High Density Filing Equipment Parent

Location:	Pennsylvania
Posted:	Apr 30, 2026
Due:	Jun 4, 2026
Agency:	State Government of Pennsylvania
Type of Government:	State & Local
Category:	71 - Furniture
Solicitation No:	6100065712
Publication URL:	To access bid details, please log in.

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Statement of Work

Invitation For Bid for

High Density Filing Equipment Contract

COMMONWEALTH OF PENNSYLVANIA

DEPARTMENT OF GENERAL SERVICES

BUREAU OF PROCUREMENT

Arsenal Building

1800 Herr Street, 2nd Fl

Harrisburg, PA 17103

IFB NUMBER 6100065712

DATE OF ISSUANCE 05/01/2026

1. PURPOSE:

This Invitation for Bid (IFB) will result in contracts that will cover the requirements for the

Commonwealth of Pennsylvania agencies regarding the supply of High-Density Filing Equipment. This

IFB and resulting contracts will be CoStars eligible.

A. High Density Filing Equipment includes these major product categories only:

Compact Mobile Shelving System - Electric

Compact Mobile Shelving System - Manual

Compact Mobile Shelving System – Mechanical

Lateral Mobile Shelving System

Mobilize Pallet Rack

Open Filing Shelving System

Specialized and Odd Sized Filing

Vertical Carousels

Vertical Lift Modules (Industrial Setting)

High Density Filing Equipment shall be defined as mobile aisle systems, rack sliding systems, high

density storage filing, and specialized and odd sized filing cabinets. It includes, but is not limited to,

Compact Mobile Shelving, Lateral Mobile Shelving, Vertical Carousels, Rotary Files, Open Filing

Shelving, Odd Sized Filing Cabinets.

Freestanding lateral and vertical file cabinets (i.e. standard sizes, modular office, stackable, etc.),

filing supplies, freestanding standard storage units, and mailroom equipment are specifically excluded

from this contract. These items are available on the Furniture Contract, Office Supplies Contract, or

Mailroom Equipment Contract as applicable.

Products shall meet American National Standards Institute (ANSI) and Business and Institutional

Furniture Manufacturer’s Association (BIFMA) durability standards for commercial use. Preference

for specification-grade systems suitable for high-traffic institutional environments.

Defintions High Density Filing Equipment examples for the purpose of this contract will be defined as

follows:

• Compact Mobile Shelving System - Electric – Designed to maximize storage capacity

while optimizing floor space. It features:

1. Movable Carriages: Allows for easy movement of shelving units, eliminating the need

for fixed aisles.

2. Electric Drive: Operates with a motorized drive system, enabling the movement of

multiple rows of shelving simultaneously.

3. Customizable Options: Can be tailored to specific storage needs, including the addition

of accessories like pull-out referencing shelves and dividers.

4. Safety Features: Incorporates advanced safety mechanisms to ensure secure storage of

valuable items.

This system is ideal for various applications, including offices, warehouses, and industrial

settings, providing a cost-effective solution for efficient storage management.

• Compact Mobile Shelving System - Manual – Storage solution designed to maximize floor

space efficiency while providing organized storage for various items. These systems

typically feature:

1. Movable Carriages: Allows for easy movement of shelving units, eliminating the need

for fixed aisles.

2. Electric Drive: Operates with a motorized drive system, enabling the movement of

multiple rows of shelving simultaneously.

3. Customizable Options: Can be tailored to specific storage needs, including the addition

of accessories like pull-out referencing shelves and dividers.

4. Safety Features: Incorporates advanced safety mechanisms to ensure secure storage of

valuable items.

This system is ideal for various applications, including offices, warehouses, and industrial

settings, providing a cost-effective solution for efficient storage management.

• Compact Mobile Shelving System – Mechanical – Storage solution designed to maximize

floor space by eliminating fixed aiseles. It consists of shelving units mounted on tracks,

allowing them to slide laterally or move mechanically to open only one aisle at a time. This

system enhances organization and accessiblity, increasing storage capacity by up to 80%

compared to satic shevling. Mechanical-assist systems can be operated with minimal effort,

making it easier to move heavy units and improve overall efficiency in stoage environments.

• Lateral Mobile Shelving System – Storage solution that consists of a back row of stationary

shevling placed alongside a wall, with additional movable shevling units that can be pushed

and slid in front of the stationary units. This system allows for efficient space optimization,

enabling easy access to stored items without the need to open aisles. It is ideal for high-

density stoarge needs, making it suitable for offices, archives, and other environments where

space is limited by storage capacity is crucial.

• Mobilized Filing Rack – Combines shelving or racking units with mobile carriages, allowing

for efficient storage and easy access to items. It elminated the need for fixed aisles,

maximizing space utilitzation and improving accessbility. The system can be moved laterally

along rails, providng a single aisle that can be opened. The innovative solution is ideal for

warehouses, libraries, and other storage facilities where space optmiation is crucial.

• Vertical Carousels – Automated storage and retrieval system that uses rotating trays to store

inventory on a vertical axis, similar to a Ferris wheel. The system maximizes vertical space

by allowing items to be stored and retrieved at ergonomic heights, significantly improving

efficiency in warehouse operations. Vertical carousels, can be designed to utilized unused

overhead space, allowing for more compact footprint while increasing storage capacity. They

are particulary useful in environments where space is limited, such as hospitals or small

warehouses, as they can double the storage capacity of traditional shelving systems and

enhance workplace ergonomics by reducing the need for walking aisles.

• Verticle Life Modules – Automated storage and retrieval system designed to maximize

vertical warehouse space. It consists of two parallel columns of trays that move vertically to

deliver items to an access point, allowing for efficient space utlilization and improved

inventory management. VLMs automate the handling of materials, enhancing productivity

and reducing the risk of errors assocated with manual handling.

• Open Filing Shelving System – Designed to organize and hold large amounts of file folders

efficiently. These systems allow for easy, frequent access to files, making them ideal for use

in healthcare and office settings. They typically feature horizontal stoarage of files, which

helps maximize space utilization and improve productivity.

• Specialized and Odd Sized Filing – Context of filing can rfer to specific catgories of types

of records.

1. Specialized Filing: This term may refer to records that are categorized based on their

subject matter or purpose, such as specialized records in a particular field or

organization.

2. Odd Sized Filing: This term can refer to records that are not standard in size or format,

often used in the context of filing systems that require specific dimensions or formats

for documents.

3. METHOD OF AWARD – Single Award (Per Manufacturer Line):

Award will be made to the responsive and responsible bidders offering the greatest discount from the

referenced price list. Discount(s) will be taken from the best price column. Only one award will be made

for each particular manufacturer's list of items. Bidders who are not manufacturers must submit a letter

from the manufacturer stating that the bidder is an authorized dealer in Pennsylvania for the manufacturer.

The awarded bidder percentage discounts and any additional related services rates shall remain firm for the

entire contract period (the initial year plus any, and all renewal periods).

4. CONTRACT TERM AND RENEWALS:

The initial term of the Contract shall be 02 year(s) and 00 month(s).

The term of the Contract shall commence on the Effective Date (as defined below) and shall end on the

Expiration Date identified in the Contract, subject to the other provisions of the Contract.

The Effective Date shall be: a) the Effective Date printed on the Contract after the Contract has been fully

executed by the Commonwealth (signed and approved as required by the Commonwealth contracting

procedures) or b) the "Valid from" date printed on the Contract, whichever is later.

5. BIDDER REQUIREMENTS:

A. All bidders must be able to provide service to the entire Commonwealth of Pennsylvania.

B. The bidder is permitted to charge for the installation of new High Density Filing Equipment

purchased under this contract. Installation rates shall be determined based on the pricing submitted by

the bidder under the Additional Services Tab of the Cost Submittal. The bidder may also charge

installation on Commonwealth owned equipment as defined under Addition Services.

Installation is limited to unpacking, assembling, and setting the equipment in its final location and

attaching it to other equipment, pre-existing electrical outlets, pre-existing fuel source connections,

pre-existing ventilation ducts, and pre-existing plumbing connections that are outside of the walls.

Under no circumstances shall the bidder do any additional electrical, HVAC or plumbing work as part

of the installation.

C. The OEM and/or Dealer shall be the Contractor of Record and shall be solely responsible for all

contractual performance including but not limited to reporting, warranty support, and invoicing.

D. All bidders shall provide referenced Original Equipment Manufacturer (OEM)’s price list(s) via a

web link and attach it to the bid within the Cost Submittal Workbook under tab 2. High Density Cost

Submittal Tab.

E. All bidders should provide a web link that will allow all ordering agencies to view and inspect the

OEM’s equipment standard specifications to provide the ordering agency with adequate data

necessary to make a proper selection of a unit to meet their requirements.

If web link cannot be provided a current catalog must be submitted at time of bid for the sole purpose

of providing a reference to the various items on the price list and the manufacturer’s price for each

item.

F. All bidders must provide a web link referencing current catalog pricing. If a web link cannot be

provided, a current price sheet must be submitted at the time of bid.

G. The bidder shall provide the Commodity Specialist with quarterly reports on any P-Card purchases

made by any agency. All reports shall be submitted via email by the end of each quarter.

6. ELIGIBILITY:

The OEM and/or the Dealer shall be the Contractor of Record and shall be solely responsible for all

contractual performance including but not limited to reporting, warranty support, and invoicing. This

means that the Contractor of Record is the primary legally recognized party responsible for fulfilling all

the terms and conditions of the contract.

The two (2) possible scenarios for any given OEM’s product lines will be as follows:

• The OEM will be submitting a bid directly:

Contract Awardees (the OEM) may utilize its authorized dealer/reseller network to market the

contract. All purchase orders shall be written and addressed to the OEM’s single designated

addressee. All invoices and payments shall be transacted exclusively through OEM’s designated

point of contact for this contract.

For the avoidance of doubt, a dealer shall not be considered an acceptable point of contact. The

authorized point of contact for purposes of this Contract must be an affiliate of the OEM.

Any business arrangement between the OEM and any of their authorized dealers/resellers is of

minor concern to the Commonwealth, as the ultimate responsibility for contract performance will

remain with the contractor of record (the OEM in this case).

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

Department Information
Department/Agency:	All Using Agencies	Delivery Location:	Statewide
County:	Statewide	Duration:	05/01/2027 through 04/30/2032

Contact Information
First Name:	Char	Last Name:	Riley
Phone Number: (XXX-XXX-XXXX)	717-346-4868	Email:	Chariley@pa.gov

Solicitation Information
Bids must be received by the purchasing agency on the Solicitation Due Date no later than the Solicitation Due Time as set forth in the solicitation. Any conflict between the dates and/or times contained in the solicitation itself or its attachments and this advertisement shall be resolved in favor of the solicitation.
Solicitation Start Date:	05/01/26
Solicitation Due Date:	06/04/26	Solicitation Due Time:	1:30 PM
Solicitation Opening Date:	06/04/26	Solicitation Opening Time:	1:31 PM
Opening Location:	Electronic Bid
No. of Addendums:	0

Amended Date:	04/30/26