Re-Bid Off-Site Data & Document Storage

The Commonwealth of Kentucky, through the Commonwealth Office for Technology, is requesting bids for off-site data and document storage services under RFB 758 2600000672, with bids due July 15, 2026 at 1:30 p.m. ET. This is a re-bid; Solicitation Modification 2 extended the original closing date and incorporated revised bid sheets and Commonwealth responses to vendor questions.

The scope covers physical storage and exchange services for approximately 80 cases of paper, film, tapes, disks, drives, and similar media across three locations: Franklin County, Jefferson County, and Boone County (alternate data center). Services include work-week pickups and deliveries (Monday–Friday), weekend pickups and deliveries (Saturday–Sunday), and emergency rush delivery (7x24), plus standard and oversize box storage, climate-controlled shelving for paper records, and high-security environment-controlled vaults for backup media and tapes. Initial inventory intake processing and data entry and indexing labor are included. The vendor must operate an environmentally controlled and secure off-site facility located at least 20 miles from the Commonwealth Data Center at 101 Cold Harbor Drive in Frankfort and within a two-hour drive of Central Kentucky, with exchange services available seven days per week from 8:00 a.m. to 4:30 p.m. EST. Archival storage specifically does not require 24-hour, 365-day access, vendor inventory management, or rush delivery capabilities.

The contract is awarded on a best-value basis using an 80-point price evaluation and 20-point experience evaluation. Vendors must demonstrate a minimum of five years of experience in the requested services; those exceeding five years receive up to 20 maximum points. All bidders must submit fully loaded, not-to-exceed costs for each service category and location on the Revised Attachment B Bid Sheet without modification or risk deemed non-responsiveness. Proposed pricing must remain valid for a minimum of 60 calendar days after the bid due date. Price increases are not permitted during the first 12 months of the contract.

The initial contract period is one year from award, with five optional one-year renewal periods. Vendors must maintain Commercial General Liability Insurance ($1 million per occurrence, $2 million aggregate) and Automobile Liability Insurance ($1 million combined single limit) if applicable, and comply with Commonwealth Information Technology policies, NIST Special Publication 800-53, IRS Publication 1075, and Kentucky's Personal Information Security and Breach Investigation Procedures Act. All Commonwealth data must remain within the contiguous United States. A second round of vendor questions closed July 6, 2026 at 9:00 a.m. ET, with Commonwealth responses provided July 8, 2026. Contact Dianne Lee at 502-782-0799 for additional information. Bids must be submitted electronically through the Commonwealth eProcurement System; paper bids are not acceptable.