RECORDS STORAGE
Key Dates
Due Date
-
Posted Date
-
Agency & Value
Agency
FEDERAL PUBLIC DEFENDER,TXW
Contract Value
Not provided
Codes & Classification
Solicitation Number
TXWFPD-AU-2026-1
NAICS
493190 - Other Warehousing and Storage
Classification Code
9999
Additional Details
Documents2
The Office of the Federal Public Defender (FPD), Western District of Texas, is seeking qualified vendors to provide comprehensive off-site records storage and related services for its Austin, Texas offices. This solicitation, identified as TXWFPD-AU-2026-1, is issued as a formal request for quotations (RFQ) and is intended to support the FPD’s mission of providing defense services to indigent clients in federal court by ensuring the secure, reliable, and efficient management of sensitive legal records.
**Purpose and Scope**
The primary objective of this procurement is to secure a vendor capable of furnishing secure, climate-controlled off-site storage for approximately 1,174 standard letter/legal file boxes (1.2 cubic feet each) as of November 2025, with anticipated annual growth of 10-15% (an estimated 100-200 additional boxes per year). The scope of work encompasses not only the physical storage of these records but also the provision of related services such as pickup, delivery, inventory management, and transition support should a move from an existing vendor be required.
**Key Requirements and Deliverables**
The selected contractor will be responsible for:
- **Secure Off-Site Storage:** Providing a facility within the continental United States that meets stringent security and environmental standards, including compliance with National Fire Protection Association and International Fire Code requirements. The facility must be equipped with fire detection and suppression systems, intrusion alarms monitored 24/7, and must not house hazardous materials or be located in flood-prone areas. Regular pest control and disaster recovery planning are also required.
- **Pickup and Delivery Services:** Responding to authorized FPD staff requests for pickup and delivery of records during normal business hours (8:00 A.M. to 5:00 P.M., Monday through Friday, excluding federal holidays). Standard delivery orders placed before 3:00 P.M. CST must be fulfilled within two business days at no additional cost, while rush deliveries must be completed within two hours, with any associated fees clearly delineated in the proposal. There is no minimum box requirement for pickups, which must be available at least quarterly.
- **Transition Services:** Assuming full responsibility for the transfer of all FPD records from the current storage provider, including barcoding, labeling, data entry, and inventory. The vendor must replace any boxes damaged during transfer at their own expense and provide a detailed inventory report upon completion.
- **Inventory Tracking:** Maintaining a secure, web-enabled, bar-coded inventory system accessible to FPD users, with real-time updates (within 24 hours of activity) and comprehensive tracking of box status, location, and history. The system must support audit and verification through logs and receipts.
- **Reporting:** Providing detailed reports upon request, with any associated costs specified in the proposal.
- **Account Management and Invoicing:** Designating a primary and backup account representative for responsive service, and submitting detailed monthly or quarterly invoices that itemize all storage and activity costs.
- **Transportation:** Utilizing vehicles equipped with appropriate security features and fire extinguishers for the transport of records.
- **Confidentiality:** Ensuring that vendor personnel do not access the contents of FPD records, which must remain closed during storage and transport.
**Contracting Entity and Location**
The contracting entity is the Office of the Federal Public Defender, Western District of Texas, a federal office with primary locations at 504 Lavaca St., Ste. 960, and 919 Congress Ave., Suite 950, Austin, TX 78701. The main administrative office is located at 300 Convent St., Suite 2300, San Antonio, TX 78205.
**Classification and Contact Information**
- **NAICS Code:** 493190 (Other Warehousing and Storage)
- **Product Service Code:** 9999
- **Place of Performance:** Austin, Texas, United States
Primary and secondary points of contact for this solicitation are:
- **Shannon Tallent, Contracting Officer**
- Email: [email protected]
- Phone: (210) 981-2079
- **Angela Kessel, Contracting Officer**
- Email: [email protected]
- Phone: (210) 981-2085
**Procurement Type and Special Considerations**
This is a solicitation for quotations, with award anticipated to the lowest-priced, technically acceptable offeror. The contract is expected to be awarded by December 12, 2025, with any required transition of records to occur between January 20 and January 30, 2026. The contract will include a base year plus four option years, with pricing to be provided for the entire period. Offerors must submit a certificate of insurance and ensure their proposal is sufficiently detailed to allow for thorough evaluation.
As a federal law office, the FPD places a premium on confidentiality, security, and reliability. Vendors must demonstrate the ability to meet these standards and provide evidence of past performance and compliance with all stated requirements.
**Summary**
This opportunity is well-suited for contractors with proven experience in secure records storage, robust inventory management systems, and the capacity to support the specialized needs of a federal legal office. The contract will require ongoing compliance with federal standards, responsive customer service, and the ability to accommodate growth in storage needs over time. Interested vendors should carefully review the statement of work and ensure their proposals address all technical and operational requirements as outlined in the solicitation.