Automated File Storage & Retrieval Systems Maintenance, Repair, Replacement

Paradise Valley Unified School District is soliciting competitive sealed bids through a Request for Proposal (RFP) for preventative maintenance, repair, and replacement services for automated file storage and retrieval systems. The procurement encompasses support for 12 vertical carousel file systems currently deployed across multiple departments including Human Resources, Benefits, Purchasing, Payroll, Finance, and Special Education Records, with equipment manufactured by Remstar, Lektriever, and Hanel. Deliverables include bi-annual preventative maintenance services for each system, on-call repair services with emergency response capability within two hours, detailed pricing for labor rates across standard hours, overtime, weekend/holiday, and emergency service calls, pricing for both OEM and aftermarket parts and components, and firm fixed-price quotations for complete unit replacement and major component replacements specific to Remstar/MegaStar systems including drive motors, control panels, and conveyor mechanisms. Contractors must submit proposals electronically through the BONFIRE portal by April 3, 2026, at 2:30 PM Arizona Time, with site walk-throughs available by arrangement with the Purchasing Supervisor. The initial contract term commences July 1, 2026, for one year with an option to renew for up to four additional years in 12-month increments through mutual written agreement, and the District reserves the right to extend the contract unilaterally for 31 days beyond the stated expiration date. Evaluation criteria include pricing (300 points), experience and qualifications (200 points), method of approach (100 points), and responsiveness (50 points), with preference given to firms demonstrating similar work experience with school districts. Required qualifications include maintaining Comprehensive General Liability Insurance ($1,000,000 per occurrence/$2,000,000 aggregate), Professional Liability/Errors & Omissions Insurance ($1,000,000 per occurrence), and Workers' Compensation Insurance as required by law, with the District named as an additional insured, and fingerprint clearance cards are not required.

No set-aside designations or restrictions specific to disadvantaged enterprises have been indicated in the solicitation documents. The RFP does not identify any incumbent vendors or current contractors for this service. All pricing must be submitted on a firm fixed-price basis and include all travel, freight, and delivery costs; however, specific budget ranges or possible award values have not been disclosed in the available procurement materials. The District reserves the right to make multiple awards, conduct discussions with selected firms, request best and final offers, or award based solely on initial proposal submissions, providing flexibility in the award structure based on responsive bids received.