RFP 25-2851-6BJM - Records Management and Off-site Storage Services

Background
Henrico County is seeking to establish a multi-year contract for off-site records retention and storage services. The County currently has a contract with an outside contractor in the Richmond area to store sensitive records, including fiscal, child support, personnel, and purchasing documents. Approximately 29,318 record cartons are involved, which include standard 1.5 cubic foot record cartons and miscellaneous engineering drawings.

The goal of this RFP is to find a qualified firm that can provide comprehensive solutions for records retention and storage, ensuring compliance with standards set by the Commonwealth of Virginia and The Library of Virginia.

Work Details
The successful offeror will be responsible for:
1. Transitioning existing records from the current contractor's facility to their own, including transportation, barcoding, inventory management, and reporting at no additional cost to the County.
2. Providing storage facilities that can accommodate an additional 15,000 cartons over the contract duration.
3. Ensuring all records are stored securely and in climate-controlled environments where necessary.
4. Offering pickup and delivery services within specified timeframes (e.g., emergency requests within 3 hours).
5. Implementing an internet-accessible database for records management that allows for real-time updates and comprehensive reporting capabilities.
6. Providing document destruction services in compliance with Library of Virginia guidelines.
7. Maintaining confidentiality and security of all County records throughout the process.

Period of Performance
The contract will commence on November 1, 2025, following the award in October 2025.

Place of Performance
The services will be performed at the successful offeror's storage facility located in proximity to Henrico County Government Complex at 4301 E. Parham Road, Henrico, VA 23228.

Bidder Requirements
Offerors must be authorized to transact business in Virginia and provide proof of such authorization in their proposal. They must also pass background checks for personnel handling County records and maintain a drug-free workplace as per VA Code §2.2-4312.