26-41105-000 Off-Site Records Storage and Retention Services

The Department of State Hospitals (DSH) in Napa seeks a contractor to provide comprehensive off‑site records storage and retention services for its medical and administrative records. The contractor must supply all materials, equipment, transportation, licensing, insurance, and qualified personnel to store records securely, manage inventory via an online database, and perform pick‑up, delivery, retrieval, and permanent removal services on an as‑needed basis for a three‑year term. The work must comply with HIPAA, CCPA, NFPA 232 fire‑prevention standards, and state security and insurance requirements, and the storage facility must be located within 50 miles of the DSH Napa campus. • Provide secure, climate‑controlled storage facilities with 24‑hour surveillance and disaster‑recovery plans. • Perform initiation, ongoing new‑file handling, retrieval/refile, pick‑up/delivery, and permanent removal of records, including web‑based tracking and barcode inventory. • Ensure all personnel pass live‑scan background checks, meet HIPAA business‑associate obligations, and adhere to DSH COVID‑19 and workplace‑safety policies. • Submit a sealed bid by 19 Oct 2026, including detailed rate sheets, insurance certificates, and required certifications; award expected 23 Oct 2026 with service start 01 Nov 2026.