Off-Site Data and Document Storage

The Commonwealth of Kentucky's Finance and Administration Cabinet, specifically the Commonwealth Office for Technology (COT), issued Request for Bid (RFB) 758 2600000066 on behalf of Fayette County and all state agencies and political subdivisions for off-site data and document storage services. The procurement seeks a single vendor to provide a comprehensive Master Agreement covering physical storage and courier exchange services for paper, film, tapes, disks, drives, and similar media (excluding electronic cloud storage) at a facility located minimum twenty miles from the COT Data Center in Frankfort, Kentucky, and within a two-hour drive of central Kentucky. The vendor must maintain a four-hour fire-rated vault with automatic fire suppression, 24/7 security monitoring, card-key access control, and environmental controls (60-75 degrees Fahrenheit, 50-55 percent humidity), along with bonded in-house couriers and temperature-controlled vehicles. Required services include work week (Monday-Friday) and weekend (Saturday-Sunday) pickup and delivery between 8:00 a.m. and 4:30 p.m. EST, emergency 24/7 rush services, and disaster recovery overnight delivery to Sterling Forest, New York and Columbus, Ohio. Storage pricing must be submitted for temporary data backup storage and archival data/document storage using industry-standard units (price per media item per month or price per container per month), and vendors must provide a 24/7 customer inventory website and online maintenance tool access. Evaluation will utilize a best value approach allocating 80 points maximum to pricing (with lowest bidder receiving full points) and 20 points to years in service (minimum five years required; points proportionally distributed up to twenty years). The initial contract period is one year with five optional one-year renewal periods. Vendor written questions were due August 15, 2025, at 12:00 PM ET, with a second set due August 25, 2025, at 10:00 AM ET; the Commonwealth provided responses to both sets of questions, with the final bid submission deadline of September 12, 2025, at 1:30 PM ET through the Commonwealth's eProcurement system.

Kentucky resident bidders receive reciprocal preferences per KRS 45A.490-494, while qualified bidders including Kentucky Correctional Industries receive 20 percent preference and other qualified nonprofits receive 15 percent preference per 200 KAR 5:410. All bidders claiming Kentucky resident status must submit the Required Annual Affidavit, and nonresident bidders must provide Secretary of State Certificate of Authority documentation. Vendors must be registered in the Commonwealth eProcurement System and Vendor Self Service System prior to bid submission, and must submit Revenue Form 10A100 for Kentucky tax registration, proof of bonded couriers, flood hazard determination documentation, and Protection of Personal Information Security procedures. The vendor is required to maintain Commercial General Liability Insurance of $1,000,000 per occurrence and $2,000,000 aggregate, plus Automobile Liability Insurance of $1,000,000 combined single limit for delivery vehicles. Vendors must comply with IRS Publication 1075 safeguarding requirements for Federal Tax Information, NIST Special Publication 800-53 security controls at moderate level, and Kentucky Personal Information Security & Breach Investigation Act requirements (HB5), with immediate breach notification required within seventy-two hours. All proposed pricing must remain firm for a minimum of sixty calendar days following the bid due date, with no price increases permitted during the first twelve months of the contract and subsequent increases requiring written justification based on industry-wide changes and thirty days' notice. No incumbent vendor information or budget range is specified in the solicitation documents.