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RFP: Offsite Records Storage, Shredding, and Scanning Services

The Los Angeles County Employees Retirement Association (LACERA) is requesting proposals from qualified firms interested in providing proposals for the storage of semi-active and inactive records. These records, which no longer require immediate access but are not yet eligible for disposal due to administrative, fiscal, or legal requirements, must be retained for a specified period beyond their administrative need. Consequently, they will be sent offsite for storage until their disposition, as outlined in the record retention schedules. The full scope of work is detailed in the following section.

Scope of Work

LACERA seeks a single vendor to provide the following document services:

  1. Transition services
  2. Secure off-site storage services
  3. Records pickup and delivery
  4. Permanent removal or destruction services
  5. Inventory tracking solutions
  6. Secure shredding services
  7. Scanning services
  8. Reports
  9. Account and invoicing
  10. Data security controls
  11. Secure transportation
  12. Account representation

Solicitation Registration Procedures – LACERA Vendor Gateway Portal

Accessing the Vendor Gateway Portal

  1. Go to the LACERA Vendor Gateway Portal by clicking on the following link: https://lacera.cobblestone.software/gateway/SolicitationPublicSearch.aspx.

Account Registration

  1. Create an account by providing your company information and user details. Complete the account verification process as instructed.

Accessing the Solicitation

  1. Look for the login information confirmation email from Contract Insight Alerts and proceed to sign in to the LACERA Vendor Gateway Portal using the provided credentials.
  2. Navigate to the 'Solicitations' tab and select 'Search All Solicitations'.
  3. Locate the specific solicitation by clicking on the View link associated with Offsite Records Storage, Shredding, and Scanning Services.

Responding to the Solicitation

  1. On the left-hand side, find the 'Page Actions' section and select 'Register as Respondent'.
  2. Click the 'Refresh' button located above the 'Register as Respondent' option to ensure the page is up-to-date.
  3. Scroll down to the 'Response Status' section at the bottom of the page. Change your response status to 'Interested in Responding' to indicate your intention to bid.
  4. Click the 'Submit' button to save your response. Then, refresh the page by clicking on 'Refresh' on the left-hand side above 'Page Actions'.
  5. If your response status has changed, navigate back to the 'Response Status' section on the Opportunity Details page and make any required adjustments. 

Additional Information

  1. Access all registered solicitations by selecting the 'My Dashboard' tab after logging in.
  2. Download all necessary solicitation documents from the 'Public Files' section located within the Opportunity Details page.

Submission Requirements

  1. Intent to Respond: Please submit your 'Intent to Respond' by 5:00 PM Pacific Standard Time (PST), September 20, 2024. You can do this by logging into the LACERA Vendor Gateway Portal and following the instructions provided.
  2. Proposal Submission: Ensure your completed proposal is uploaded to the 'My Files' section of the LACERA Vendor Gateway Portal by 5:00 PM PST, October 11, 2024. Proposals received after the designated deadline will not be considered.

Please note: Email, mailed, or faxed submissions will not be accepted unless specified otherwise.

Also, upload one electronic copy marked “REDACTED”. The redacted copy should exclude all material from your proposal that you believe in good faith is exempt from disclosure under the California Public Records Act (Cal. Gov. Code Sections 7920 et seq.) (described in solicitation). Redactions should appear as blacked-out material or blank page(s) with the word “REDACTED” or “PROPRIETARY” inserted. 

Questions Related to This Solicitation

Please submit all questions, inquiries, and requests for additional information regarding this solicitation through the 'My Questions/Answers' section of the Opportunity Details page in the LACERA Vendor Gateway Portal. Ensure your submissions are made no later than 5:00 PM PST, September 24, 2024. 

All questions received, along with their corresponding responses, will be posted in the 'Questions & Answers' section of the Opportunity Details page in the LACERA Vendor Gateway Portal on or about 5:00 PM PST, September 27, 2024.

Tentative Timetable

Bid release date

August 30, 2024

Intent to Respond closing date

September 20, 2024

Written questions from Respondents due date

September 24, 2024

LACERA’s response to Respondents’ questions

September 27, 2024

Bid proposal due date

October 11, 2024

Finalist Interviews (estimate)

November 4, 2024

Selection Notification (estimate)

November 29, 2024

Commencement of work

Upon contract execution