH%2Bq6EtYwIgU%2F8168u9fvFxuy%2FkzSEPe1LrwUBNwJpp0qxtWmJWMswqigUIfBACGgw4OTIzNjQ2ODc2NzIiDLvIQNkSEYYkqCwI4CrnBJcB1%2FZgUVTjsx1HICx4nFtw7PnW4Rat6IEmNHitG06SHnUoYvWK%2FuHvqX1qEKMk1orM7IUoIaKv0opG5IHfcfvRlX4OqO1rDP5KHoSZG%2B6Yau8tg0xNVp%2BDyQU8XLX9zE%2BASkLxqaa2MDmjOLveQM1TMjXy8FIMbuuxZmzMC5AZzeorNCUzpIKWEUYcY6hYgit8HMmIBv5zw2cm4ldQ0w0cLxXoIb1gk5N4lfvjyUsa0YLO2X7pASQIpX%2BZV9o27bGohjTltJuMCTKGKThY5ftOo4ogHOR3pbVu43sSJmD6kxiZp%2BceSpv8gaYxhV57RcSiQCV8OBPtxeELBksUWiRkAXqXpzzDpWfhxHPzU%2FF2sSDWfo0IP88wcYWbtMIE7yxFWOJ%2FRURaNb1%2FwHSBbZOWGRnd9aRPVFhcKpw1PWnboEwcC9blHm%2BJhG7fx05W7lrNfDhOctZbG5%2FCQZaFtkBK54yd3NiBArxEyMfsYHf9d98XU6RqFc8%2Fyh8JTOCn07qJJ3wLN0E%2BHkL0oJ0op0bQZdAL%2FD5EW%2FTkhpH18cXl5kOrbGvhUDpxD286xgBDfftsDWBF3HTBaQztkaHHsywcn4gm0U%2Fwb2XM12WZoWPgHpAngI7wzl4SrHWdtjw3V1lasWPM00kxV77%2BXw3Lx%2BeKJynMode58ggvTXVOxapri%2BpufdG7MaJNvRFApVqomVnVM11uC4W7gD6cE%2BsJ%2BzXUJ9wOT%2FEIhstEV6ywbLVXwCSRojiB%2Fn%2BuWNxp%2F67x1N7hUqDSG3Z9CxmqxAvRlCKYLG%2BZID1wRCTMFT0Y4iNVUTHFZzdMdjDh2OzFBjqbAc87E3DqFq%2BjjvS%2FWBFp8wNNi5fHosUBmXeZV5Klg70bSh1dJArmOMUo64E1jDSHN%2FxdKrDm8E%2Bz0Ker5kZ8YMvR4W28G1emajQOpW72wWLASkNqm0%2FOnbwOGOHj4lwJkf2Y7gHNqn%2B0f02I2HjZGjFk8gc28vmi2PjkQqk2NQFupf3Qi0HMcGyFx4DWHNRtszcfMiqmNJwgLunM&X-Amz-Signature=3846aa7873668fdf26cc537f40daa15e0ae57e5016574d2a1023859c0e1d9e80&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22SMC_LocalBusiness_self-attestation_form_120424_%281%29.pdf%22&x-id=GetObject

Page 13 of 23 Release date of September 5, 2025

If the above designations apply, please provide your latest filed IRS form 990. A filing from the last two calendar years is acceptable.

If this designation is not applicable, please leave blank.

4.3. Technical Proposal

4.3.1. Introduction and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

• Name, title and contact information (email, phone, and address) for representative of proposer that is responsible for communication related to this RFP.

• Name, title, contact information, and signature of person authorized to obligate firm to perform the commitment contained in the proposal.

Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.3.2. Statement of Minimum Qualifications *

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.3.3. Project Approach*

This section should correlate to the Scope of Work . Proposer should give a short summary describing how it will perform the relevant work

*Response required

4.3.4. Scope of Work tasks/milestones*

Describe your proposed approach to tasks/milestones

*Response required

4.3.5. Proposed schedule *

Attach proposed schedule reference ability to complete the project within the County's required time frame

*Response required

4.3.6. Innovations*

Refence any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability)

*Response required

Page 14 of 23 Release date of September 5, 2025

4.3.7. Performance Measures*

Describe a plan for achieving performance measures

*Response required

4.3.8. Firm Qualifications *

Attach information regarding background and qualifications, including the following:

• A brief description of the proposer.

• A description of not more than three (3) projects similar in size and scope conducted by the proposer, including the client, reference and telephone numbers, primary staff members involved, budget, schedule, and project summary. Descriptions should be limited to one (1) page for each project.

• If subcontractors are anticipated, identify them (if known) and provide information on how they will be used.

*Response required

4.3.9. Team Qualifications*

Provide a chart identifying:

▪ Project team and reporting structure

▪ Lead project manager

▪ Role each person will play in the project

Provide a brief description of the experience and qualifications of the project team members, including short resumes if desired.

Written assurance that the key individuals listed and identified will be performing the work and will not be substituted or reassigned without the County’s prior approval

*Response required

4.3.10. References*

Provide 3 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

*Response required

5. Pricing Proposal

ONGOING SERVICE

Page 15 of 23 Release date of September 5, 2025

Line Item Description Unit of

Measure Unit Cost

First Initial

Year

Unit Cost

Second

Initial Year

Unit Cost

Third

Initial Year

Unit Cost

Option

Year 1

Unit Cost

Option

Year 2

1 Carton Storage (Carton 1.2 Cubic Feet) CUBIC FT

2 Receiving and Entering New Carton CUBIC FT

3 Regular Retrieval - Carton CARTON

4 Regular Retireval - File From Carton EACH

5 Regular Refile - Carton CARTON

6 Regular Refile - File from Carton EACH

7 Archival Destruction CARTON

8 Permanent Withdrawal - Carton CARTON

9 Permanent Withdrawal - File from Carton EACH

10 Next Day Delivery EACH

11 Regular Pickup EACH

12 Handling Charge (per carton) CARTON

13 Rush Retrieval - Carton EACH

14 Rush Retrieval - File from Carton EACH

15 Rush Delivery - Business Day (3 hours) EACH

16 Third Party Shipping EACH

17 Standard Letter/Legal Carton CARTON

18 Regular Interfile - Carton CARTON

19 Rush Delivery - Weeknds/holidays/after hours

EACH

20 Rush Pickup - Business Day (next day) EACH

Page 16 of 23 Release date of September 5, 2025

Unit Cost

First Initial

Year

Unit Cost

Second

Initial Year

Unit Cost

Third

Initial Year

Unit Cost

Option

Year 1

Unit Cost

Option

Year 2

21 Rush Pickup - Business Day (same day) EACH

22 Miscellaneous Services - Labor HOURLY

23 Individual Listing EACH

ADDITIONAL SERVICE

Measure Unit Cost Unit Cost

First Initial

Year

Unit Cost

Two Initial

Year

Unit Cost

Three

Initial Year

Unit Cost

Year 1

Option

Unit Cost

Year 2

Option

24 Standard Letter/Legal Carton

- Bottom Only

EACH

25 Standard Letter/Legal Carton

- Top Only

EACH

26 Auto-Fold Letter/Legal

Carton - Top/Bottom

EACH

27 Auto-Fold Letter/Legal, Bottom Only

EACH

28 Auto-Fold Letter/Legal, Top

Only

EACH

29 Deluxe Letter/Legal Carton EACH

30 Letter Transfer Carton -

Top/Bottom

EACH

31 Letter Transfer Carton -

Bottom Only

EACH

32 Letter Transfer Carton - Top

Only

EACH

33 Legal Transfer Carton EACH

34 Check Carton EACH

35 Xray Carton EACH

Page 17 of 23 Release date of September 5, 2025

Unit Cost Unit Cost

First Initial

Year

Unit Cost

Two Initial

Year

Unit Cost

Three

Initial Year

Unit Cost

Year 1

Option

Unit Cost

Year 2

Option

36 Small Planner Carton CARTON

37 Large Planner Carton CARTON

38 Storage Minimum EACH

39 Minimum Service Order

Charge

EACH

40 Review Rooms (per day) DAY

41 Administrative Fee

(Summary Billing )

EACH

42 Administrative Fee (Detailed

Billing)

EACH

43 Fuel Surcharge EACH

ADDITIVE PRICING SCHEDULE

Measure Unit Cost Unit Cost

First Initial

Year

Unit Cost

Second

Initial Year

Unit Cost

Third

Initial Year

Unit Cost

Year 1

Option

Unit Cost

Year 2

Option

44 Transfer Storage boxes from current location(s) to new location(s) at beginning of

Contract

Carton

6. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Approach Points Based 30 (27.3% of Total)

2. Firm Qualifications Points Based 25 (22.7% of Total)

Page 18 of 23 Release date of September 5, 2025

3. Team Qualifications Points Based 20 (18.2% of Total)

4. Price Points Based 25 (22.7% of Total)

5. Preferential Points

Where price is not the sole evaluation factor for a solicitation (e.g., in the case of a "best-value" solicitation), five percent (5%) of the total evaluation points awardable will be added to the proposal score for each Local Business or

Local Non-Profit score for evaluation purposes.

In the event of a tie between a Local Business or Local Non-Profit and another bidder, the

Local Business or Non-Profit shall be awarded the Contract, assuming agreement on other contract terms.

An additional three percent (3%) preference shall be given to a Local Business or Local

Non-profit (for a total of eight percent (8%) of total points awardable) if the proposer is a

Small Business or Small Non-Profit, or an additional 5 percent preference (for a total of ten percent (10%) of total points awardable) if the proposer is a Micro Business or Micro Non-

Profit.

Points Based 10 (9.1% of Total)

7. Instructions to Proposers

7.1. Instructions

There will be no pre-proposal conference or site visit for this project.

7.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

Page 19 of 23 Release date of September 5, 2025

7.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

7.4. Term

Procurement is issuing Request for Proposal (RFP) No. 2026-RFP-1633 for Offsite Document Storage

Service.

The agreement shall have a term of five (5) years. The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions

Request by the Deadline for Questions, Comments and Contract Exceptions listed in the Solicitation

Schedule below. The County will consider Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

8. Terms and Conditions for Receipt of Proposals

8.1. Errors, Omissions and Inquiries regarding the RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in eProcurement portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery, but in no event later than five business days prior to the deadline for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in eProcurement portal.

Page 20 of 23 Release date of September 5, 2025

8.2. Objections to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the department, via eProcurement portal, setting forth with specific grounds for the objection.

8.3. Addenda

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as Addenda on eProcurement portal. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all Addenda issued by the County prior to the proposal due date regardless of when a proposal is submitted. Therefore, the County recommends that proposers consult eProcurement portal frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

8.4. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for the duration of the proposed agreement term and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

8.5. Revision or Withdrawal of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original on or before the proposal due date.

A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

8.6. Errors and Omissions in Proposal

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are incomplete, are missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any of the remaining RFP requirements.

8.7. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract.

8.8. Financial Responsibility

The County shall have no financial responsibility for any costs incurred by a firm in responding to this

RFP or participating in any presentations or negotiations.

8.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, Page 21 of 23 Release date of September 5, 2025 either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

8.10. Public Record

A. General

1. All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review.

2. Any contract arising from this RFP will be a public record.

3. The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer.

4. Submission of any materials in response to this RFP constitutes:

▪ Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

▪ Waiver of all claims against the County and/or its officers, agents, or employees that the

County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

▪ Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

▪ Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

8.11. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue an RFP;

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

Page 22 of 23 Release date of September 5, 2025

8.12. No Waiver

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by a proposer to observe any provision of this RFP.

8.13. Cooperative Agreement (Piggyback)

This competitive solicitation is being conducted as a Cooperative Procurement. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a

Cooperative Agreement.

This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result. At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

9. Protest Procedures

9.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

9.2. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the County has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the

County on or before the fifth working day after the County's issuance of the notice of intent to award.

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

9.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally

(e.g., by telephone) will not be considered. Protests must be delivered to:

Page 23 of 23 Release date of September 5, 2025

Protests@smcgov.org

Subject: Offsite Document Storage Service, 2026-RFP-1633