Project Information

Bid Title

Offsite Document Storage Service

Issuing Agency

County of San Mateo

Location

California

Published Date

Sep 7, 2025

Closing Date

Oct 3, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: Offsite Document Storage Service

Addenda: 0

Release Date: 9/5/2025

Due Date: 10/3/2025

Post Information

Posted At:Fri, Sep 5, 2025 12:00 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

The County of San Mateo is seeking proposals for Offsite Document Storage Service. The RFP aims to find an offsite storage facility to securely store County documents including transportation, easy retrieval, document destruction, and trackability. The scope of work will include document storage service in a secure offsite facility with easy document retrieval by countywide staff. The Contractor will provide an experienced Account Manager to manage the County's account and assist County staff as needed.

The Contractor shall be responsible for managing all aspects of Offsite Document Storage Services, including but not limited to:

1. Transportation of Records
2. Storage Facility
3. File Management Indexing Services
4. Document Retrieval
5. Box Replacement
6. Document Destruction
7. Inventory Tracking System
8. Online Customer Portal

The Offsite Document Storage Service shall be provided on an ongoing basis for a period up to five (5) years. The selected firm shall be expected to commence service within 30 days of contract execution. The firm shall be responsible for providing all necessary personnel, equipment, and materials required to fulfill the scope of work.

Timeline

RFP Released:

September 5, 2025

Deadline for Questions, Comments and Contract Exceptions:

September 19, 2025, 12:00pm

Proposal Due Date and Time:

October 3, 2025, 5:00pm

Commodity Codes

• NAICS 493110General Warehousing and Storage
• NAICS 493190Other Warehousing and Storage
• NAICS 518210Data Processing, Hosting, and Related Services
• NAICS 561990All Other Support Services

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