Citywide Document Storage

The City of Cincinnati is seeking a vendor (or vendors) to provide comprehensive city‑wide records‑management services, including secure physical storage, retrieval, destruction, and optional digitization of municipal documents. The contract will be awarded for an initial five‑year term with a possible five‑year renewal, and pricing must be submitted using the City‑provided pricing form that separates costs for each service line and tier. The City will pay a $326,000 permanent‑removal fee separately; vendors must exclude this from their proposals but may voluntarily assume part of it. The solicitation requires vendor registration in the City’s Vendor Self‑Service system and compliance with all applicable federal, state, and local regulations. • Required Tier 1 local storage (city‑wide, with emergency retrieval ≤ 4 hrs) and optional Tier 2 regional storage. • Core services: secure storage, standard/expedited/emergency retrieval, inventory management, scheduled destruction, and optional on‑demand digitization (scanning, OCR, indexing, secure electronic delivery). • Vendors must provide unit pricing for storage (per cubic foot), retrieval/delivery, destruction, digitization (per image, per hour, per field, per GB, etc.), and a one‑time transition/onboarding fee; all pricing must reflect Scenario A (city‑paid permanent removal).