IFB 26-41111-000 Off-Site Records Storage and Retention Services

Solicitation 26-41111-000 is an Invitation for Bid issued by the California Department of State Hospitals (DSH) for off-site records storage and retention services in Napa, California. The contractor is required to provide all necessary equipment, personnel, and transportation to manage the storage, retrieval, and lifecycle management of DSH data, including highly confidential patient protected health information. Services must be available 24 hours a day, seven days a week, on an as-needed basis. The anticipated period of performance runs from November 14, 2026, through November 13, 2029. The contract will be awarded to the lowest responsive and responsible bidder, with a 5% preference granted to certified California Small Businesses, Microbusinesses, or Non-Profit Veteran Service Agencies, capped at 50,000 dollars. Bidders must submit a comprehensive package including 13 specific attachments, such as bidder certifications, rate sheets, and insurance certifications. Key requirements include maintaining performance and payment bonds equal to the contract price, adhering to Title 22 California Code Regulations, and acting as a Business Associate under 45 CFR Parts 160 and 164. Personnel may be subject to fingerprinting, drug testing, and security clearances to access state hospital grounds. Invoices are submitted monthly in arrears to the DSH Napa office and require a valid Standard Agreement Form (Std. 213) number for processing.