Off-Site Records Storage and Handling Services

Bernalillo County, New Mexico, through its Purchasing Section of the Procurement and Business Services Department, is soliciting proposals via Request for Proposals (RFP) 50-26-SS to establish a price agreement for comprehensive off-site records storage and handling services. The County seeks a qualified contractor to store and manage records in multiple formats, including paper documents, microfilm, microfiche, magnetic tapes, and digital media, with required facilities comprising a minimum of 3,000 cubic square feet of warehouse storage expandable to 8,000 cubic feet and a climate-controlled vault accommodating 358 microfiche boxes with capacity to grow to 1,000 boxes. Services include on-demand retrieval and delivery with response times ranging from one hour to 48 hours, transportation for digital media, labor charges for processing and handling, and setup costs for new accounts. Contractor qualifications must demonstrate company history, experience with similar-sized government entities, employee screening and training procedures, and a minimum of three client references, with required insurance including Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Automobile Liability ($1,000,000), and Workers' Compensation coverage. Evaluation of written proposals totals 200 points based on proposal quality and company approach (100 points), business requirements (45 points), and pricing (40 points), with potential 20-point interview scoring if applicable. A non-mandatory pre-proposal conference is scheduled for May 13, 2026, at 10:00 a.m. via MS Teams; written questions must be submitted by May 20, 2026, at 10:00 a.m.; and sealed proposals must be submitted electronically through the County's Bonfire eProcurement system no later than May 29, 2026, at 4:00 p.m. Mountain Time, with contract award anticipated in June 2026.

The agreement shall be effective for three years with an option to renew for an additional three years, for a maximum total term of six years, with pricing submitted using fixed unit prices for the first year and potential annual adjustments thereafter subject to County acceptance. New Mexico state resident business preferences (5%), Native American resident business preferences (8%), and resident veteran preferences (10%) apply, along with County local business (5%) and small business (5%) preferences, with a combined preference cap of 18% and a dollar limitation of $180,000 on County preferences. All offerors must comply with mandatory disclosure requirements, including campaign contribution disclosures identifying any contributions exceeding $250 in aggregate to applicable county officials during the two-year period prior to submission, unfair business practices certifications confirming no engagement in discriminatory, deceptive, fraudulent, abusive, or criminal practices within the preceding three years, and pay equity reporting documentation. The RFP does not specify incumbent contractor information, total award value, or specific budget ranges, though pricing is estimated based on annual storage quantities of 3,500 boxes for non-climate-controlled warehouse space, 220 boxes for climate-controlled vault space for microfilm, 60 tapes for backup tapes and digital media, and an optional 3,600 bound books for climate-controlled warehouse storage. Prospective offerors must register through the Bernalillo County Bonfire portal at https://bernco.bonfirehub.com/portal/?tab=openOpportunities to download RFP documents at no cost and allow a minimum of 24 hours for submission, with inquiries directed to Samantha Secrist, Purchasing Administrator, at 505-527-2326 or ssecrist@bernco.gov.