Citywide Document Storage

The City of Cincinnati is soliciting a comprehensive records‑management solution that will provide secure off‑site storage, on‑demand retrieval, controlled destruction, and full‑service digitization of municipal documents across all departments. Vendors must submit detailed, line‑item pricing for each service component and demonstrate capabilities to handle a wide variety of media, including standard paper, oversized drawings, microfilm, and bound books, while maintaining strict chain‑of‑custody and data‑security protocols. The contract will be awarded to the most responsive and cost‑effective proposal that meets the City’s functional, security, and accessibility requirements. • Provide secure physical storage with controlled access and chain‑of‑custody documentation. • Deliver retrieval, transportation, and optional destruction services on a per‑request basis. • Perform digitization (scanning, OCR, metadata capture) for diverse document types, with optional digital‑hosting licenses. • Submit separate pricing for each service line, using the revised “Document Storage Pricing Proposal Form” and adhering to Scenario A (City‑paid permanent removal).