Off-Site Data and Document Storage

The Commonwealth of Kentucky, specifically through the Finance and Administration Cabinet and Commonwealth Office of Technology (COT), is seeking a vendor to provide comprehensive off-site data and document storage services for state agencies. The Request for Bid (RFB 758 2600000066) requires a secure, environmentally controlled facility located at least 20 miles from the Commonwealth's Data Center in Frankfort for physical storage of paper, film, tapes, disks, drives, and other physical media, explicitly excluding electronic cloud storage. Vendor qualifications include a minimum of five years in service, a four-hour fire-rated vault, 24/7 security monitoring, temperature and humidity controls, and fire suppression systems. The contract will have an initial one-year term with options to extend for five additional one-year periods. Evaluation criteria include a best value ranking approach, with 80 points allocated to pricing and 20 points to years in service. Key dates include the bid release on August 11, 2025, vendor questions due by August 15, 2025, and a bid closing date of August 26, 2025, at 1:30 PM ET. Vendors must provide a Certificate of Insurance with $1,000,000 per occurrence Commercial General Liability coverage and maintain an accurate inventory with a customer inventory website.

The solicitation does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. The contract will be open to all state agencies and political subdivisions in Kentucky, with services required across Franklin, Jefferson, and Boone Counties. While no incumbent vendor is directly identified, the bid includes comprehensive requirements for disaster recovery delivery services to locations in New York and Ohio, suggesting potential multi-site operational needs. The solicitation requires vendors to provide detailed pricing for various service categories, including work week and weekend pickup/delivery, emergency rush services, and online tool access, with pricing to be submitted on a per-media item, per-square-foot, and per-container monthly basis. Though specific budget ranges are not explicitly stated, the procurement structure suggests the potential for a significant multi-year contract value depending on the volume of documents and media to be stored. Vendors must comply with various state and federal regulations, including IRS Publication 1075 for handling sensitive information, and provide temperature-controlled transportation with documented chain of custody.