NARA Compliant Record Storage and File Indexing Services

The Department of Veterans Affairs Veterans Integrated Service Network 4, specifically the Corporal Michael J. Crescenz VA Medical Center in Philadelphia, Pennsylvania, is seeking qualified contractors to provide National Archives and Records Administration (NARA) compliant offsite record storage and file indexing/digitization services. The contractor must operate a NARA-approved records storage facility capable of immediately accommodating 5,978.60 cubic feet of medical records and films, provide secure transportation from four current storage locations in Pennsylvania and New Jersey, maintain a web-based retrieval interface, and complete full inventory and indexing of all files within 180 days. Key requirements include protecting sensitive personally identifiable information, adhering to VA Records Control Schedule (RCS) 10-1 standards, separating paper records from X-rays, maintaining 95% accuracy benchmarks, and providing emergency response coverage within three hours of notification. The solicitation will be evaluated based on technical qualifications demonstrating NARA compliance, past performance examples, and pricing calculated by cubic footage. The deadline for quote submission is November 5, 2025, at 12:00 PM EST, with questions due by October 8, 2024, to contracting officer Ralph Mielnik.

This is a full and open competition with no set-aside designation, utilizing a Firm Fixed Price contract structure with a base period from December 1, 2025, through November 30, 2026, and two additional one-year option periods available. The solicitation does not identify any incumbent contractors or current service providers. While a specific contract value is not disclosed in the notice, the small business size standard under NAICS code 493190 (Other Warehousing and Storage) is $36.5 million, providing context for the procurement scope. The contractor must complete disposition or destruction of all records within 24 months, with the expectation that monthly storage amounts will decrease as records are processed and removed from inventory. Services will be performed at the NARA-compliant storage facility and potentially at the Silver Recovery Distribution Center in Hines, Illinois, with operations conducted during standard business hours and extended coverage as needed, with place of performance based in Philadelphia, Pennsylvania.