RFP - Physical Records Storage Services

Hill Country Community Mental Health and Mental Retardation Center (HCCMHMRC) in Kerrville, Texas is seeking a qualified vendor to provide physical records storage services for approximately 4,470 cubic feet of physical paper records, including Protected Health Information (PHI). The Request for Proposal (RFP) requires secure, HIPAA-compliant storage solutions with specific emphasis on maintaining confidentiality, accessibility, and proper management of sensitive medical documents. Key deliverables include secure storage in a climate-controlled facility, records retrieval and management services, and secure destruction services. The RFP's evaluation criteria will assess proposals across multiple dimensions: compliance and security (25 points), facility security (20 points), storage environment (10 points), record retrieval and delivery (15 points), experience and references (10 points), and cost proposal (20 points), totaling 100 possible points. Critical dates include February 26, 2025, for question submissions, March 5, 2025, for addendum responses, and March 12, 2025, at 3:00 PM for proposal submissions, with proposal evaluation scheduled for March 17-21, 2025, and final award subject to Board of Trustees approval.

The RFP encourages participation from Historically Underutilized Business (HUB) and Minority/Women/Disadvantaged Business enterprises, though no specific set-aside requirements are mandated. Required insurance coverage is substantial, including $2 million per claim/$3 million aggregate general liability, $1 million automobile liability, statutory workers' compensation, $1 million employer liability, and cyber liability coverage. The contract will be funded through multiple sources, including State of Texas General Revenue, Medicaid, third-party insurance, grants, and local funds. No incumbent vendor information is provided in the documentation. While specific budget ranges are not detailed, the comprehensive insurance requirements and scope of the records management project suggest a significant potential contract value. The procurement is specific to Karnes County, Texas, and is part of a state-level contracting opportunity focused on secure, compliant medical records management services.