RFP 2026-014 Medical and Administrative Records Offsite Storage Services

Location:	Texas
Posted:	May 20, 2026
Due:	Jun 3, 2026
Agency:	The Center for Health Care Service
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSAL

(“RFP”)

(RFP-2026-014)

for

Medical and Administrative Records

Offsite Storage Services

Release Date: 04/28/2026

Revised: 05/20/2026

Proposals Due: 06/03/2026 at 12:00 P.M. Central Standard Time

* Proposals not received by deadline will be rejected and returned unopened.

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002 - TABLE OF CONTENTS

002 - TABLE OF CONTENTS................................................................................................................................................. 2

003 - BACKGROUND ............................................................................................................................................................. 3

004 - SCOPE OF SERVICES ................................................................................................................................................. 4

005 - ASSURANCES .............................................................................................................................................................. 7

006 - TERM OF CONTRACT.................................................................................................................................................. 8

007 - PRE-SUBMITTAL CONFERENCE ................................................................................................................................ 8

008 - PROPOSAL REQUIREMENTS ..................................................................................................................................... 8

009 - SUBMISSION OF PROPOSAL ..................................................................................................................................... 9

010 - RESTRICTIONS ON COMMUNICATION ................................................................................................................... 10

011 - EVALUATION OF CRITERIA ...................................................................................................................................... 10

012 - AWARD OF CONTRACT AND RESERVATION OF RIGHTS .................................................................................... 11

013 - SCHEDULE OF EVENTS ............................................................................................................................................ 12

014 - INSURANCE REQUIREMENTS.................................................................................................................................. 12

015 - RFP ATTACHMENTS .................................................................................................................................................. 15

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003 - BACKGROUND

The Bexar County Board of Trustees for Mental Health Mental Retardation Services d/b/a The Center for Health Care

Services (“CENTER”) is a multi-facility community mental health and intellectual disability center created under the

authority of Section 534.001 of the Texas Health and Safety Code by its sponsoring agencies, Bexar County and the

Bexar County Hospital District d/b/a University Health. The CENTER has been providing services to Bexar County

residents experiencing mental health, intellectual developmental disabilities and/or substance use issues for over sixty

(60) years and is the Texas Health and Human Services designated Local Mental Health Authority for Bexar County,

Texas. The CENTER is considered a quasi-governmental entity, a political subdivision of the state of Texas, but is not a

Texas state agency. The CENTER’S administrative offices are located at 6800 Park Ten Blvd. Suite 200-S, San Antonio,

Texas 78213.

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004 - SCOPE OF SERVICES

The CENTER FOR HEALTH CARE SERVICES (“CENTER”) is seeking Proposals from qualified and experienced

entities (“RESPONDENT”) to provide Medica and Administrative Records Offsite Storage Services at various

CENTER facilities located in and around San Antonio, Texas, as further defined in this Request for Proposals

(“RFP”).

The CENTER is soliciting responses for a RESPONDENT to provide written assurance that it has adequate personnel,

equipment, supplies, boxes, transportation, technology, and all other logistics or project management resources

necessary to provide medical records offsite storage. A Site Visit will be required prior to Contract award.

RESPONDENT’S address of storage location(s) must be provided at the time of Response submittal.

A. SCOPE OF WORK

Current Capacity:

The CENTER currently has an estimated 10,020 boxes in storage. The CENTER reserves the right to reduce or increase

the volume of boxes in storage with 30 days’ notice.

It is projected that the number may increase to 10,500 per year.

1) Facility Requirements:

a. RESPONDENT’S storage center shall be secure, climate controlled, and offer protection from flood or

fire. The CENTER requires records to be maintained in a secure environment that protects the integrity,

confidentiality, and condition of records throughout the retention period. This includes protection from

environmental conditions that could damage paper records, or compromise protected information.

At a minimum, the CENTER expects the storage environment to include:

i. Protection from excessive heat, moisture, humidity, flooding, water intrusion, pests, and

environmental conditions that could damage records;

ii. Facility monitoring safeguards designed to preserve the integrity of paper records and protected

information;

iii. Appropriate fire prevention an suppression measures;

iv. Compliance with HIPAA and applicable security/privacy requirements.

b. In order to facilitate transportation of medical records between the RESPONDENT and the CENTER and

to allow CENTER staff access to stored records at the RESPONDENT’S facility, the RESPONDENT shall

have a facility for the storage of the CENTER’S medical records in the Bexar County Metropolitan area,

defined as including: Bexar, Atascosa, Medina, Comal, Bandera, Wilson, Guadalupe and Kendall

Counties.

2) Personnel Requirements:

a. RESPONDENT shall ensure that all personnel shall comply with applicable confidentiality, security, and

privacy laws and regulations.

b. RESPONDENT shall not hold the CENTER liable for the loss or unauthorized disclosure of any medical

record(s) while in RESPONDENT’S possession.

c. The CENTER’S Director of Health Information Management and Privacy Officer is the only authorized

party allowed to approve CENTER staff access to the CENTER’S administrative and medical records.

d. RESPONDENT’S personnel who have access to CENTER’S medical records shall sign a written

acknowledgement before providing services under the contract that they will adhere to all confidentiality

requirements in accordance with all applicable state and federal laws, statutes and regulations protecting

the confidentiality of such information, including the Texas Health and Safety Code Section 611.002, Title

26 of the Texas Administrative Code, Part 1, Chapter 320, Subchapter A, the Health Insurance Portability

and Accountability Act (HIPAA) and all applicable regulations thereunder, and 42 C.F.R. Part 2.

3) Technical Requirements:

a. RESPONDENT shall offer a computerized medical records inventory tracking system and audit trail and

make on-request reports available to the CENTER’S designated staff. The tracking system shall be made

available to designated CENTER staff.

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b. The computerized system shall also allow the designated CENTER staff to request records, manage

accounts and other related actions.

4) Service Requirements:

a. RESPONDENT shall offer courier services for routine (within 24 hours) or urgent (within 2 hours) delivery

and pick up of the CENTER’S administrative and medical record (s) upon request, including weekends

and holidays, if required.

b. Vehicles used for deliveries must be monitored by GPS and required to report to the CENTER at the

completion of the delivery or pick up.

c. RESPONDENT shall provide the CENTER with the option of sending additional new deposits of medical

records boxes to the Contractor’s facility for storage.

d. RESPONDENT shall provide the CENTER’S designated staff with a monthly invoice detailing all charges

(storage, data entry, retrievals, delivery, refiles, research, supplies, new deposits, etc.).

e. Requirements for Processing Administrative and Medical Records For Offsite Storage Services

RESPONDENT will meet the following requirements:

i. A master computerized inventory of all boxes will be kept up to date (minimally indexed at the box

level) by the RESPONDENT and made available to the CENTER at all times. RESPONDENT’S

index shall be in Excel or other program acceptable to the CENTER, barcode #, the box ID,

alternative box ID, the in/out date; checked out status; and the date sent to storage (effective

date) as well as the “expiration” or retention date and the description of the box (if administrative),

and the destruction date (all boxes).

ii. Pick up all boxes, as pre-scheduled by CENTER, and transport boxes to RESPONDENT’S

premises for deposit onto storage equipment sturdy enough to hold all boxes.

iii. All boxes stored on the RESPONDENT’S premises will be maintained in an organized manner to

ensure retrieval and delivery of a medical record(s) to the CENTER within 24 hours for routine

requests or within 2 hours for urgent requests, including weekends and holidays, if necessary.

iv. RESPONDENT will only respond to medical records requests made by authorized CENTER staff

found on the most recent Designated Staff Roster.

v. RESPONDENT’S personnel removing records shall provide CENTER with a signed written

receipt for medical records picked up and/or removed.

vi. CENTER will reserve the right to notify the RESPONDENT of a specific box of administrative or

medical records that will be permanently withdrawn from the RESONDENT’S site and retained at

CENTER. CENTER will not be penalized or charged a fee for the permanent withdrawal of boxes.

f. Transition (if applicable):

i. CENTER requires RESPONDENT to agree to pick up all boxes from the current vendor’s location

and transport them to RESPONDENT’S storage facility. CENTER staff will re-label boxes as new

inventory for new vendor and oversee transfer process.

ii. The CENTER expects the awarded RESPONDENT to coordinate and absorb any costs

associated with the release, transfer, or transition of records from the current vendor, including

any applicable release or exit fees. RESPONDENT should account for these anticipated

transition-related costs within their proposed pricing and implementation approach.

g. CENTER Duties:

i. Identify and pull records that are eligible for transfer to offsite storage facility.

ii. Complete a records inventory log for each box of records and place charts in boxes.

iii. Pack, seal, and identify boxes for pick up.

5) List of Center locations – please note that sites may be added or removed as necessary:

a. 6800 Park Ten Blvd., Suite 246-E San Antonio, TX 78213

b. 6800 Park Ten Blvd., Suite 200-S San Antonio, TX 78213

c. 928 W. Commerce St., San Antonio, TX 78207

d. 2711 Palo Alto Rd, San Antonio, TX 78211

e. 6812 Bandera Rd., Suite 102, San Antonio, TX 78238

f. 227 W. Drexel, San Antonio, TX 78210

g. 601 N. Frio, San Antonio, TX 78207

h. 711 E Josephine San Antonio, TX 78208

i. 5802 S. Presa St., San Antonio, TX 78223

j. 1 Haven for Hope Way, San Antonio, TX 78207

k. 8155 Lone Shadow Trail, Converse, TX 78109

l. 1954 E. Houston St., San Antonio, TX 78202

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

RFP 2026-014 Medical and Administrative Records Offsite Storage Services

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