Offsite Document Storage Service

The County of San Mateo is seeking proposals for an Offsite Document Storage Service through RFP No. 2026-RFP-1633, targeting a comprehensive document management solution for county agencies. The procurement seeks a vendor to provide secure storage, transportation, retrieval, indexing, and destruction services for county documents, with a contract duration of up to five years. Key deliverables include establishing a secure offsite storage facility, implementing an inventory tracking system, creating an online customer portal, managing document transportation, and providing an experienced account manager to support county staff. The scope of work encompasses file management, document indexing, box replacement, retrieval services, and document destruction capabilities. Proposal submissions are due on October 3, 2025, at 5:00 pm, with the selected firm expected to commence services within 30 days of contract execution. The evaluation criteria will be point-based, with 30 points for project approach, 25 points for firm qualifications, 20 points for team qualifications, 25 points for pricing, and an additional 10 preferential points for local businesses and non-profits.

The County demonstrates a preference for local businesses, with additional points allocated to small and micro businesses or non-profit organizations. While no specific set-aside designations are explicitly stated, the procurement includes provisions for disadvantaged enterprise participation through the preferential point system. The contract will require comprehensive insurance coverage, including $1,000,000 in comprehensive general liability, motor vehicle liability, and professional liability insurance. Potential contractors must comply with various regulations, including HIPAA requirements for handling sensitive documents, non-discrimination policies, and local ordinances such as the Living Wage Ordinance. The contract includes detailed HIPAA Business Associate Requirements, mandating strict protocols for protecting and managing sensitive information. Although a specific budget range is not disclosed, the contract template suggests the procurement is structured for contracts both over and under $200,000, indicating flexibility in potential award values. The County reserves the right to reject any or all proposals and to make no award, providing flexibility in the procurement process.