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 15, 2026 at 1:30 p.m. ET. This is a re-bid with Addendum Two (Version 3) posted July 8, 2026, extending the original closing date.

The Commonwealth seeks a vendor to provide physical storage and exchange of paper, film, tapes, disks, drives, and similar materials for state agencies and eligible political subdivisions. Currently approximately 80 cases are stored at the existing contracted facility. The vendor must offer pickup and delivery services seven days a week from 8:00 a.m. to 4:30 p.m. EST at the COT Data Center and other Frankfort-area locations, with 24/7/365 off-hours access for disaster recovery and emergency situations. Delivery and pickup pricing is tiered across three Kentucky counties (Franklin, Jefferson, and Boone) and three service levels: work week, weekend, and emergency rush. Monthly storage pricing must cover both open-shelf and closed-container configurations, differentiated between temporary data backup storage with frequent retrieval and archival storage with infrequent retrieval. Archival storage is exempt from 24/7/365 access, vendor inventory, and rush delivery requirements.

The vendor must hold a minimum of five years' experience in these services and comply with ISO and SOC 2 Type 2 certifications, NIST Special Publication 800-53 security controls, and IRS Publication 1075 safeguarding for Federal Tax Information. Facility requirements include climate control at 60–75 degrees and 50–55 percent humidity, fire suppression and detection systems, security procedures, bonded couriers, and inventory management systems. Commercial General Liability Insurance is required at $1 million per occurrence and $2 million aggregate.

The initial contract term is one year from award with optional renewal for five additional one-year periods. Award uses Best Value scoring: 80 points for price and 20 points for years of service (vendors exceeding the five-year minimum receive up to 20 points). All line items must be bid; pricing is submitted on Revised Attachment B and must remain valid for 60 calendar days after bid due date. Bidders must submit electronically through the Commonwealth's eProcurement system. Vendor questions are due July 6, 2026, with Commonwealth responses in Attachments F and G. Dianne Lee, Commonwealth Office for Technology, is the point of contact at 502-782-0799.