Off Premises Record Storage-Pickup Retrieval Delivery and Shredding Services

Hidalgo County is soliciting bids under RFB No. 26-0513-09-30-03 for an as-needed contract to provide off-premises record storage, records management, pickup, retrieval, delivery, and shredding services. The procurement seeks a vendor to manage an estimated inventory of 34,720 letter/legal size boxes. The selected vendor must operate a facility within Hidalgo County that adheres to strict environmental standards, including humidity levels not exceeding 60 percent, temperatures not exceeding 90 degrees Fahrenheit, and a maximum box stacking height of four units. Additionally, the vendor must implement a professional pest control program with inspections every six months and utilize an electronic tracking system, preferably using RFID tags, to manage file inventory. The contract is structured as a firm fixed price agreement for an initial one-year term, with the county holding the option to extend for two additional one-year periods. Award decisions will be based on a combination of pricing, efficiency, and the ability to meet the specific needs of the user departments. Bidders must comply with extensive regulatory requirements, including NAID-compliant shredding, Texas State Library regulations, and federal Title VI non-discrimination standards. Required submissions include a HUB declaration, certification regarding debarment, a non-collusion affidavit, and proof of comprehensive insurance. Responses are due by September 30, 2026, at 3:00 pm CST, and must be submitted as a hard copy marked original along with a PDF version on a USB drive.