ATTACHMENT F Commonwealth Response to Vendors Written Questions RFB 758 2600000066.xlsx
XLSX spreadsheet 14 KB Posted
- Attached to
- Off-Site Data and Document Storage
- Solicitation number
- RFB-758-2600000066-5
- Issued by
- Fayette County, Kentucky
About this file
This document is an Attachment F containing Commonwealth of Kentucky's responses to vendor questions for Request for Bid (RFB) 758 2600000066, which concerns off-site data and document storage services for state agencies. The solicitation seeks a contract for comprehensive document storage and retrieval services to be performed seven days a week from 8:00 a.m. to 4:30 p.m. EST, with 24/7 security monitoring. The original bid closing date of August 26, 2025, has been extended to September 5, 2025, to allow vendors sufficient time to incorporate the provided clarifications.
The bid includes pricing for various storage types, including temporary and archival storage, with vendors requesting clarification on storage methods (open shelf versus closed container) and pricing units. The Commonwealth has indicated that storage requirements will vary by individual state agency, and vendors are instructed to complete the provided Attachment B pricing matrix without modifications. Key considerations include potential disaster recovery services involving data center container shipments to alternate sites in New York and Ohio, with specific security and access requirements. The solicitation appears to be a statewide contract enabling multiple agencies to utilize the selected vendor's document storage and management services.
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| RFB 758 2600000066 |
| OFF-SITE DATA AND DOCUMENT STORAGE |
| Attachment F Commonwealth Response to Vendor's Written Questions |
| RFB Section / Requirement Number | Document | Document Page Number | Vendor Questions | Commonwealth Response | |
| Question # | Example -Section 2A | RFB | ## | ||
| 1 | Section 1 Scope of Contract | Solicitation T&Cs | 4 | The Bid Sheet has Storage Services pricing based on "Price per Square Foot per Month" -- which is not the typical unit of meaure for data/document storage. To align with industry standards, would the Commonwealth allow vendors to change the unit of measure to "Price per Media Item per Month" (if stored individually on open shelf) or "Price per Container per Month" (if stored in closed containers)? | See updated Section 2 B. 5) and Section 2 B. 6). Also see updated Attachment B. |
| 2 | Section 2 Requirements A. Scope of Service 1) | Solicitation T&Cs | 5 | Will service be required 365 days a year including holidays? | Per Section 2 A. 1) "The exchange service shall be performed seven (7) days a week during the hours of 8:00 a.m. to 4:30 p.m. EST at the Commonwealth Office of Technology (COT), Commonwealth Data Center and as requested by other agencies located in the Frankfort, Kentucky area." Also per Section 2 A.10) e., "Ensure that access to the storage vault area during off-duty hours are monitored by a security service. There should be 24 x 7 guard presence." |
| 3 | Bid Sheet | Attachment B | 1 | Can the Pricing Matrix be adjusted to include additional line items? | See updated Section 2 B. and updated Attachment B. The vendor must complete Attachment B as instructed and cannot add anything to the document. |
| 4 | Bid Sheet | Attachment B | 1 | Does the Commonwealth require underground storage as depicted in the header for the first column? | See updated Attachment B. |
| 5 | Bid Sheet | Attachment B | 1 | Media storage - is the preferred method of storage open shelf (individually stored)or closed container (container of media stored and not opened by contractor)? | Method of storage depends on the individual agency's request. See updated Section 2 B. 5) and Section 2 B. 6). Also see updated Attachment B. |
| 6 | Bid Sheet | Attachment B | 1 | Can the Commonwealth define 'Temporary' and 'Archival' storage? | See updated Section 2 B. 5) and Section 2 B. 6) and updated Attachment B. |
| 7 | Bid Sheet | Attachment B | 1 | Can 'Envision Maintenance Online Tool' be defined? | See Section 2 A. 17) and 2 A. 18). Also see updated Attachment B. |
| 8 | Bid Sheet | Attachment B | 1 | Does the Commonwealth have historical volumes that are picked up at each location and the length of time material is stored before being rotated? | This contract is an all state agency contract and that information varies per agency. |
| 9 | Bid Sheet | Attachment B | 1 | If Historical volumes are not available can the Commonwealth provide an estimate of the number of boxes/containers will be serviced at each location and the estimate of how many containers will be stored in the vault. Broken down by paper and media would be ideal | This contract is an all state agency contract and that information varies per agency. |
| 10 | Bid Sheet | Attachment B | 1 | The Bid Sheet has Storage Services pricing based on"Price per Square Foot per Month" -- which is not the typical unit of meaure for data/document storage. To align with industry standards, would the Commonwealth allow vendors to change the unit of measure to "Price per Media Item per Month" (if stored individually on open shelf) or "Price per Container per Month" (if stored in closed containers)? | See updated Section 2 B. 5) and Section 2 B. 6). Also see updated Attachment B. |
| 11 | General Question - Due Date | Will the Government consider extending the proposal due date by two (2) weeks to allow all Offerors sufficient time ot incorporate answers to questions into their response. | See updated Page 4. Closing date has been changed from August 26, 2025 to September 5, 2025 | ||
| 12 | Section 2A | RFB | Page 5, #16 | Can you please provide the address and/or zip code for the Northen KY alternate data center? | This information will be shared with the awarded vendor. |
| 13 | Section 2B | RFB | Page 7 | Can you please provide the total number of cases, containers currently in inventory being tracked within Total Recall AND/OR current volume of SQFT in chargeable storage with the current vendor? And please separate totals by Temporary Data Back-up Storage AND Archival Data/Document Storage. | This contract is an all state agency contract and that information varies per agency. |
| 14 | Section 2B | RFB | Page 7 | Are individual items within the cases, containers also being tracked? If so, can you provide an total estimated count? | This contract is an all state agency contract and that information varies per agency. |
| 15 | Section 2B | RFB | Page 8 | Can you please share the average monthly total for YTD 2025 for the number of each delivery/pick-up services (Work Week, Weekend, RUSH) to each Agency Site serviced by the current vendor? For example, Frankfort has averaged 21 Work Week, 8 weekend, and 1 RUSH monthly for 2025. Or if its easier to pull this data, you can provide the total number of each service to each site over the last 3 months. | This contract is an all state agency contract and that information varies per agency. |
| 16 | Section 2B | RFB | Page 8 | When this service was bid out in 2019, the current vendor in their response about the DR service to NY & OH, they included "41x50x59 1200 lbs" and "using current COT DR Container" as part of their answer. Can you confirm that the price you are asking for in regards to these DR shipments to NY & OH would be the vendor bringing the DR cases from off-site storage to COT in order to be placed into the COT DR container for shipment, with the actaul shipment of the COT DR container to NY or OH being at an additional cost? Thanks for providing clarity. | See updated Section 2 B. and updated Attachment B. |
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