District of Columbia Cobblestone Systems #CFOPD-23-C-024

Award for District of Columbia Records Retention and Secure Warehousing Services

This award covers comprehensive records retention and management services for the District of Columbia Office of the Chief Financial Officer (OCFO), with The Robert Bobb Group, LLC as the sole provider. - Government Buyer: - District of Columbia Office of the Chief Financial Officer, Office of Contracts (serving the Office of Tax & Revenue and OMA Logistics) - OEMs and Vendors: - The Robert Bobb Group, LLC (prime contractor and service provider) - Products and Services Requested: - Development and completion of agency-specific Record Retention Schedules for up to 22 subordinate agencies - Secure warehousing and storage of physical records (up to 7,500 cubic feet/month) - Specialized facility buildout to meet IRS Publication 1075 security requirements for Federal Tax Information (FTI), including security cages, gates, sensors, and hardening - Packing, palletizing, and transportation of records from multiple government offices to secure storage and the Federal Records Center (FRC) - Labor services: supervisors, drivers, packers, and helpers for records handling and logistics - Administrative activities: inspection, sorting, labeling, barcoding, and chain of custody documentation - Unique or Notable Requirements: - Compliance with IRS two-barrier security rules and bi-weekly inspections for FTI - Technology-based tagging and chain of custody for all records - Certified Business Enterprise (CBE) participation and strict confidentiality/non-disclosure requirements - Services provided at both District government offices and a secure facility in Landover, MD - Option years exercised, with recurring annual warehousing and as-needed services - Quantities and Part Numbers: - Record Retention Schedules: up to 22 per year - Warehousing: up to 7,500 cubic feet/month, with monthly and annual pricing - Labor: hundreds of hours for supervisors, drivers, packers, and helpers - Specialized facility buildout: 1 per contract term - Palletizing and transportation: as needed, including large-scale moves (e.g., 11 pallets, 3,400+ boxes)

Description

The District of Columbia Office of the Chief Financial Officer, Office of Contracts, on behalf of the Office of Logistics & Support Services (OMA Logistics), has contracted The Robert Bobb Group, LLC to develop and complete an agency-specific Record Retention Schedule. This schedule encompasses multiple administrations with varying duties and responsibilities. The contract includes four one-year option periods, with three options already exercised, and the current term runs from April 3, 2026, to April 2, 2027. The services involve secure data packaging, transportation, warehousing, and compliance with IRS security guidelines.

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