Rebid B-43339 VR Offsite Storage RFQ.docx

R E Q U E S T F O R Q U O T E Quotes must be back by the date and time indicated in BidBuy.

24-482DPH-POLPL-B-43339

AGENCY: Illinois Department of Public Health CONTACT NAME: Craig Foxall CONTACT EMAIL: Craig.Foxall@illinois.gov

SPECIFICATIONS

CONTRACT LENGTH – 60 months

ESTIMATED QUANTITY – currently 19, 143 rolls of microfilm in secure storage and approximately 40 rolls sent annually to permanent storage

WORK LOCATION – To Be Determined – storing off-site guarantees the preservation of Illinois Vital Records in the event of fire, flood, or other natural or man-made disaster.

REQUIRED MANDATORY SERVICES –

Permanent storage of Vital Records data on microfilm, microfiche and other digital media. The State is required to permanently preserve all such records. Storage will not contain paper records.

Records must be kept under constant temperature and controlled humidity levels while inside the vault.

Vendor must provide 24-hour maximum security for the vault where the records are stored, including armed guards and intrusion detector technology.

Security standards should meet the Department of Defense specifications for critical data storage.

Title 36 Part 1234 of the Code of Federal Regulations

Records must not be co-mingled with records of other depositors in storage drawers or racks.

Must be able to retrieve and send records within 24 hours in an emergency situation (24/7, 365 days per year).

Vendor must be able to demonstrate the storage unit’s resistance to weather and other elements of nature by describing the building codes and standards of the storage facility that would protect the storage facility from tornadoes, hurricanes, flooding, earthquakes, fires, and other natural disasters, as well as other features which offer the building such protection.

MANDATORY QUALIFICATIONS - Vendor must have been in the record storage business for at least 10 years. Please provide a list of all contracts of similar services in the past 10 years.

REQUIRED DOCUMENTATION - Your response to how your bid meets the required mandatory services and qualifications above must include as an attachment in BidBuy.

Only Electronic Submissions through BidBuy of Bids will be Accepted.

Note to Vendor: The quote must be valid for 90 days from date of submission and include all expenses. We reserve the right to reject all offers and to reject individual offers for failure to meet any requirement. The selected vendor must possess all mandatory qualifications and offer the lowest price.

Vendor Name: ____________________________________________________________________

Signature: ________________________________________________Date: ___________________ Printed Name: _____________________________________________________________________ Title: _____________________________________________________________________________