RFP 26-001 - Record Retention and Management Services
Closed State & local contract opportunity Posted
- Solicitation number
- 2137547
- State
- New York
- Responses due
Opportunity facts
- Jurisdiction
- Point of contact
-
- Peter Rogers peter.rogers@omh.ny.gov (518) 549-5211
Updated .
About this opportunity
The New York State Office of Mental Health (OMH) and Central New York Psychiatric Center (CNYPC) are requesting proposals for record retention and management services across three separate five-year contracts awarded to a single contractor, with proposals due September 30, 2026, and a mandatory pre-bid conference via Webex on August 12, 2026. Attendance at the mandatory pre-bid conference is a prerequisite for proposal eligibility; registration closes August 10, 2026 at 3:00 p.m. ET.
The three contracts are C202946 (CNYPC and statewide Community-Based Operations), T203101 (STARC-Oakview in Marcy, New York), and T203102 (STARC-Bridgeview in Ogdensburg, New York). Services include initial pickup and transfer of records from Ulster Park, New York to the contractor's facility within 21 days of contract commencement; monthly storage based on actual cartons in permanent storage; routine record retrieval within 24 hours and delivery within four days; emergency delivery within 24 hours; bi-annual pickups in April and October; and inventory and barcoding services using an industry-standard Records Management System. Contract C202946 involves approximately 22,500 standard cartons; T203101 involves approximately 230 cartons; T203102 involves approximately 90 cartons.
The contract term runs five years, effective April 1, 2027 through March 31, 2032, with no renewal options specified. All pricing is fixed with an allowable 3% annual escalation permitted for years two through five. No minimum volume requirements apply. The contractor must provide monthly invoices to the New York State Office of General Services Business Services Center and comply with the State Comptroller's electronic payment program, prevailing wage requirements, workers' compensation, disability benefits insurance, and general liability coverage.
Offerors must demonstrate at least five years of record retention and management experience within the past ten years serving multi-location clients, with the proposed system in full production for at least thirty-six months and a minimum of three clients whose revenue includes direct Medicaid and/or Medicare claiming. Background checks and staff exclusion list screening are required. No MWBE or service-disabled veteran-owned business set-asides apply.
Evaluation uses best-value methodology with technical proposals weighted 70 points and financial proposals 30 points. Written questions are due August 26, 2026 by 3:00 p.m. ET, with responses issued by September 9, 2026. Site visits to offerors' facilities are scheduled for weeks of October 12 and 19, 2026. Award notification is anticipated for early November 2026.
Opportunity text
The NYS Office of Mental Health (OMH) and Central NY Psychiatric Center (CNYPC) are seeking to procure, through this Request for Proposals (RFP), a Contractor to provide Record Retention and Management Services on behalf of the agency. Administrative, Technical & Financial evaluation of submitted proposals per this RFP shall determine the award of three (3) separate 5-year contracts, effective 04/01/2027, to one (1) awarded Offeror: C202946 for CNYPC & statewide Community-Based Operations (CBOs); T203101 for the STARC-Oakview program; and T203102 for the STARC-Bridgeview program. The RFP document provides background information, proposal submission instructions, and a description of the proposal evaluation process. The Scopes of Work for each of the above are detailed in Appendix D of the attached draft contract boilerplates. A Library of Attachments includes checklists & all required attachments for proposal submission. Standalone Financial Proposal worksheets are to be used for submitting Financial Proposals in response to this RFP; submissions must include all three (3) Financial Proposals pursuant to the above-referenced contracts. Interested vendors should carefully review the draft contract boilerplates, the RFP document, the Library of Attachments, and the Financial Proposal worksheets to ensure all requirements for this procurement are understood. A Mandatory Pre-Bid Conference will be held via Webex on Wednesday, August 12, 2026 at 11:00am ET. Interested vendors must submit the Mandatory Pre-Bid Conference Registration Form (Attachment B-1 in the Library of Attachments) per instructions no later than Monday, August 10 at 3:00pm ET. Per such registration, Offerors' email addresses shall be added to the Webex invite for the Mandatory Pre-Bid Conference. Only vendors that attend the Mandatory Pre-Bid Conference Webex session will be allowed to submit a Proposal in response to this RFP. Questions from potential Offerors attending the Mandatory Pre-Bid Conference Webex session are to be submitted by Wednesday, August 26, 2026 by 3:00pm ET per the instructions in the RFP document. Questions and answers will be sent to all potential Offerors attending the Mandatory Pre-Bid Conference Webex session, as well as posted to this ad, by Wednesday, September 9, 2026. Proposals are due no later than 3:00pm ET on Wednesday, September 30, 2026. Please check this Contract Reporter ad frequently for updates. Any documentation or revisions regarding this procurement will be posted here as well as to attendees at the Mandatory Pre-Bid Conference Webex session. NYS Department of Labor Prevailing Wage Rates do not apply to this contract. "Pursuant to the New York State Finance Law Sections 139-j and 139-k, the Procurement Lobbying Act applies to this solicitation. Only the designated, sole point of contact listed below should be contacted during the restricted period of communication. The restricted period began with the publication of this ad and will end with the formal approval by OSC of the contractual agreement" Business enterprises awarded an identical or substantially similar procurement contract within the past five years: Iron Mountain Information Management: C202578 - CNYPC-CBOs (10/01/2025 - 03/31/2027) T202357 - STARC-Oakview (10/01/2025 - 03/31/2027) T202707 - STARC-Bridgeview (10/01/2025 - 03/31/2027) OP202823 - Payment of outstanding invoices (09/01/2024-09/30/2025) C200730 - CNYPC-CBOs (09/01/2019 - 08/31/2024) Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 0.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 0.00% WBE Goal: 0.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%
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