Spokane Procureware #RFP 6582-26

City of Spokane Solicits Offsite Record Storage and Retrieval Services

The City of Spokane is seeking proposals for comprehensive offsite record storage and retrieval services to support its City Clerk's Office and Human Resources Department. - Government Buyer: - City of Spokane, City Clerk's Office, Purchasing Department - Scope of Services: - Transfer and secure storage of approximately 17,500 banker boxes and 2 map cabinets from current facilities to the vendor's secure facility - Ongoing secure storage with annual fluctuations (300-800 new items added, 500-1,500 items destroyed) - Indexing and maintenance of a searchable inventory database with a user interface for City staff to manage records, request retrievals, and generate reports - Daily pick-up and delivery to 11 City locations, with options for special and emergency deliveries - Authorized records destruction as needed - Notable Requirements: - Vendor must have at least three years of relevant experience and be licensed in Washington State - Secure storage facilities must meet or exceed ARMA standards - Smooth transition of records at contract end, with up to 90 days for City to remove records without extra cost - Detailed supplemental questionnaire covering pricing, technology, disaster recovery, and operational capabilities - Mentioned Vendors and Potential OEMs: - Access - Devries Business Services - Pacific Ally LLC dba DocuDriven - Prime Vendor Inc. - Spokane Regional Plan Center - Estimated contract period is five years, with a possible five-year renewal option

Description

The City of Spokane is soliciting proposals from firms to provide offsite record storage and retrieval services. The scope includes transferring existing records to the contractor's facility, secure storage, indexing, pick-up and delivery of boxes and maps, records destruction as authorized, and maintaining a searchable inventory database with user interface capabilities. The contract period is five years with possible renewal. Proposals must be submitted electronically through the City's ProcureWare portal by October 13, 2026.

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