Record Retention and Management Services
New York > Office of Mental Health
Original Solicitation Links
C202946, T203101 & T203102
]rfp 26-001 - record retention and management services
Contact
Submission Instructions
Description
The New York State Office of Mental Health and Central New York Psychiatric Center are seeking one contractor to provide clinical-record retention and management services under three separate five-year contracts effective April 1, 2027: C202946 for CNYPC and statewide Corrections-Based Operations, T203101 for STARC-Oakview, and T203102 for STARC-Bridgeview. The scope includes initial pickup and transfer from the incumbent storage facility, ongoing storage, routine and emergency retrieval and delivery, scanned delivery, recurring pickups, inventory management, secure web-based portal access, reporting, and eventual transition of records to a successor contractor. Addendum #2 requires use of the revised STARC financial proposal worksheets dated September 9, 2026, the revised contract boilerplates, and a signed Addendum #2 acknowledgment with the Administrative Proposal. It also clarifies that CNYPC has 37 Corrections-Based Operations, that STARC-Oakview and STARC-Bridgeview require one annual October pickup, and that each proposed staff member must have at least two client reference projects or assignments implemented within the past five years. The contractor must maintain an industry-standard records management system, protect confidential and protected health information, meet specified storage-facility and security requirements, and provide timely retrieval, delivery, inventory, and transition services.
Classification Codes
Smart Codes
Specifications
Timeline
Requirements
- General Liability — $2,000,000.00
- Workers Compensation
- Disability Benefits
- Business Automobile Liability — $1,000,000.00
- Minimum 3 references
- Within the last 5 years
- Client point of contact required for each reference
Location
Documents
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