RFB-758-2600000672-3 | Re-Bid Off-Site Data & Document Storage

The Commonwealth of Kentucky, through the Office of the Secretary and administered by the Commonwealth Office for Technology, is soliciting bids for off-site data and document storage services under solicitation RFB-758-2600000672-3, with a response deadline of July 15, 2026. This contract seeks a vendor to provide secure, climate-controlled storage and transportation of physical and digital records, including sensitive Federal Tax Information, for state agencies across Central Kentucky. The storage facility must be located at least 20 miles from the main data center in Frankfort and within a two-hour drive, maintaining strict environmental controls of 60–75°F and 50–55% humidity. All transport must occur in temperature-controlled vehicles, and storage containers must be appropriate for the media type, with no specific MIL-STD or barcoding standards mandated, but with full traceability required through unique identifiers, inventory logs, and chain of custody documentation via Bill of Lading. The evaluation process prioritizes price at 80% of the total score and experience at 20%, using a best-value trade-off approach rather than low price technically acceptable. Proposals must include complete attachments: the RFB document, bid sheet, affidavits, and vendor question form, all submitted electronically in Word, Excel, or PDF format. Offerors must comply with Kentucky-specific requirements including registration as a vendor, submission of notarized affidavits for resident or qualified nonprofit bidder status, and adherence to KRS Chapters governing taxation, employment, and data security. Full compliance with IRS Publication 1075 is mandatory for handling Federal Tax Information, requiring background checks, annual confidentiality statements, and training on federal disclosure penalties for all personnel with access. Subcontractors are permitted only with prior IRS and state approval, and all subcontract agreements must mirror the prime contractor’s security obligations. The contract has a one-year base term with five one-year renewal options, subject to mutual written agreement. Payment will be processed through the Commonwealth’s invoicing system at COT’s designated address, and inspection of vendor facilities will be conducted by the Commonwealth and IRS to verify compliance with physical, environmental, cybersecurity, and operational standards, with rejection or termination possible for noncompliance.