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 file is a Commonwealth response to vendor written questions for RFB 758 2600000066, an off-site data and document storage solicitation issued by the Commonwealth of Kentucky. The contract covers storage services for data and documents across multiple state agencies, with service delivery required seven days a week from 8:00 a.m. to 4:30 p.m. EST at the Commonwealth Office of Technology (COT), Commonwealth Data Center, and other Frankfort area agencies. The storage vault must maintain 24/7 security guard presence during off-duty hours. The scope includes both temporary data backup storage and archival data/document storage services. The original proposal due date of August 26, 2025 was extended to September 5, 2025 to allow vendors sufficient time to incorporate responses to written questions. Storage volumes and pickup frequencies vary by individual agency, as this is an all-state agency contract. The Commonwealth declined to provide historical volume data or detailed agency-specific pickup information, stating such data varies across agencies.
The Commonwealth clarified that vendors may price storage services using industry-standard units of measure such as "Price per Media Item per Month" for individually stored items or "Price per Container per Month" for closed containers, rather than the initially specified "Price per Square Foot per Month." Storage methodology depends on individual agency requests and can include either open shelf storage or closed containers. The Commonwealth defined "Temporary" and "Archival" storage categories and references to the "Envision Maintenance Online Tool" in contract sections 2A.17 and 2A.18. For disaster recovery shipments to New York and Ohio, the vendor is responsible for transporting disaster recovery cases from off-site storage to COT for placement into COT disaster recovery containers, with actual shipment costs being additional. The location and zip code for the Northern Kentucky alternate data center will be provided to the awarded vendor. Vendors must complete Attachment B as instructed without modifications.
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Sheet1
| 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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