New York State Contract Reporter #RFP 26-001

NY State OMH Record Retention & Management Services for CNYPC, CBOs, and STARC Facilities

This opportunity seeks a contractor to provide comprehensive Record Retention and Management Services for the New York State Office of Mental Health (OMH), covering Central NY Psychiatric Center (CNYPC), statewide Community-Based Operations (CBOs), and two Secure Treatment and Rehabilitation Centers (STARC-Oakview and STARC-Bridgeview). - Three separate five-year contracts will be awarded, one for each program area - Services required include: - Initial pickup and transfer of archived records (over 22,500 cartons for CNYPC & CBOs, 230 for STARC-Oakview, 50 for STARC-Bridgeview) - Monthly storage of standard cartons (up to 26,000 for CNYPC & CBOs) - File retrieval, routine and emergency delivery (physical and scanned), annual/bi-annual pickups - Complete inventory management, including inventory of returned files and permanent withdrawal of records (up to 25,500 cartons) - Replacement of storage materials (cartons, folders, RFID Z and T labels) - All services must ensure confidentiality and compliance with HIPAA and state regulations - Past contracts for similar services were awarded to Iron Mountain Information Management, a leading OEM in this space - No MWBE, SDVOB, or DBE goals are set; procurement is open to all qualified vendors who attend the mandatory pre-bid conference - Notable requirements include secure indefinite retention, detailed staffing qualifications, and robust electronic records management and reporting - The procurement covers multiple locations: Marcy, NY; Ogdensburg, NY; and statewide community-based operations

Description

The New York State Office of Mental Health (OMH) and Central NY Psychiatric Center (CNYPC) are soliciting proposals for a contractor to provide Record Retention and Management Services. The procurement will result in the award of three separate five-year contracts effective April 1, 2027, covering CNYPC & statewide Community-Based Operations, the STARC-Oakview program, and the STARC-Bridgeview program. The RFP includes detailed scopes of work, proposal submission instructions, and evaluation criteria. A mandatory pre-bid conference will be held via Webex, and only vendors attending this session may submit proposals. Proposals are due by September 30, 2026, at 3:00 PM ET.

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