Discretionary Purchase Solicitation for Off-Site Record Storage, Retrieval and Management Services

Location:	New York
Posted:	Apr 15, 2026
Due:	May 13, 2026
Agency:	State Government of New York
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

This opportunity is a Discretionary Purchase Solicitation (“Solicitation”) with responses limited to NYS certified minority and/or women-owned business enterprises (“MWBEs”) and/or NYS certified service disabled veteran owned business (“SDVOBs”).

Proposal Submission Deadline: May 13, 2026, 2:00 PM, Eastern Daylight Time (“EDT”)

Discretionary Purchase Solicitation for Off-Site Record Storage, Retrieval and Management Services

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KATHY HOCHUL

Governor

RUTHANNE VISNAUSKAS

Commissioner/CEO

NEW YORK STATE HOUSING FINANCE AGENCY

STATE OF NEW YORK MORTGAGE AGENCY

Title:

Agency:

Division:

Contract Term:

Off-Site Record Storage, Retrieval and Management Services

New York State Housing Finance Agency and State of New York Mortgage

Agency

Procurement Contracts

Five years plus five optional one-year renewals

Date of Issue:

April 16, 2026

Due Date/Time: May 13, 2026, 2:00 PM, Eastern Daylight Time (“EDT”)

Service-Disabled Veteran-Owned Set Aside: No

A. Introduction

New York State Homes and Community Renewal (“HCR”) consists of all the major housing and

community renewal agencies of the State of New York (“State” or “NYS”), including the New York

State Housing Finance Agency (“HFA”) and State of New York Mortgage Agency (“SONYMA”)

(individually or collectively, “Agency” or “Agencies”). HCR includes other agencies (i.e., Affiliates)

not directly involved in this Solicitation process.

B. Purpose

The Agencies are seeking proposals from qualified offsite record storage, retrieval and management

services firms (referred to hereinafter as “Proposers”) to provide the Agencies with offsite record

storage, retrieval and management services (“Record Services” or “Offsite Services”). The successful

firm will provide Record Services in accordance with the Scope of Services section of this Discretionary

Purchase Solicitation.

In accordance with Section 2879 of the Public Authorities Law and Article 15-A of the New York State

Executive Law and Article 3 of the New York State Veterans’ Law, this Solicitation is a Discretionary

641 Lexington Ave, New York, NY 10022 │ 212-688-4000 │ https://hcr.ny.gov

Purchase Solicitation (“Solicitation”) with proposals limited to respondents from NYS certified

minority and/or women-owned business enterprises (“MWBEs”) and/or NYS certified service disabled

veteran owned business (“SDVOBs”) (SDVOBs and MWBEs collectively hereinafter referred to as

“Proposer(s),” Bidder(s) or “Firm(s)”).

C. Calendar of Events and Milestones

Event

Date

Issuance of Solicitation

Deadline for Questions

Intent to Bid Form

April 16, 2026

April 27, 2026, 12:00 PM, Eastern

Standard Time (EDT)

April 29, 2026

Deadline for Responses to Questions

Deadline for Submission of Proposals

Interview (if necessary)

Anticipated Selection Date*

May 6, 2026

May 13, 2026, 2PM, Eastern Daylight Time

(EDT)

To Be Determined

June / July 2026

D. Scope of Services (“Scope of Work”)

The Agencies seek to retain the services of a qualified offsite records storage, retrieval and management

services company for the provision of Record Services for approximately 1,851 Containers, 9,054

Archive Boxes and 102 Oversized Boxes (quantity subject to change), which will be moved from the

Agencies’ Primary Location to the successful Proposer’s facilities. The successful Proposer will

exercise physical custody of the records, with the Agencies retaining all legal custody.

The successful Proposer must adhere to industry standards and best practices to provide the Agencies

with Offsite Services including, but not limited to, the following services indicated below.

641 Lexington Ave, New York, NY 10022 │ 212-688-4000 │ https://hcr.ny.gov

1. Analysis of Requirements: analysis of the Agencies’ storage requirements per applicable document

record in accordance with the Agencies’ Archival Policies and Rules, hyperlinked herein.

2. Provision of Adequate Storage Facilities: adequate storage facility that includes sufficient physical

storage capacity.

3. Changes in Needs: Accommodate the needs of the Agencies for additional storage space or the

downsizing of storage space, on an as-needed basis. The current estimated annual growth for storage

space is 2%.

4. Current Record Inventory and Transfer Plan: The Agencies’ inventory, currently estimated at

approximately 11,000 boxes (subject to change), must be moved from the Agencies’ Primary

Location to the successful Proposer’s facilities. Box types may include, but are not limited to, (a)

Banker Boxes, (b) Archive Boxes, (c) Letter Transfiles, (d) Legal Transfile, (e) Oversized Boxes,

(f) Architectural/Map Shipping Boxes, (g) Letter Boxes, (h) Legal Boxes, and (i) microfiche

containers. The successful Proposer must provide pallets and wrapping to secure the transport of the

boxes. The Proposer will be required to submit a Transfer Plan to the Agencies, as part of its response

to this Solicitation, detailing the transfer process from the Agencies’ location at 641 Lexington

Avenue, 4th floor, New York, New York, 10022 (“Agencies’ Location”) (“Agencies’ Location”)

(“Agencies’ Location”), to Proposer’s location. The Transfer Plan must include (i) new bar coding,

(ii) labeling, (iii) data entry, and (iv) inventorying for the boxes/items to be stored at the successful

Proposer’s facility. The costs related to the tasks listed in the Transfer Plan must be clearly identified

in the Proposer’s response to this Solicitation. Prior to the commencement of Record Services by

the successful Proposer, the successful Proposer must submit its final Transfer Plan to the Agencies

for approval. The successful Proposer will assume full responsibility for coordinating the transfer of

boxes of all existing records stored at the Agencies’ Location and moved to the Proposer’s facility,

in accordance with the Transfer Plan approved by the Agencies. Upon successful completion of the

transfer, the successful Proposer will be required to provide the Agencies with a written report of

the boxes moved to the successful Proposer’s facility.

5. The successful Proposer must be able to return a box to the Agencies’ Location within 24 hours of

Agency request.

6. Secure Storage and Facility Standards: The successful Proposer’s storage facilities will be required

to provide a level of protection consistent with industry standards and the standards described in the

Agencies’ Archival Policies and Rules, hyperlinked herein., and must be solidly constructed with

secure loading and unloading areas. The storage facility must be a temperature-controlled, fully

insured, structurally-sound, fire-proofed facility with 24-hour security and provide destruction

services. Storage facilities must be equipped with an intrusion alarm system that is monitored 24

641 Lexington Ave, New York, NY 10022 │ 212-688-4000 │ https://hcr.ny.gov

hours per day, including weekends and holidays. If there is a breach in security, the Agencies must

be notified immediately. If notification is given to the Agencies in a manner other than in writing,

written notice relating to the breach in security must be sent to the Agencies by the successful

Proposer within five days of the initial notification to the Agencies. Only authorized personnel

should have access to the storage facilities, and no windows should be present on the ground floor

of the storage facilities. If the site has windows, it should have blinds or shades to protect records

from natural light. Lighting fixtures should be at least one foot above the cartons on the top shelf.

Sprinkler heads should be at least one and a half feet above the cartons on the top shelf. Regarding

aisle space, allow for at least 30 inches between bays and preferably 48 inches for the main corridors.

Bays should be a maximum of 50 feet and at least one and a half feet away from any walls to meet

Federal and State standards. Proposer must have a back-up power system for the storage facilities.

Storage facilities cannot house any hazardous material. Storage facilities cannot be located within a

flood area or risk exposure from external hazards. Floors must support at least 300 pounds per square

foot and must be at or above ground level to assure dry storage. Walls surrounding the record storage

area must be four-hour fire resistant. The records storage facilities must meet all applicable and

current requirements of the National Fire Protection Association, the International Fire Code, as well

as local fire regulations.

7. Pest Control: Proposer must provide proof of semi-annual treatment and/or inspection for rodents

and insects, especially bed bugs.

8. Climate Control: Storage facilities must be climate controlled and have adequate air circulation to

prevent mold infestation. Temperature and humidity should fluctuate as little as possible within the

storage facilities and fall between 65 - 72 degrees Fahrenheit and 40 - 55 percent relative humidity.

The climate control equipment must not be turned off or thermostat settings adjusted during nights,

weekends and holidays.

9. Transportation of Records: For the transfer, the successful Proposer must provide transportation of

storage records to and from the Agencies’ Location as well as the Agencies’ current storage vendor

location. All vehicles used must have the appropriate security features (anti-theft device) and be

secured while at the delivery / pickup site. All vehicles must be equipped with a fire extinguisher.

Drivers must possess valid driver’s licenses. Vehicles and Drivers must be fully insured. The

successful Proposer must provide its own equipment and have adequate staff for transport of the

boxes in and out of the Agencies’ Location and off-site storage facilities.

10. Chain of Custody: A secure chain of custody of records from pick-up to storage to retrieval is

required.

11. Record Delivery: Implementation of a process is required that would enable the Agencies to receive

records during regular business hours. The successful Proposer will be required to deliver, on an "as

641 Lexington Ave, New York, NY 10022 │ 212-688-4000 │ https://hcr.ny.gov

requested" basis by Agency staff, stored Agency records from the successful Proposer’s facilities to

the Agencies’ Location, as specified for each request order by the Agencies. All deliveries shall be

scheduled between 8:30 am and 4:30 pm, Monday through Friday, unless otherwise agreed upon by

the Agencies.

12. Inventory/Tracking of Records: An online listing of stored records available for access and retrieval

is required. The successful Proposer will be required to maintain an accurate, bar-coded, reliable

computer-based inventory and tracking system capable of documenting pickup, delivery, and storage

location of the Agencies’ documents and records (“Records System”). At a minimum, the Record

System must be web-based, with appropriate security, and accessible to at least five Agency users.

The Record System must be able to identify each box by Agency owner (i.e., the Agencies’

unit/department), and for each box, the following indicators are required:

• the on-site location of the successful Proposer’s facilities (including address, floor, aisle and

shelf);

• description of contents in box (i.e., project name, etc.);

• document type(s) in box;

• status of box (checked in/checked out/destroyed); and

• destroy date of box, if applicable.

The data must be importable by Excel or CSV file. The inventory tracking process must include

appropriate transmittal forms, logs and receipts for pickup and delivery of individual boxes /

containers for verification and audit purposes. Upon request by the Agencies, logs and receipts must

be made available to the Agencies. The Record System must allow the Agencies’ users to remotely

view inventory data and to initiate delivery requests via the online Record System. Inventory status

must be updated within 24 hours of activity. The successful Proposer must provide training for the

Agencies’ staff utilizing the Record System. The successful Proposer must provide remote viewing,

user log-ins and training for the Record System at no additional cost.

13. Destruction Services: Destruction services are required at the storage facilities or an offsite

destruction facility. Boxes permanently removed from storage and destroyed must not appear on

subsequent monthly invoices for storage. Requirements to be met include:

• Certified destruction to be performed by either shredding or incineration;

• Successful Proposer must ensure that confidentiality of all destroyed records is maintained

throughout the destruction process;

• Successful Proposer must provide a certificate of destruction to the Agencies for all records

destroyed, listing box number, if applicable, and total quantity destroyed;

641 Lexington Ave, New York, NY 10022 │ 212-688-4000 │ https://hcr.ny.gov

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

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Discretionary Purchase Solicitation for Off-Site Record Storage, Retrieval and Management Services

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