Re-Bid Off-Site Data & Document Storage

The Commonwealth of Kentucky Finance and Administration Cabinet is requesting bids for off-site data and document storage services under RFB 758 2600000672, with bids due July 10, 2026, at 1:30 p.m. ET and written vendor questions due June 24, 2026, at 9:00 a.m. ET.

Vendors must demonstrate a minimum five-year experience requirement; bidders failing to meet this threshold will be deemed non-responsive. The storage facility must be geographically dispersed, located at least twenty miles from the Commonwealth Data Center but within a two-hour drive of central Kentucky. Services are required at three locations (Franklin County, Jefferson County, and Boone County alternate data center) with pickup and delivery available Monday through Friday during standard business hours (8:00 a.m. to 4:30 p.m. EST), weekends, and 24/7 emergency periods as specified by agencies.

The scope includes physical storage and exchange of paper, film, tapes, disks, drives, and similar materials; temporary data backup storage with frequent retrieval; archival data and document storage with infrequent retrieval; and courier services (all-inclusive of filing, retrieval, access, and round-trip transportation). The current facility maintains approximately 80 cases in storage. Archival storage excludes 24-hour, 365-day access, vendor inventory management, and rush delivery requirements.

Vendors must meet extensive compliance and security requirements: environmentally controlled vaults (60–75 degrees Fahrenheit, 50–55 percent humidity), fire suppression and detection per NFPA standards, 24/7/365 security monitoring, physical access controls, bonded couriers, chain-of-custody processes, IRS Publication 1075 safeguarding standards, NIST Special Publication 800-53 security controls, and SOC 2 Type 2 certification. Commercial General Liability Insurance with minimum $1 million per occurrence and $2 million aggregate, plus Automobile Liability Insurance with $1 million combined single limits if applicable, must be provided prior to award.

Evaluation allocates 80 points to pricing (20 points for work-week pickup/delivery, 10 points for weekend, 10 points for emergency services per location, and 10 points each for temporary and archival storage by media and container type) and 20 points to years of service experience beyond the five-year minimum, up to a maximum of 20 years. Pricing shall remain firm for the first twelve months; subsequent increases require documented justification and thirty days' notice. The initial contract term is one year from award, with five optional one-year extensions at the Commonwealth's discretion. Contact Dianne Lee at 502-782-0799 with inquiries.