New York State Contract Reporter #2134049

Off-Site Record Storage, Retrieval, and Management Services for NYS Homes & Community Renewal

The New York State Department of Homes & Community Renewal (HCR) is seeking proposals for comprehensive off-site record storage, retrieval, and management services: - Government Buyer: - New York State Homes & Community Renewal (HCR), HCR Procurement Unit - Scope of Services: - Secure, climate-controlled, insured, and fire-proofed off-site storage for approximately 11,000 boxes (1,851 containers, 9,054 archive boxes, 102 oversized boxes) - Transportation of records from HCR's primary location to the vendor's facility - Ongoing retrieval and return services, including delivery within 24 hours - Certified destruction services with documentation - Web-based inventory and tracking system with barcoding, accessible to at least five users - Monthly and customized reporting, detailed invoicing - Staffing with background checks, 24-hour security, pest control, and disaster recovery plans - Notable Requirements: - Facilities must meet industry and state archival standards - Services limited to New York State certified MWBEs and SDVOBs - No specific OEMs or vendors are named; opportunity is open to qualified MWBE and SDVOB firms only - Contract term is five years with five optional one-year renewals (up to ten years total) - Place of performance is 641 Lexington Avenue, New York, NY 10022

Description

The New York State Homes & Community Renewal Department is seeking proposals from qualified firms to provide offsite record storage, retrieval, and management services. The contract term is five years with five optional one-year renewals. The scope includes secure storage of approximately 11,000 boxes, transportation, inventory tracking with an online system, destruction services, and reporting. Proposals are limited to NYS certified minority and/or women-owned business enterprises and service disabled veteran owned businesses.

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