R616--records storage

Presolicitation Notice Synopsis

Department of Veterans Affairs

Phoenix VA Health Care System

The Department of Veterans Affairs, Phoenix VA Health Care System (PVAHCS), intends to issue a solicitation for off-site storage and associated records management services for non patient administrative paper records originating from Sterile Processing Services (SPS) and Credentialing and Privileging (C&P). The Phoenix VA currently lacks an appropriate long-term storage area, and records are being held in a temporary location that does not meet required security, environmental control, or compliance standards. Off-site storage is needed to ensure proper safeguarding of sensitive government information and to mitigate risks associated with the current storage conditions.

The forthcoming solicitation will require the Contractor to perform the following services for the Phoenix VA s administrative paper records:

Records Pickup and Transportation

Coordinate with the Phoenix VA Records Officer to schedule record pickup from designated locations within the Phoenix VA facility.

Transport records in secure, climate-controlled vehicles designed to protect against damage, loss, or unauthorized access.

Offsite Storage and Maintenance

Securely store records in a facility that meets or exceeds National Archives and Records Administration (NARA) standards for Federal records storage.

Maintain complete physical and intellectual control of all records, including accurate identification, organization, and association with applicable records schedules and disposition instructions.

Provide environmentally controlled storage, including appropriate temperature and humidity levels, to ensure long-term preservation of paper records.

Implement security controls, including audit trails, to protect against unauthorized access, modification, or deletion.

Ensure all government data is stored within the 50 United States, the District of Columbia, or U.S. territories unless otherwise authorized by the Contracting Officer in accordance with DFARS 239.7602-2.

Records Management and Disposition

Adhere to records retention schedules provided by the Phoenix VA, based on NARA-approved schedules (SF 115s or General Records Schedules).

Obtain explicit written authorization from the Phoenix VA Records Officer and the appropriate NARA disposition authority before disposing of any records.

Upon completion of required retention periods, securely destroy temporary records or prepare permanent records for transfer to NARA legal custody as instructed by the Phoenix VA.

Access and Retrieval

Provide timely retrieval and delivery of requested records or copies to the Phoenix VA facility upon request.

Manage access rights and support search and retrieval functions necessary for agency operations, including FOIA requests, Privacy Act requests, or litigation holds.

This notice is not a request for proposals. A solicitation will be posted separately on SAM.gov at a later date. Additional details, instructions, and requirements will be provided in the official solicitation.