Offsite Record Storage and Retrieval Services

The City of Spokane is soliciting proposals for offsite record storage and retrieval services through RFP 6582-26. The selected firm will be responsible for the storage, indexing, retrieval, and destruction of approximately 17,500 standard banker boxes and two map cabinets. The contract is for an initial five-year term starting January 1, 2026, with a possible five-year renewal upon mutual agreement. The awarded firm must bear the cost of relocation and initial setup, completing the transfer of all City materials within 30 days of contract signing. Services must be provided across various City of Spokane locations, with strict delivery requirements including a two-hour window for special deliveries and a one-hour window for emergency requests. Qualified proposers must have at least three years of experience in offsite record storage and destruction and hold a valid Washington State Business license with a City of Spokane Endorsement. Facilities must meet or exceed ARMA Record Center Operations standards for security, fire detection, and atmospheric conditions. The City requires a searchable inventory database with a barcode system and an interface for managing pick-ups and retrievals. Proposals are due electronically via ProcureWare by October 13, 2026, and are limited to ten single-sided pages, excluding resumes and the supplemental questionnaire. Evaluation is based on a technical proposal (35%) and a management proposal (30%), with the award granted to the firm most favorable to the City.