Offsite Records Storage, Retrieval and Destruction Management Services

The Unified Government of Athens-Clarke County desires to solicit competitive proposals from responsible vendors to provide Offsite Storage and Record Retrieval Management Services for various departments, for a one-year period, with the option to extend the contract for four (4) additional one-year terms if agreed upon by all parties.

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for Offsite Storage and Record Retrieval of containers as per the scope of services outlined below for the period.

Background

The selected vendor must have the capability to meet other storage requirements such as electronic data storage devices as part of additional requirements that may arise over the life of the contract.

To ensure timely support of ACCGov Record storage services, the selected vendor must have a storage facility within a 50-mile radius of the Athens-Clarke County Courthouse located at 325 E. Washington Street, Athens, GA

Project Details

• Reference ID: 26027
• Department: Central Services - Internal Support
• Department Head: - (-)

Important Dates

• Questions Due: 2026-04-23T20:00:00.000Z
• Pre-Proposal Meeting: 2026-04-15T14:00:00.000Z — Facilities Conference Room, located at 2555 Lexington Road in Athens, Georgia.

Evaluation Criteria

• INVENTORY TRACKING SYSTEM (25 pts) —

  With the ability to track and report on all services and charges by department.

• FACILITY (25 pts) —

  FACILITY meets specified qualifications.

• PROCESSES AND PLANS (20 pts) —

  Records Transfer Plan; Onsite Records Viewing and Withdrawal Plan; Record Delivery and Retrieval Plan; Secure Records Destruction Plan.

• REFERENCES (5 pts) —

  Including applicable past work with the Unified Government of Athens-Clarke County.

   

• FIRM EXPERIENCE (5 pts) —

  In providing records storage/management services to public sector organizations.

• CONTRACT PRICE (20 pts) —

  Completed Price Proposal Schedule

Submission Requirements

• Respondent Submittals (without Cost) (required) —

  Please Upload your COMPLETE response, including any and all required forms listed in the solicitation and the corresponding attachments, EXCLUDING COST.

  (DO NOT UPLOAD COST INFORMATION IN THIS SECTION.  Including cost information in this section may result in rejection of submission.)

• Separate Cost Proposal (required) —

  Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

• I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company. (required)
• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items. 
  • Choose Option 3 for when there is no pricing (Request For Qualifications)
• Evaluation Committee? (required) —

  Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?

• Procurement and/or Project Contact —

  Select the information you would like display.