26-0099 Offsite Records Storage

The City of Goodyear, Arizona is issuing a Request for Quotation (RFQ) for secure, offsite records storage and related services to support municipal records management operations within Maricopa County. Qualified vendors must provide comprehensive records management solutions including barcoded containers, automated tracking systems, pickup and delivery services, secure storage facilities, records retrieval capabilities, on-site review services, and secure destruction services in full compliance with Arizona Revised Statutes Title 41 and City of Goodyear policies. The primary storage facility must be located within Maricopa County to ensure efficient service delivery to City departments. Vendors must submit detailed pricing for eight service categories: records storage (standard, non-standard, and media storage rates per box per month), containers and supplies, pickup and delivery services (including fuel surcharges), records retrieval (standard and expedited options), expedited/rush services, on-site review services with secure review room access, destruction services with certificates of destruction, and inventory management with system access and custom reporting capabilities. Quotations must be submitted electronically through the City's Bonfire procurement portal by February 24, 2026 at 2:00 p.m. Arizona Time, with late submissions not accepted. Vendors must provide references from a minimum of three similar clients, and quotations must remain firm for sixty days from the date of quote opening. The initial contract term is one year with options to extend for consecutive one-year periods not to exceed five years total, subject to appropriations and mutual agreement. The procurement specialist is Roseann Decker at (623) 882-7879 or Roseann.decker@goodyearaz.gov.

The RFQ does not specify any set-aside designations or restrictions limiting responses to particular types of organizations, indicating that all qualified vendors meeting the requirements are eligible to submit quotations. Vendors must demonstrate substantial insurance coverage including Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate, Automobile Liability of $1,000,000 combined single limits, Umbrella/Excess Liability of $2,000,000, Professional Liability of $1,000,000 each claim and $2,000,000 annual aggregate, and Cyber Network and Privacy Liability of $2,000,000 per claim, with the City of Goodyear and its officials named as additional insureds on all applicable policies. All pricing must be submitted in U.S. funds exclusive of taxes, with sales tax itemized separately at 9.8% if applicable; the City is exempt from federal excise tax. The RFQ does not identify any incumbent vendors or existing contractors, nor does it specify an anticipated award value or budget range, leaving pricing and competition open for qualified vendors to propose. The City reserves the right to reject any or all quotations and to add, change, or delete items throughout the contract's life, providing flexibility in managing records storage services according to municipal needs.