RFP 26027 Offsite Records Storage, Retrieval and Destruction Management Services

The Unified Government of Athens-Clarke County (ACCGov) in Georgia is issuing Request for Proposal (RFP) 26027 for comprehensive offsite records storage, retrieval, and destruction management services to support the Central Services Internal Support Division. The procurement seeks a vendor to provide transportation of records, secure storage facilities, retrieval request fulfillment, box replacement, certified destruction services, inventory tracking system management, and an online customer portal. The selected vendor must operate a storage facility within a 50-mile radius of the Athens-Clarke County Courthouse located at 325 E. Washington Street, Athens, GA 30601. Key evaluation criteria, listed in order of importance, include inventory tracking system capability (25 points), facility qualifications (25 points), processes and plans (20 points), contract price (20 points), references (5 points), and firm experience (5 points). Pricing must be submitted on a unit basis covering initial transfer costs, carton storage per cubic foot, regular and rush pickup and delivery trips, retrieval and refile services, record destruction per pound, and permanent removal per carton. Critical deadlines include an optional pre-proposal conference on April 15, 2026 at 10:00 AM ET, a written questions deadline of April 23, 2026 at 4:00 PM ET, and proposal submission deadline of May 6, 2026 at 2:00 PM ET through the OpenGov Procurement platform. Proposals will remain valid for 120 days following the submission deadline.

The procurement imposes no publicly disclosed set-aside designations or restrictions limiting eligible respondents by organizational type or disadvantaged enterprise status. Contractors must comply with Georgia's E-Verify requirements and provide evidence of federal work authorization registration. Insurance requirements are mandatory and include workers compensation coverage, commercial general liability of $1,000,000 per occurrence with $2,000,000 aggregate, automobile liability, fidelity insurance of $50,000, and umbrella liability of $2,000,000, with ACCGov named as an additional insured. The initial contract term is one year with options for four additional one-year renewal periods, with either party able to terminate without cause upon 30 days' written notice or for cause with 10 days' notice. The estimated annual contract value is $100,000. No incumbent vendor information or existing technology infrastructure integration requirements have been identified in the available solicitation materials.