1100-73365 Off-Site Legal Storage 2026

The Pennsylvania Department of Corrections, through its Office of the Chief Counsel, is soliciting bids under IFB 1100-73365 for off-site storage of confidential legal files, with bids due November 13, 2026. Only electronic bids are accepted through the PA Supplier Portal, and vendors must hold a vendor number to submit. Change notices posted on eMarketplace are incorporated into the solicitation.

Required capability centers on a secure, flood-proof records facility with smoke detectors and automatic sprinklers that houses original hard-copy files. The awardee must provide local storage, indexing, and box-location tracking; same-day delivery upon request; and an online records management system that lets DOC index its own files. The awardee must also supply all labor and equipment to transport approximately 5,500 boxes from the incumbent, Access Information Management Corporation at 109 Lakeside Avenue, Delano, PA 18220, to its facility. Employees with facility access require background checks. The contractor must also complete Form BOP-2201, the Worker Protection and Investment Certification issued under Executive Order 2021-06. False certification results in contract termination and three-year ineligibility to bid on Commonwealth contracts.

Pricing is per unit across nine service categories: storage, retrieval, refile, new add, pickup, and delivery per carton, standard/next-day and same-day transportation, and box elimination. Unit prices must include labor, materials, equipment, insurance, and delivery. The contract runs one year with four one-year renewals, and renewal increases are capped at 3% by mutual agreement. The Commonwealth may extend any term for up to three months. Quantities are estimated and may vary. Award goes to the lowest responsive and responsible bidder, by item or by total bid, whichever the Commonwealth deems more advantageous. The solicitation lists Cumberland County and Masontown Borough as jurisdictions. Invoices are submitted monthly as PDFs within 10 business days of service completion, and payment is made by ACH within 30 days of a proper invoice.