RFP 26-001 - Record Retention and Management Services

****** 09/09/2026 Addendum #2 has been posted to this RFP solicitation. See attachments. Per this RFP addendum, OMH is providing the following: Final Q&A document (attached) Revisions to RFP document Revised STARC Financial Proposal Worksheets (dated 09.09.26) – see attached. Potential Offerors must use these when preparing proposals for submission. Revised draft Contract Boilerplates (dated 09.09.26) – see attached. Potential Offerors should refer to these when preparing proposals for submission ****** 08/18/2026 Addendum #1 has been posted to this RFP solicitation. See attachments. Per this RFP addendum, OMH is providing the following: Revised DRAFT Contract Boilerplate (dated 08.18.26) - Potential Offerors should refer to these when preparing proposals for submission. Revised Financial Proposal Worksheets (dated 08.18.26) - Potential Offerors must use these when preparing proposals for submission. Revised Designated Contact List Clarifications re 08/12 Mandatory Pre-Bid Conference Presentation ****** The NYS Office of Mental Health (OMH) and Central NY Psychiatric Center (CNYPC) are seeking to procure, through this Request for Proposals (RFP), a Contractor to provide Record Retention and Management Services on behalf of the agency. Administrative, Technical & Financial evaluation of submitted proposals per this RFP shall determine the award of three (3) separate 5-year contracts, effective 04/01/2027, to one (1) awarded Offeror: C202946 for CNYPC & statewide Community-Based Operations (CBOs); T203101 for the STARC-Oakview program; and T203102 for the STARC-Bridgeview program. The RFP document provides background information, proposal submission instructions, and a description of the proposal evaluation process. The Scopes of Work for each of the above are detailed in Appendix D of the attached draft contract boilerplates. A Library of Attachments includes checklists & all required attachments for proposal submission. Standalone Financial Proposal worksheets are to be used for submitting Financial Proposals in response to this RFP; submissions must include all three (3) Financial Proposals pursuant to the above-referenced contracts. Interested vendors should carefully review the draft contract boilerplates, the RFP document, the Library of Attachments, and the Financial Proposal worksheets to ensure all requirements for this procurement are understood. A Mandatory Pre-Bid Conference will be held via Webex on Wednesday, August 12, 2026 at 11:00am ET. Interested vendors must submit the Mandatory Pre-Bid Conference Registration Form (Attachment B-1 in the Library of Attachments) per instructions no later than Monday, August 10 at 3:00pm ET. Per such registration, Offerors' email addresses shall be added to the Webex invite for the Mandatory Pre-Bid Conference. Only vendors that attend the Mandatory Pre-Bid Conference Webex session will be allowed to submit a Proposal in response to this RFP. Questions from potential Offerors attending the Mandatory Pre-Bid Conference Webex session are to be submitted by Wednesday, August 26, 2026 by 3:00pm ET per the instructions in the RFP document. Questions and answers will be sent to all potential Offerors attending the Mandatory Pre-Bid Conference Webex session, as well as posted to this ad, by Wednesday, September 9, 2026. Proposals are due no later than 3:00pm ET on Wednesday, September 30, 2026. Please check this Contract Reporter ad frequently for updates. Any documentation or revisions regarding this procurement will be posted here as well as to attendees at the Mandatory Pre-Bid Conference Webex session. NYS Department of Labor Prevailing Wage Rates do not apply to this contract. “Pursuant to the New York State Finance Law Sections 139-j and 139-k, the Procurement Lobbying Act applies to this solicitation. Only the designated, sole point of contact listed below should be contacted during the restricted period of communication. The restricted period began with the publication of this ad and will end with the formal approval by OSC of the contractual agreement” Business enterprises awarded an identical or substantially similar procurement contract within the past five years: Iron Mountain Information Management: C202578 - CNYPC-CBOs (10/01/2025 - 03/31/2027) T202357 - STARC-Oakview (10/01/2025 - 03/31/2027) T202707 - STARC-Bridgeview (10/01/2025 - 03/31/2027) OP202823 - Payment of outstanding invoices (09/01/2024-09/30/2025) C200730 - CNYPC-CBOs (09/01/2019 - 08/31/2024) Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 0.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 0.00% WBE Goal: 0.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%