NOTICE OF INTENT TO SOLE SOURCE secure storage and destruction services

NOTICE OF INTENT TO SOLE SOURCE

GFS Charleston (GFSC) has a requirement for records storage facilities in the North Charleston, SC area. The facility must be a secure, fire proof and to the maximum extent possible weatherproof to ensure maximum storage protection. The facility must have sufficient environmental controls to prevent degradation of the records. The facility should be under 24/7 surveillance by a security staff. The facility must be located a safe distance away from the 100 year flood plain. Access to the facility must be strictly controlled, and facility personnel who have access to Department of State (DoS) records must have no criminal history.

GFS Charleston currently has 12,000 cubic feet of records in storage. In the past five years the storage space has grown at a rate of about 2,500 cubic feet per year. We anticipate a similar rate of growth over the next 5 years. All records shall be stored in a least 1.3 cubic foot box or larger and meet all government storage standards. All boxes must be stored in racks or tiers and off the floor. The boxes must be managed by a computerized inventory system that guarantees quick and accurate access. The contractor shall maintain an up-to-date inventory of all records stored at the facility.

The contractor must offer a pick-up/delivery service available to GFSC during normal business hours with procedures for emergency pick-up and delivery. Requests submitted to contractor before 10:00 a.m. must be delivered by 4:00 p.m. the same day. Requests submitted to contractor before 3:00 p.m. will be delivered by 12 p.m. the following business day.

Contractor shall be liable for loss or damage to records stored, serviced, shredded or maintained at the storage facility.