Discretionary Purchase Solicitation for Off-Site Record Storage, Retrieval and Management Services

Work Requested (Scope of the Contract):

The Agencies are requesting proposals from qualified firms to provide comprehensive offsite record storage, retrieval, and management services ("Record Services" or "Offsite Services"). The selected firm will be responsible for:

• Receiving and securely storing approximately 1,851 Containers, 9,054 Archive Boxes, and 102 Oversized Boxes (quantities subject to change), which will be transferred from the Agencies' Primary Location to the Proposer's facility.
• Maintaining physical custody of all records, while the Agencies retain legal custody.
• Adhering to industry standards and best practices for offsite record storage, retrieval, and management.

Who is Requesting:

This solicitation is issued by the Agencies, who are seeking qualified vendors to fulfill these offsite record management needs.

Background on the Contract:

This is a Discretionary Purchase Solicitation in accordance with Section 2879 of the Public Authorities Law, Article 15-A of the New York State Executive Law, and Article 3 of the New York State Veterans' Law. Proposals are limited to respondents who are:

• NYS certified minority and/or women-owned business enterprises ("MWBEs")
• NYS certified service-disabled veteran-owned businesses ("SDVOBs")

For the purposes of this solicitation, MWBEs and SDVOBs are collectively referred to as "Proposer(s)," "Bidder(s)," or "Firm(s)."

Contract Requirements:

The successful Proposer must:

• Provide secure, industry-standard offsite storage, retrieval, and management services for all records as specified.
• Ensure all services meet or exceed best practices and industry standards.

Instructions on Submission:

Proposals must be submitted by qualified NYS certified MWBEs and/or SDVOBs in accordance with the requirements outlined in this Discretionary Purchase Solicitation.