Hard Copy Records and Magnetic Media Storage (Sep 2026)

The Arizona Department of Administration, State Procurement Office, under solicitation BPM007792, is seeking to establish one or more contracts for the offsite storage of hard copy records and magnetic media. These services are provided on behalf of the Arizona State Library, Archives, and Public Records for use by state agencies, boards, commissions, and participating members of the State Purchasing Cooperative. The scope of work includes strict environmental controls, such as maintaining premium storage between 66 and 77 degrees Fahrenheit with 25 to 40 percent relative humidity, and utilizing 22-gauge steel or heavy-duty plastic containers for magnetic media. The contract requires compliance with A.R.S. § 41-151(2) and Title 41, Chapter 1, Article 2.1, as well as adherence to FAR 52.204-25 regarding covered telecommunications equipment. Offers are due by November 4, 2026, with a question submission deadline of September 22, 2026. Awards will be granted to the most advantageous offerors based on cost, experience and capacity, and method of approach. Key requirements for contractors include substantiating financial stability via Dun and Bradstreet ratings, providing a letter of insurability, and ensuring personnel undergo fingerprinting and background checks per A.R.S. § 41-710. Additionally, contractors must comply with E-Verify immigration requirements and provide a HIPAA Business Associate Agreement. Pricing is structured around tiered monthly storage fees and various delivery trip rates, including emergency and holiday services. The state maintains the right to inspect facilities and processes to ensure professional performance consistent with industry standards.