Records Storage

The Massachusetts Department of Transportation (MassDOT) is seeking proposals from qualified record management storage companies to provide storage, retrieval, and management services for over 60,000 boxes of paper records and electronic files, totaling nearly 98,000 cubic feet. The contractor must have a computerized inventory system, provide 8-hour turnaround on most retrieval requests, and maintain a facility within a 50-mile radius of Boston. The initial contract term is 3 years, with two 1-year renewal options. Evaluation criteria include price (a significant factor), references, prompt payment discounts, supplier diversity participation (minimum 10% weight), company experience, interviews, and site visits. Proposals are due by May 15, 2014, and MassDOT plans to announce the awarded contractor(s) by May 23, 2014.

The RFR requires bidders to have at least 12 months of experience in record storage services for large commercial or governmental clients. Bidders must provide details on their business experience, designated contract manager, key personnel, service task approach, and any potential conflicts of interest. The Commonwealth reserves the right to consider prompt payment discounts and environmentally preferable practices in the evaluation and selection process. The current contract is estimated to be valued at $200,000 annually, though MassDOT makes no guarantee of the contract value or purchase levels. The selected vendor will need to integrate with MassDOT's Maximo system and reconcile the inventory during the transition process.