Off-Site Storage, Retrieval, and Destruction of City Business Records

Background
The City of San Buenaventura, located in California, is seeking proposals for off-site storage, retrieval, and destruction of city business records.
The city operates under a Council-Manager form of government and provides various services including police, fire, public works, and community development.
The City Clerk oversees the Citywide Records Management Program. The contract aims to ensure secure management of the city's records across its ten departments, which currently hold over 7,500 items.

Work Details
The selected vendor will provide secure off-site storage for approximately 4,500 boxes initially, with the capacity to accommodate additional boxes as needed.
Services include:
1. Secure storage facilities equipped with motion, smoke, and heat detectors;
2. A written disaster recovery plan;
3. Pickup and delivery services for requested boxes during regular business hours;
4. Priority rush delivery options within 4 hours;
5. Certified destruction of records in compliance with industry standards;
6. An accurate bar-coded inventory tracking system accessible online by authorized city staff;
7. Monthly invoicing broken down by department;
8. Transfer of existing records from the current vendor if applicable.

Period of Performance
The initial term of the agreement will commence upon signing and last for one year, with options to renew for up to four additional one-year increments, totaling a maximum of five years.

Place of Performance
The services will be performed at the vendor's storage facility which must be located in proximity to Ventura, California.