Off-Site Records Management (Bid Discount)

The City of Tampa's City Clerk's Office is seeking bids for comprehensive Off-Site Records Management services through Invitation to Bid (ITB) No. 25-P-00376, with proposals due on October 6, 2025. The procurement covers storage, indexing, retrieval, certified record destruction, pick-up, and delivery services for various records types, including drawings, boxed records, backup tapes, magnetic and microform media, video and audio tapes, and other printed and stored materials. The selected vendor will manage approximately 25,000 cubic feet of regular storage space and 3,600 archival boxes, with required capabilities including climate-controlled storage, hurricane-resistant infrastructure, and electronic security systems. Key facility requirements mandate compliance with Florida public records statutes and include detailed pricing schedules for services such as record storage, box and file retrieval, delivery, pick-up, and destruction. The contract will initially run for one year with automatic annual renewals, and the City reserves the right to unilaterally extend the contract for up to three additional 30-day periods.

The solicitation incorporates Small Local Business Enterprise (SLBE) participation provisions, with potential bid discounts available for certified SLBE vendors. Vendors must complete various compliance documents, including the DMI-30 Form for subcontractor payment tracking and the DMI-40 Letter of Intent form, which details subcontractor relationships and scope of work. The procurement has a department budget of $160,000 and requires vendors to demonstrate organizational qualifications, proper licensing, and ability to meet comprehensive safety and documentation standards. Potential respondents must provide detailed information about their organization, including ownership type, licensing status, and capacity to handle the City's records management needs. The City emphasizes strict compliance with documentation requirements, noting that incomplete or improperly submitted forms may result in bid non-responsiveness or disqualification. Vendors will be evaluated on their ability to meet technical specifications, provide secure and accessible records management, and comply with the City's diversity and reporting requirements.