Document Management Services

The Document Management Services contract provides comprehensive document management and storage solutions for Florida state agencies and eligible users. Services include physical and electronic records storage, scanning, classification, organization, archiving, retrieval, destruction, and delivery and pick-up services. Contractors maintain secure, environmentally controlled warehouses with a minimum capacity of 50,000 cubic feet per assigned region and provide customers with secure online portals for record tracking and management. Additional offerings include various retrieval and delivery timeframes ranging from regular service to same-day options, and all contractors are required to maintain quality assurance protocols and ensure secure handling of sensitive and confidential materials.

The Florida Department of Management Services administers this state term contract, which was awarded through competitive Invitation to Bid (ITB 07-78131804-U) to multiple prime contractors: DataSavers of Jacksonville, Inc. (Region 2), Stevens and Stevens Business Records Management, Inc. (Region 3), and VRC Companies, LLC (Region 4), serving a total of 57 counties across the state. The contract was executed on August 22, 2016, with an initial five-year term and a five-year renewal option, with the current term set to expire on August 21, 2026. Agencies procure services through MyFloridaMarketPlace by issuing requests for quotes to a minimum of 25 or all available contractors and must verify that selected vendors can provide services within their assigned geographic regions.