Hard Copy Records and Magnetic Media Storage

The Arizona Department of Administration State Procurement Office is seeking proposals for a statewide contract to provide hard copy records and magnetic media storage services for state agencies, boards, commissions, and cooperative members. The solicitation (BPM007032) requires contractors to offer secure document storage solutions, including personnel, facilities, equipment, security, tracking, and transportation services. Specific requirements include maintaining precise storage conditions with controlled temperature and humidity, implementing robust security measures such as video surveillance, and adhering to NIST guidelines for information protection. The procurement will establish a three-year contract with potential extensions up to a total of ten years, with electronic proposals to be submitted through the Arizona Procurement Portal. Key evaluation criteria will focus on cost, offeror experience, operational capacity, and proposed approach to service delivery. A pre-offer conference is scheduled for Thursday, August 28, 2025, from 11:00 AM to 12:00 PM, with potential bidders required to register by emailing eric.bell@azdoa.gov. The final proposal submission deadline is November 3, 2025, at 3:00 PM Arizona Time, with questions accepted until September 25, 2025.

The solicitation does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. The state reserves the right to make multiple awards to contractors with different specialization areas and maintains significant discretion in the procurement process. Contractors will be required to demonstrate financial stability and may need to submit current financial statements as part of their proposal. While no specific budget range or award value is directly stated, the procurement emphasizes obtaining the most competitive pricing and will utilize the contract on an as-needed basis without guaranteeing specific spending levels. The state will expect selected vendors to provide comprehensive insurance coverage and comply with all relevant state and federal regulations regarding data protection and privacy. The contract structure allows for potential regional or aggregate awards, suggesting flexibility in how the storage services might be allocated among successful bidders. Ultimately, the procurement aims to establish a flexible, secure, and cost-effective records and media storage solution for Arizona state government entities.