Off Premises Record Storage-Pickup Retrieval Delivery and Shredding Services

Hidalgo County is soliciting bids under RFB No. 26-0513-09-30-03 for a vendor to provide off-premises record storage, records management, pickup, retrieval, delivery, and shredding services on an as-needed basis. The contract is structured as a firm fixed price, estimated quantity agreement with an initial one-year term and two optional one-year extensions. The selected vendor must maintain a storage 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 boxes. Additionally, the vendor must implement a qualified pest control program with inspections every six months and utilize an electronic tracking system, preferably using RFID tags, to manage the inventory. The procurement process emphasizes compliance with state and federal regulations, including NAID-compliant shredding and adherence to Texas Library regulations. Bidders must provide comprehensive documentation, including a HUB Declaration, certification regarding debarment and suspension, and proof of mandatory insurance coverage. Evaluation is based on the most efficient and economical proposal, where pricing is a key factor but not the sole criterion for award. The award process involves a preliminary evaluation followed by negotiations and a request for a best and final offer. Submissions are due by September 30, 2026, and must follow specific formatting and delivery requirements, including a hard copy and a PDF on USB.