Off-Site Data and Document Storage

The Commonwealth of Kentucky, through the Finance and Administration Cabinet and the Commonwealth Office of Technology (COT), is seeking a vendor to provide comprehensive off-site data and document storage services via Request for Bid (RFB) 758 2600000066. The procurement covers physical storage and exchange services for various media types including paper, film, tapes, disks, drives, and other physical storage materials, explicitly excluding electronic cloud storage. Vendors must maintain a storage facility located at least 20 miles from the Commonwealth's Data Center in Frankfort, with specific requirements including a four-hour fire-rated vault, environmental controls, and robust security procedures. The initial contract period is one year, with options to extend for five additional one-year periods. Evaluation criteria will be based on a best value approach, with 80 points allocated to pricing and 20 points to years in service, requiring vendors to have a minimum of five years in business. Key deliverables include providing storage containers, temperature-controlled vehicle transportation, maintaining a customer inventory website, and offering courier services seven days a week from 8:00 a.m. to 4:30 p.m. EST. Vendor questions were due by August 15, 2025, with responses published by August 19, 2025, and the final bid submission deadline is September 12, 2025, at 1:30 PM ET.

The solicitation does not specify explicit set-aside designations for disadvantaged enterprises, but does include a resident bidder status declaration and qualified bidder provisions that allow nonprofit organizations serving individuals with severe disabilities to claim special status. Vendors must complete an Annual Affidavit certifying compliance with campaign finance laws, authorization to do business in Kentucky, and maintenance of workers' compensation policies. Commercial General Liability Insurance with $1,000,000 per occurrence and $2,000,000 aggregate coverage is required. While no specific contract value or budget range is explicitly stated, the bid sheet provides a complex pricing structure for various storage and delivery services across Franklin, Jefferson, and Boone Counties, with additional provisions for emergency and disaster recovery deliveries to locations in New York and Ohio. The contract will be open to all state agencies and political subdivisions of Kentucky, suggesting potential for significant volume and broad utilization. Vendors must comply with comprehensive security requirements, including adherence to the Personal Information Security & Breach Investigation Act and maintaining stringent data protection standards comparable to those established by the Commonwealth Office of Technology.