Offsite Records Storage Services

The City of Spokane issued RFP 5343‑20 to obtain off‑site records storage services for municipal records. The contract requires the vendor to relocate existing records within 90 days, provide secure climate‑controlled storage for roughly 20,600 standard boxes and map cabinets, and deliver items to eleven city locations on a daily, special (≤ 2 hrs) or emergency (≤ 1 hr) basis. Additional responsibilities include barcode‑based inventory tracking, an online portal for data entry, retrieval, re‑file, and destruction requests, compliance with ARMA standards, and disaster‑recovery planning. The awardee must also allow the City to retrieve all records at contract termination at no cost and may be required to transport records to a new vendor if the contract ends early. The annual budget ceiling is $54,000, with a fixed‑price, unit‑based pricing structure. • Transfer of existing records to vendor’s facility within 90 days, cost borne by vendor. • Ongoing storage, retrieval, special/emergency delivery, and destruction services with ARMA‑compliant security and environmental controls. • Mandatory online inventory system, barcode labeling, and disaster‑recovery capabilities. • Fixed annual budget ($54K) and six‑year base term (2021‑2026), renewable at City’s discretion.