City of Bartow, FL Offsite Records Storage Services - RFP 26-07 (2026)
City of BartowCity · Bartow, FL- Due
- Jan 28, 2026
- Deadline passed
- Posted
- Dec 19, 2025
- Contract term
- 1 year
- Primary contact
- Adaira Morales
- (863) 534-0140
The 30-second brief
The City of Bartow is seeking proposals from qualified firms to provide professional offsite records storage and scanning services, including secure temperature-controlled storage, transportation, indexing, conversion, certified destruction of records, and scan on-demand services. The current inventory consists of approximately 2,000 cubic feet of documents in standard letter-size (1.5 cubic ft), legal-file (2.0 cubic ft), and larger container boxes (~6.0 cubic ft). Services must comply with Florida Statutes Chapter 119 and Rule 1B-26.003, Florida Administrative Code. Vendors must provide storage facilities located in the Polk County, Florida area and manage the transition and transfer of records from the current facility in Apopka. The submission deadline is January 28, 2026. Evaluation criteria include organizational resources, experience and expertise, approach to project, W/MBE and veteran utilization, local firm utilization, performance surveys, and cost.
Organization Resources (15), Experience & Expertise (30), Approach to Project (25), W/MBE (5), Local (5), Performance Surveys (10), Cost (10)
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Summary
The City of Bartow is seeking proposals from qualified firms to provide professional offsite records storage and scanning services, including secure temperature-controlled storage, transportation, indexing, conversion, certified destruction of records, and scan on-demand services.
The current inventory consists of approximately 2,000 cubic feet of documents in standard letter-size (1.5 cubic ft), legal-file (2.0 cubic ft), and larger container boxes (~6.0 cubic ft). Services must comply with Florida Statutes Chapter 119 and Rule 1B-26.003, Florida Administrative Code. Vendors must provide storage facilities located in the Polk County, Florida area and manage the transition and transfer of records from the current facility in Apopka. The submission deadline is January 28, 2026. Evaluation criteria include organizational resources, experience and expertise, approach to project, W/MBE and veteran utilization, local firm utilization, performance surveys, and cost.
EVALUATION CRITERIA
REQUIRED ATTACHMENTS
16- Addendum Page
- Bidder Incorporation Information
- Proposer's Certification Form
- Drug Free Workplace Form
- Exhibit "A": Certifications Regarding Debarment
- Suspension
- Proposed Debarment
- Other Responsibility Matters
- Exhibit "B": Appendix A
- 44 C.F.R. Part 18 – Certification Regarding Lobbying
- Affidavit Certification of Immigration Laws
- Employment Eligibility Verification (E-Verify) Certification
- Sworn Statement on Public Entity Crimes
- Non-Collusive Affidavit
- Certification Regarding Scrutinized Companies List
- Affidavit Regarding the Use of Coercion for Labor or Services
- Submit to
- https://procurement.opengov.com/portal/bartowfl
- Duration
- 60 months
- Scope location
- Bartow, FL
- Projected sq ft
- 2,000 sq ft
Questions about this RFP
How do I respond to this RFP from City of Bartow?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is January 28, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://procurement.opengov.com/portal/bartowfl. For questions, contact Adaira Morales.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Bartow in FL, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Adaira Morales at (863) 534-0140. Questions and answers are typically shared with all prospective bidders.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Organization Resources (15), Experience & Expertise (30), Approach to Project (25), W/MBE (5), Local (5), Performance Surveys (10), Cost (10)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Bartow?
All active and historical solicitations from City of Bartow are tracked and searchable. As a city agency, City of Bartow regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Addendum Page, Bidder Incorporation Information, Proposer's Certification Form, Drug Free Workplace Form, Exhibit "A": Certifications Regarding Debarment, Suspension, Proposed Debarment, And Other Res. Review the full document from City of Bartow for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Bartow, FL. The total projected area is 2000 sq ft. Review the full solicitation for detailed scope requirements.