IFB 26-41111-000 Off-Site Records Storage and Retention Services

The Department of State Hospitals (DSH) – Napa is requesting bids on off-site records storage and retention services under IFB 26-41111-000, with bids due November 2, 2026 at 2:00 PM Pacific Time and public opening at 2:30 PM the same day. A 5% preference is available to California-certified small businesses, and a tiered disabled veteran business enterprise (DVBE) incentive ranges from 1% to 5% depending on participation level.

The scope includes storage and retrieval of approximately 9,000 standard boxes monthly plus various other container sizes, new-file pickup and registration, retrieval and refiling services, pickup and delivery with multiple service levels (standard, rush, emergency, and after-hours), and permanent removal services at contract termination. All services must comply with HIPAA requirements for protected health information. The contractor's facility must be located within 50 miles of DSH-Napa and maintain 24-hour surveillance and NFPA 232 fire prevention compliance. Contractor personnel must pass background checks, obtain LIVE SCAN clearance, carry HIPAA training certification, and comply with COVID-19 protocols, workplace violence prevention, and infection control measures.

The anticipated contract term runs from November 14, 2026 through November 13, 2029, with potential amendments to extend for two additional one-year periods. Pricing is submitted on a per-unit basis for storage boxes, per-item or per-call fees for retrieval and delivery services, and one-time initiation and termination fees across four fiscal years. Evaluation is based on lowest responsive and responsible bid pricing. Bidders must submit minimum qualifications documentation, three customer references, insurance certifications, and a detailed rate sheet. Contractors must return all Personal Duress Alarm System devices upon termination or face replacement cost charges of at least $150 per device. No incumbent is identified, and DSH makes no guarantee regarding actual service volumes.