About this opportunity
AI summaryContra Costa County seeks proposals from qualified onshore USA vendors to provide comprehensive offsite records storage, destruction, and retention services for a three-year contract term. The contractor will handle secure transportation from County locations, inventory management, indexing, tracking, secure off-site storage, retrieval and delivery, return and re-filing, retention tracking, and authorized disposition. Bidders must submit proposals electronically via Bidnet by November 30, 2026, no later than 3:00 P.M. PDT. Vendors must submit all questions through Bidnetdirect.com by November 13, 2026, at 3:00 P.M. PDT. An evaluation committee will score proposals based on technical and pricing criteria.
Buyer and opportunity details
- Client
- Contra Costa County
Scope of work
- Initial inventory and intake of County records (approximately 70,000 + boxes)
- Secure transportation of records between County locations and storage facilities
- Secure off-site storage and environmental controls
- Records indexing, identification, and electronic inventory management
- Online records tracking, ordering, and management portal
- Routine and emergency records retrieval, delivery, return, and re-filing
- Retention-period tracking and legal-hold management
- Records disposition processing, secure destruction, and certificates of destruction
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Understanding of requirements & technical | Not specified |
| Pricing/value | 15 |
Minimum qualifications
- At least five (5) years of experience providing commercial or governmental records services
- Experience storing confidential and sensitive records
- Experience serving public agencies, preferably California governmental entities
- Possession of all licenses, registrations, and permits required by law
- Appropriate insurance coverage
Documents to include with your response
- Cover Letter signed by an authorized representative
- Proposal (maximum 15 pages, 12-point font minimum)
- Exhibit A – Statement of Experience
- Exhibit B – Proposal Price
- Exhibit C – Customer References (minimum of 3 references)
- Exhibit D – Anti-Collusion Statement
- Exhibit E – Contra Costa County Business Opportunity Registration Form
- Attachment A – Addenda Acknowledgement
Key dates
- RFP release date
- October 30, 2026
- Last date to submit written questions
- November 13, 2026, no later than 3:00 P.M. PDT
- RFP due date
- November 30, 2026, no later than 3:00 P.M. PDT
How to submit
- Method
- Electronic via Bidnet Direct
- Instructions
- Responses must be submitted electronically through the Bidnet Direct website. Fax submittals are not accepted. The proposal description has a maximum of 15 pages in no smaller than 12-point font.
Contract details
- Term
- Three (3) year contract with the option to extend for two (2) additional years
- Place of performance
- Vendor off-site storage facilities and Contra Costa County, CA locations
- Insurance and bonding
- Appropriate insurance coverage is required.