Offsite Records Storage and Retrieval Services
City of Spokane > Purchasing Department
Original Solicitation Links
RFP 6582-26
]Offsite Record Storage and Retrieval Services
Contact
Submission Instructions
Description
The City of Spokane is soliciting proposals for comprehensive offsite records management services, including secure storage, indexing, transfer of approximately 17,500 boxes and two map cabinets, pickup and delivery of boxes and maps, retrieval and refile services, and records destruction. The selected firm must maintain sufficient storage capacity, meet or exceed ARMA Record Center Operations standards for environmental controls, security, and fire detection, provide a staging area, and assume relocation costs when required under the contract. The contractor must also maintain a searchable inventory database that allows City staff to enter and manage data, request retrievals and pickups, track inventory activity, and generate reports. Standard deliveries are generally required by the following business day, while special and emergency deliveries must be completed within two and one hours, respectively. Proposals must include a letter of submittal, technical proposal, management proposal, and completed Supplemental Questionnaire/Cost Proposal. The proposal package is limited to ten single-sided pages, excluding resumes and the Supplemental Questionnaire. A minimum of three years of relevant experience is required, and the contract term is five years with renewal upon mutual agreement.
Classification Codes
Smart Codes
Specifications
Timeline
Requirements
- Workers' Compensation and Employers' Liability — $1,000,000.00
- General Liability — $1,000,000.00
- Automobile Liability — $1,000,000.00
- Professional Liability (Errors and Omissions) — $1,000,000.00
- Cyber Liability — $1,000,000.00
- Minimum 3 references
- Within the last 3 years
- Client point of contact required for each reference
Documents
| Title | Date Posted |
|---|---|
| 6582-26 -Attachment 2 -Supplemental Questionnaire.pdf | Sep 24, 2026 04:30 PM |
| 6582-26 RFP -Attachment 1 -Terms and Conditions.pdf | Sep 24, 2026 06:11 PM |
| 6582-26 RFP -Record Storage and Retrieval Services.pdf | Sep 24, 2026 04:30 PM |
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