RFP 26027 Offsite Records Storage, Retrieval and Destruction Management Services

THE UNIFIED GOVERNMENT OF
ATHENS-CLARKE COUNTY(ACCGov)
DATE: April 1, 2026
TO: Records Storage Firms
SUBJECT: RFP 26027 Offsite Records Storage, Retrieval and Destruction Management Services
You are invited to submit a proposal to provide Offsite Records Storage, Retrieval and Destruction Management
Services for the Central Services Internal Support Division of the Unified Government of Athens-Clarke County
(ACCGov). 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 30601.
Inquiries regarding proposals, including technical questions, should be submitted in writing via the OpenGov Q&A
function.
An OPTIONAL pre-proposal conference to respond to all inquiries with regards to this project will be held at
10:00 AM ET, Wednesday, April 15, 2026 in the Facilities Conference Room, located at 2555 Lexington Road
in Athens, Georgia.
The estimated range of this project is $100,000 annually.
The Unified Government of Athens-Clarke County is accepting electronic bid submissions only.
Bidders shall create a FREE account with OpenGov Procurement by signing up at
https://procurement.opengov.com/signup. Once you have completed account registration, browse
back to this page, click on "Draft Response," and follow the instructions to submit the electronic bid
Not later than 2:00 P.M. ET, May 6, 2026.
A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the
proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the
Americans with Disabilities Act (ADA).
The Unified Government of Athens-Clarke County reserves the right to reject any and all proposals, to waive any
technicalities or irregularities, and to award the contract based on the highest and best interest of the Unified
Government of Athens-Clarke County.
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TABLE OF CONTENTS
SECTION TITLE
I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS
II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES
III SCOPE OF SERVICES
A. INTRODUCTION AND PURPOSE
B. GENERAL REQUIREMENTS
C. ADDITIONAL REQUIREMENTS
D. SPECIFIC TASKS
IV SELECTION PROCESS AND EVALUATION CRITERIA
V MANDATORY PROPOSAL FORMS
A: PROPOSAL FORM
B: ADDENDA ACKNOWLEDGEMENT
C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT
CONTRACTOR AFFIDAVIT & AGREEMENT
D: PRICE PROPOSAL SCHEDULE
VI DOCUMENTS CHECKLIST
ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA'S E- VERIFY
REQUIREMENTS
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SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS
ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND
MAY BE SUBJECT TO DISCLOSURE.
A complete signed proposal must include the documents listed below:
PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all
instructions. Failure to do so will be at the offeror's risk. Each offeror shall furnish the information required by
the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally
authorized to enter into a contractual relationship in the name of the offeror.
PROPOSAL FORMAT: All proposals should include the information outlined below and in the following
order:
1. Cover Letter: A brief cover letter of introduction and interest.
2. Table of Contents: Including all sections and subsections.
3. Business Information: State the full name and address of your organization and the branch office or
subordinate element that will perform the services described in this proposal. Include a telephone number,
the point of contact and official signature of an authorized company representative. Indicate whether you
operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are
incorporated and/or licensed to operate.
4. Qualifications and Experience: Provide an organization chart and summary resumes of key personnel
proposed for the project. Clearly identify the team leader, the consultant responsible for design (if
applicable), the project manager, the primary point of contact responsible for all communications with the
Owner, and any proposed sub-consultants. Include a description of each individual's role and
responsibilities.
a. Firm Experience
Describe the firm's experience in providing records storage and management services, particularly
for public sector organizations. Include relevant project examples, client references, and
demonstrated success in similar engagements.
b. Current Project Assignments
Identify current project assignments being managed by the key personnel proposed for this project,
including anticipated completion dates.
c. Understanding of the Project and Approach
Provide a clear statement of the firm's understanding of the project and outline the proposed
approach for delivering the requested services.
d. Inventory Tracking System
Describe the proposed inventory tracking system, including its capability to track, manage, and
generate detailed reports on all records, services performed, and associated charges by department.
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e. Facility Qualifications
Provide a description of the storage facility or facilities to be used, including location(s), security
features, environmental controls, compliance with applicable standards, and any certifications
demonstrating that the facility meets required qualifications.
f. Processes and Plans
Provide detailed descriptions of the firm's standard processes and proposed plans for the following:
Records Transfer Plan
Onsite Records Viewing and Withdrawal Plan
Record Delivery and Retrieval Plan
Secure Records Destruction Plan
g. Additional Services Required
Based on the firm's understanding of the project, identify any additional services that may be
necessary to ensure a successful program.
5. References: Include a minimum of three references for contracts of a similar nature, preferably public
sector references. Include the name, address, telephone number, point of contact and description of the
contract for each reference.
6. Financial Information and Documentation: Provide relevant information regarding organizational
stability and strength. Documentation may include:
a. A statement of organizational structure (e.g., sole proprietorship, partnership, corporation, joint
venture, etc.), information regarding the make-up of that structure (e.g., owner, partners, board of
directors joint venture partners, etc.), a listing of financial references.
b. Failure to Complete Prior Projects - disclose whether the Offeror (or any general partner or joint
venture of the Offeror) has ever failed to complete a similar project. If so, list the date of
commencement of the project and the entity for which the project was to be performed, and explain
why the project was not completed.
c. Disclose information and provide an explanation regarding any contracts involving the offeror or joint
venture firm within the last three years which exceeded initial program or project budget, exceeded
initial schedule, and any contract penalties or damages assessed.
7. Other Relevant Information: Include any other relevant information concerning the project in this
section.
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THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY
REQUEST FOR PROPOSAL (RFP 26027)
OFFSITE RECORDS STORAGE, RETRIEVAL AND DESTRUCTION SERVICES
CENTRAL SERVICES, INTERNAL SUPPORT DIVISION
ATHENS, GEORGIA
SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES
A. INTRODUCTION
PURPOSE
The Unified Government of Athens-Clarke County desires to solicit competitive proposals from
responsible vendors to provide Offsite Records Storage, Retrieval and Destruction Management
Services for the Central Services, Internal Support Division of the Unified Government of Athens-
Clarke County (ACCGov). 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 30601.
The contractor will provide services per the scope of services as indicated in Section III of this request for
proposal (RFP).
B. RFP TIMETABLE
The anticipated schedule for the RFP and contract approval is as follows:
Proposal Documents Available......................... Wednesday, April 1, 2026
Pre-Proposal Conference (OPTIONAL) ............ 10:00 AM ET, Wednesday, April 15, 2026
Deadline for submission of questions ................ 4:00 PM, ET Thursday, April 23, 2026
Deadline for receipt of proposal ........................ 2:00 P.M. ET, Wednesday, May 6, 2026
Proposals Valid Until ........................................ (120 days from date of opening)
C. CONTACT PERSON
Inquiries regarding proposals should be submitted in writing via the OpenGov Q&A function.
Offerors are encouraged to contact ACCGov using the method indicated above to clarify any part of this
RFP. Any unauthorized contact shall not be used as a basis for responding to this RFP and also may result
in the rejection of the offeror's submittal.
D. MINIMUM PROPOSAL ACCEPTANCE PERIOD
Proposals shall be valid and may not be withdrawn for a period of 120 days from the date specified for
receipt of proposals.
E. ADDITIONAL INFORMATION/ADDENDA
The Unified Government of Athens-Clarke County will issue responses to inquiries and any other
corrections or amendments it deems necessary in written addenda issued prior to the proposal due date.
Offerors should not rely on any representations, statements or explanations other than those made in this
RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any
addenda issued, the last addendum issued will prevail.
Request for additional information or clarifications must be made in writing no later than the date specified
in the RFP Timetable.
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Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror's
receipt of any addendum will result in the rejection of the proposal if the addendum contained
information which substantively changed the Owner's requirements
Offerors who obtain this Request for Proposal from Georgia Procurement Registry or Athens Clarke
County/Purchasing (https://www.athensclarkecounty.com/Bids.aspx)or from other than the Purchasing
Division are advised to re-visit the above websites to obtain any addenda which may be issued prior
to the proposal closing date. The Unified Government of Athens-Clarke County assumes no
responsibility for Offerors' failure to acknowledge any addenda issued
F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS
Proposals shall not be modified, withdrawn, or canceled by the offeror for a period of one hundred and
twenty (120) days following the time and date designated for the receipt of proposals, and each offeror
so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of his
proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for
proposal closing. Proposals received after the proposal due date and time are late and will not be
considered. Modifications received after the proposal due date are also late and will not be considered
G. PROPOSAL CLOSING
Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing
proposals may be obtained from Georgia Procurement Registry or Athens Clarke County Bids or via email
request to E-Mail: accbids@accgov.com after the proposal due date and time stated herein. A tabulation
of prices may be obtained upon award.
H. NON-COLLUSION AFFIDAVIT
By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham
or collusive or made in the interest or on behalf of any person not therein named and that the offeror has
not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other
person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by
collusion to secure to that offeror any advantage over any other offeror.
By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified
Government of Athens-Clarke County has, in any manner, an interest, directly or indirectly in the proposal
or in the contract which may be made under it, or in any expected profits to arise therefrom.
I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT
By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with
O.C.G.A. 13-10-91. The offeror further agrees to maintain records of such compliance and shall provide
a copy of each such verification to Unified Government of Athens-Clarke County, at the time the
subcontractor(s) is retained to perform such services.
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J. COST INCURRED BY OFFERORS
All expenses involved with the preparation and submission of proposals to the Unified Government of
Athens-Clarke County, or any work performed in connection therewith shall be borne by the offeror(s).
No payment will be made for any responses received or for any other effort required of or made by the
offeror(s) prior to the commencement of work as defined by a contract approved by the governing body
of the Unified Government of Athens-Clarke County.
K. EQUAL OPPORTUNITY POLICY STATEMENT
It is the policy of the Athens-Clarke County government that no person or business shall be excluded from
participation, denied the benefits of, or otherwise discriminated against in relation to the award and
performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or
sex.
L. HOLD HARMLESS AND INDEMNIFICATION
The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of
Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses,
including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of
any person or persons or loss of or damage to property resulting from any and all operations performed
by Offeror, its officers, employees, and agents under any of the terms of this contract.
M. AWARD OF CONTRACT
This is a past performance/technical/price trade-off source selection in which competing offeror's past
and present performance history and technical ability will be evaluated on a basis approximately equal to
price. Award will be made to the responsible offeror whose proposal represents the best value after
evaluation in accordance with the factors listed in Section IV herein. The Unified Government of Athens-
Clarke County may reject any or all proposals if such action is in the Unified Government's interest.
N. QUALIFICATION OF OFFERORS
The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed
proper and necessary to determine the ability of the offeror to perform the work and the offeror shall
furnish to the Unified Government all such information and data for this purpose as may be requested.
The Unified Government reserves the right to reject any proposal if the evidence submitted by, or
investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly
qualified to carry out the obligations of the contract and to complete the work contemplated therein.
The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-
Clarke County business license if they are physically located in Athens-Clarke County or if they perform
a service in Athens-Clarke County.
Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies
due to the Unified Government will not be accepted.
O. ALTERNATE PROPOSALS
Alternate proposals or proposals that deviate from the requirements of this solicitation will not
be considered. Offerors shall not insert in their proposal any written statement which will have
the effect of making any material change or changes in the Scope of Services or in any contract
between the parties covering subject matter thereof.
P. OPEN RECORDS
In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or
business entity that are required by law, regulation, bid, or request for proposal to be submitted
to an agency. An entity submitting records containing trade secrets that wishes to keep such
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records confidential under this paragraph shall submit and attach to the records an
affidavit affirmatively declaring that specific information in the records constitute trade
secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit,
before producing such records in response to a request under this article, the agency shall notify
the entity of its intention to produce such records as set forth in this paragraph. If the agency
makes a determination that the specifically identified information does not in fact constitute a
trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the
information within ten days unless prohibited from doing so by an appropriate court order. In the
event the entity wishes to prevent disclosure of the requested records, the entity may file an action
in superior court to obtain an order that the requested records are trade secrets exempt from
disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If
the agency makes a determination that the specifically identified information does constitute a
trade secret, the agency shall withhold the records, and the requester may file an action in superior
court to obtain an order that the requested records are not trade secrets and are subject to
disclosure;
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SECTION III - SCOPE OF SERVICES
The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services
necessary for Offsite Records Storage, Retrieval and Destruction Management Services as per the scope of
services outlined below for the period of one (1) year, with the option to renew for an additional four (4) one-year
periods.
A. INTRODUCTION AND PURPOSE
Athens-Clarke County Government (ACCGov) is seeking a qualified contractor to provide comprehensive
records storage, management, and destruction services in a secure, compliant, and efficient manner. The
scope of services includes the transportation, storage, retrieval, tracking, and authorized destruction of
physical records across multiple departments.
B. GENERAL REQUIREMENTS
1. Physical Security: The contractor shall safeguard all Unified Government of Athens-Clarke
County property provided for contractor use. At the close of each work period, vehicles, facilities,
support equipment, and materials shall be secured.
2. Access Control: All contract personnel shall be required to wear uniforms with company patches
or other identifying clothing to clearly identify the personnel as being an employee of the
contractor. All vehicles shall be clearly identified as belonging to the contractor and shall be
parked in designated parking areas only.
3. Contract Performance Period: Contract performance period shall be from the date of award for
one (1) year, with the option to renew for an additional four (4) one-year periods unless terminated
by either party giving to the other written notice of termination in writing ninety (90) days prior to
the proposed date of termination. Termination by the Unified Government of Athens-Clarke
County can be immediate upon contractor failure to comply with any of the terms.
4. Hours of Operation: 8:00 am - 5:00 pm
5. Ordering and Payment: After the initial transfer of documents to the new location, if applicable,
work will be provided on an as-needed and as called-for basis. Requests for services under this
contract will be made by ACCGov Central Services. Payment for work performed shall be paid
monthly net 30 days upon receipt of a properly submitted invoice. All invoices must be e-mailed
to the ACCGov Records Manager in addition to individual departments for whom the services
were rendered. ACCGov Central Services will provide department information with each request
for services. Failure to comply with this provision may result in delayed payments for services
rendered.
CONTRACTOR'S INVOICE.
a. The Contractor shall prepare and submit invoices directly to departments as well as the authorized
ACCGov Records Manager. A proper invoice must include the items listed below.
(i) Name and address of the Contractor.
(ii) Invoice date and invoice number.
(iii) Description, quantity, unit of measure, unit price, and extended price of services
performed.
(iv) Payment terms.
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(v) Name and address to whom payment is to be sent.
(vi) Name (where practicable), title, phone number, and mailing address of the person
to notify in the event of a defective invoice.
(vii) Any other information or documentation required by the .
C. ADDITIONAL REQUIREMENTS
1. TERMINATION FOR CAUSE: The Unified Government of Athens-Clarke County reserves the
right to terminate the resulting contract, in whole or in part, for failure to comply with any
provisions of the contract as outlined by providing a written notice to the successful vendor at least
ten (10) days before the effective date of termination. The successful vendor will not be relieved
of any outstanding responsibilities or unfinished obligations under this contract.
2. CONTRACT RENEWAL TERMS
Upon expiration of the initial term of this contract, the term of this contract shall be automatically
renewed for four (4) additional periods of one (1) year each (collectively "Renewal Term") unless
either party gives written notice of its intention not to renew, or the intention to modify, the
agreement 90 days before expiration of the effective renewal term.
3. TERMINATION WITHOUT CAUSE: The Unified Government of Athens-Clarke County
reserves the right to terminate the contract at any time without cause, in whole or in part, by
providing a written notice to the other party at least thirty (30) days before the effective date of
termination. The other party will not be relieved of any outstanding responsibilities or unfinished
obligations under this contract that were incurred prior to termination.
5. REPORTING DISPUTES: The contractor shall report any contract disputes and/or problems to
the Purchasing Administrator, both verbally and in writing, within 48 hours of their occurrence.
6. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of the Unified
Government of Athens-Clarke County, but shall be an independent contractor. Nothing in this
agreement shall be construed as authority for the contractor to make commitments which shall
bind the Unified Government or to otherwise act on behalf of the Unified Government, except as
the Unified Government may expressly authorize in writing.
7. SAFETY: The contractor shall take every precaution at all times for the protection of persons and
property, including the Unified Government of Athens-Clarke County's employees and property
and its own. The contractor shall be responsible for initiating, maintaining and supervising all
safety precautions and programs in connection with the work under this contract.
The contractor shall maintain an adequate safety program to ensure the safety of contractor
employees, subcontractor employees, and all other individuals working under this contract. In
addition, the contractor must also provide the Unified Government of Athens-Clarke County with
a written safety program that he intends to follow in pursuing work under this contract. No work
under this contract will be permitted until the Unified Government is assured that the contractor
has an adequate safety program in effect.
8. SUBCONTRACTS: No portion of the work shall be subcontracted without the prior written
consent of the Unified Government of Athens-Clarke County Purchasing Division. If a portion of
the work is approved for subcontracting, the contractor shall remain fully liable and responsible
for the work to be done by the subcontractor(s) and shall assure compliance with all requirements
of this contract.
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