IFB 26-41093-000 Off-Site Records Storage and Retention Services

The California Department of State Hospitals (DSH) – Napa has issued Invitation for Bid (IFB) 26-41093-000 for off-site records storage and retention services. The selected contractor will be responsible for the secure storage, inventory, and retention of DSH data, including highly confidential patient protected health information (PHI). Key deliverables include the initial registration and barcoding of records, pick-up and delivery logistics, and the maintenance of a facility located within a 50-mile radius of DSH-Napa. The facility must adhere to National Fire Protection Association (NFPA) 232 regulations and be equipped with 24-hour interior and exterior surveillance. The contract will be awarded to the lowest responsive and responsible bidder, with preferences applied for certified California Small Businesses and Disabled Veteran Business Enterprises. Bidders must meet minimum qualifications, including holding a valid license to do business in California and providing three professional references. Required submission documents include a rate sheet for various container sizes, insurance certifications, and specific legal certifications such as the California Civil Rights Law and Iran Contracting Act certifications where applicable. The contractor is required to maintain both performance and payment bonds not less than the total contract price. Personnel accessing state premises may be subject to fingerprinting, drug testing, and security clearances, and must comply with DSH workplace safety and infection control measures. Invoicing is permitted monthly in arrears and must be submitted within twelve months of service delivery. Acceptance of services is conditional upon meeting Title 22 California Code Regulations and the contractor's professional standard of care.