IFB 26-41093-000 Off-Site Records Storage and Retention Services

The California Department of State Hospitals (DSH) - Napa is requesting bids for off-site records storage and retention services under IFB 26-41093-000, with bids due September 30, 2026 at 5:00 p.m. Pacific Time and a public bid opening scheduled for October 1, 2026 at 3:00 p.m. A 5% Small Business preference applies to certified small businesses or microbusinesses with 25% subcontracting to small businesses, and a Disabled Veteran Business Enterprise (DVBE) incentive of 1–5% applies based on DVBE participation levels.

DSH-Napa seeks a contractor to store approximately 10,000 standard boxes monthly along with specialty containers (legal transfer, ledger, letter transfer, and odd-sized boxes) and deliver container registration, inventory management, web-based retrieval, will-call services, pick-up and delivery, rush and emergency handling, after-hours support, and permanent record removal. Services operate seven days per week, 24 hours per day on an as-needed basis.

Bidders must hold California business licensing; provide three customer references including at least one from a government entity; maintain a secure storage facility within 50 miles of DSH-Napa equipped with 24-hour surveillance and NFPA 232 fire prevention systems; hold HIPAA compliance certification; and submit a facility disaster plan allowing remote security system access. The contractor must carry General Liability insurance, maintain HIPAA compliance with trained and screened personnel, pass background checks, and comply with DSH safety, security, workplace violence prevention, and infection control protocols. All equipment, materials, personnel, transportation, and insurance are the contractor's responsibility.

The contract term runs November 1, 2026 through October 31, 2029. Pricing is submitted on the detailed rate sheet (Attachment 5) covering fiscal years 2026–2030 with rates applied to estimated quantities for storage, initiation, retrieval and refiling, pick-up and delivery, and permanent removal. The agreement is contingent upon budget appropriations. Questions are due September 21, 2026. A Notice of Intent to Award is anticipated October 2, 2026.