R616--RECORDS STORAGE
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA), specifically the Phoenix VA Health Care System, has issued a Sources Sought announcement for market research to identify qualified Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small Businesses (VOSB). The purpose is to find vendors capable of providing off-site storage and management of physical administrative records. Responses are due by March 16, 2026.
Scope of Work
The Phoenix VA requires secure, climate-controlled off-site storage for non-patient-related administrative records from Sterile Processing Services (SPS) and Credentialing and Privileging (C&P). The current temporary storage does not meet required security, compliance, and environmental standards.
Key services include:
- Records Pickup and Transportation: Coordinate pickup from Phoenix VA, secure and climate-controlled transport to the contractor's facility.
- Offsite Storage and Maintenance: Secure storage in a NARA-compliant facility within the 50 states, D.C., or U.S. territories. Maintain physical and intellectual control, ensure proper identification, organization, and association with records schedules. Control storage environment (temperature, humidity) for preservation. Implement security measures and audit trails.
- Records Management and Disposition: Adhere to Phoenix VA records retention schedules (NARA-approved). No disposition without explicit written authorization. Securely destroy temporary records or prepare permanent records for NARA transfer.
- Access and Retrieval: Timely retrieval and delivery of requested records/copies. Manage access rights and facilitate searches for agency business, FOIA, Privacy Act requests, or litigation holds.
Applicable Regulations
Contractors must comply with Federal and VA records management laws and regulations, including the Federal Records Act, NARA regulations (36 CFR Chapter XII Subchapter B), Privacy Act of 1974, VA Handbook 6500.6 (Appendices B & C), Freedom of Information Act (FOIA), VA Directive 6300, VA Handbook 6300.1, VA Handbook 6300.3, and General Records Schedules (GRS).
Submission Requirements & Timeline
This is a Sources Sought for market research only; it is not a solicitation.
- Set-Aside: Priority for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small Businesses (VOSB).
- Response Due: March 16, 2026, by 21:00 UTC.
- Published: March 2, 2026.
- Submission Content: Company name, address, point of contact (phone, fax, email), DUNS number, CAGE Code, Tax ID Number, and a capability statement detailing qualifications and ability to perform. Documentation of technical expertise is required.
Additional Notes
This announcement does not obligate the Government to award a contract. Responses will inform acquisition decisions and identify qualified small businesses.