GCAA, HCCM, Kanes Record Management/Docutek-Library

This procurement opportunity involves records management services for the Phelps School District as part of the Colorado statewide consortium purchasing agreement (NPSS1), with the opportunity posted on July 21, 2016, and proposals due by July 25, 2016. The procuring jurisdiction is Denver County/Denver City in Colorado. The services being procured include comprehensive records management solutions encompassing records storage, organization, cataloging, secure storage, retrieval, and potential digitization of the district's archival and operational records to support compliance and operational needs. Key deliverables include the establishment of service level agreements with specified response times for record retrieval requests, periodic reviews, and renewal options to ensure alignment with the district's evolving requirements. The pricing structure is based on a per-box monthly storage rate with additional fees for specialized services such as retrieval, scanning, and data digitization. Required qualifications include the ability to provide professional records management services with established performance metrics and service standards, as well as the capability to handle both physical storage and digitization of records. The evaluation criteria emphasize timely and professional handling of records with monthly billing tied to the number of storage units maintained and services utilized.

Kanes Records Management is identified as the incumbent provider leveraging the state's NPSS1 consortium agreement, which provides pre-negotiated rates and established service standards for the Phelps School District. The existing relationship with Kanes Records Management suggests that successful bidders should demonstrate compatibility with the current infrastructure and service delivery model. The procurement utilizes the Colorado statewide consortium purchasing framework, which may limit participation to vendors already approved under the NPSS1 agreement structure. Specific budget ranges or award values are not explicitly stated in the available documentation; however, funding is drawn from the district's operational budget allocated to administrative and facility services. The contract framework allows for ongoing cost management through monthly billing mechanisms tied to actual storage volume and service utilization, providing flexibility in budget allocation based on the district's needs.