R499--FY20: Commercial Records Storage

Pre-Solicitation Notice

James A. Haley VA Hospital (JAHVA) has a requirement for record storage and retrieval for the Veterans Health Administration. For purposes of this document, records are defined as documents, files or records created by and/or maintained by JAHVA. These records may be in the form of any medium: paper, digital, film, glass slides, paraffin wax, microfilm or microfiche.

The Contractor shall provide secure storage of JAHVA records in a facility that meets the requirements of the National Archives and Records Administration (NARA).

The storage facility must be within a 15-mile radius of JAHVA to facilitate transportation of records that cannot be e-mailed or faxed; specifically, paraffin blocks and pathology glass (tissue) slides. The Contractor shall be required to transport records from all James A. Haley locations to the designated off-site storage. Upon request, the Contractor must have the ability to retrieve or deliver records within one hour of receiving a request. The Contractor shall be responsible for legal destruction of such records upon authorized written request by JAHVA Records Control Officer or designee. Destruction will occur at the close of each life cycle for records that are stored at the contracted facility.

Request for Quotes (RFQ), will be posted as a 100% Small Business Set-aside.

The RFQ shall be posted within the next 24 to 48 hours.