IFB #2027-08-VPA Records Emergency Response Services

The Virginia Port Authority is soliciting bids under IFB #2027-08-VPA for emergency records response and recovery services to protect and restore records, equipment, and facilities damaged by fire, water, Acts of God, or contamination. The scope of work covers VPA owned or leased sites across Norfolk, Portsmouth, Newport News, Warren County, and Richmond. Services include the recovery of paper-based, photographic, magnetic, and digital records, with a mandatory response time of 24 hours after a site is declared accessible. The contractor must adhere to strict packaging and marking standards, including the use of freezer paper for bound volumes and specific palletization requirements to ensure stability and identification retention during transit. Bids are due by 2:00 PM EDT on October 13, 2026, and must be submitted via email. Selection will be based on the bidder being fully qualified and best suited for the requirements. The contract requires bidders to provide proof of authority to transact business in Virginia, hazardous substance self-disclosure, and certification through the Commonwealth of Virginia's SWaM program if applicable. Awarded contractors must maintain commercially reasonable cybersecurity safeguards and cyber liability insurance. Payment terms are generally 30 days following the submission of invoices to the designated VPA email or physical address.