R616--RECORDS STORAGE

Solicitation / RFP / RFQ

This is a presolicitation notice for off-site storage and associated records management services for non-patient administrative paper records from Sterile Processing Services (SPS) and Credentialing and Privileging (C&P) at the Phoenix VA Health Care System (PVAHCS). The VA requires these services due to a lack of appropriate long-term storage, with current records held in a temporary location that does not meet security, environmental, or compliance standards. The goal is to ensure proper safeguarding of sensitive government information.

• Records Pickup and Transportation: Coordinate pickups from designated locations within the VA facility and transport records in secure, climate-controlled vehicles.

• Offsite Storage and Maintenance: Store records in a facility meeting National Archives and Records Administration (NARA) standards, maintaining complete physical and intellectual control. Storage must be environmentally controlled (temperature and humidity) and secured against unauthorized access. All data must be stored within the 50 United States, DC, or US territories.

• Records Management and Disposition: Adhere to Phoenix VA records retention schedules (based on NARA-approved schedules). Obtain written authorization before disposing of any records. Securely destroy temporary records or prepare permanent records for transfer to NARA upon completion of retention periods.

• Access and Retrieval: Provide timely retrieval and delivery of requested records or copies to the VA facility. Manage access rights and support search functions for FOIA, Privacy Act, or litigation holds.

• Product Service Code: R616

• NAICS Code: 493110

• Place of Performance: Department of Veteran Affairs, Carl T. Hayden VA Medical Center, Phoenix VA Healthcare System, 650 E. Indian School Road, Phoenix AZ 85012, USA

• This notice is not a request for proposals. A solicitation will be posted separately on SAM.gov at a later date.

• Response Date/Time/Zone: 03-27-2026 3PM MOUNTAIN TIME, DENVER, USA

• Set-Aside: SDVOSBC (Service-Disabled Veteran-Owned Small Business)

• Additional details, instructions, and requirements will be provided in the official solicitation.

Sources Sought Notice

This is a Sources Sought Announcement for market research to identify potential qualified Small Businesses capable of providing off-site storage and management of physical administrative records for the Phoenix VA Health Care System. The services include secure, climate-controlled offsite storage, retrieval, and disposition of records, specifically for Sterile Processing Services (SPS) and Credentialing and Privileging (C&P) records. The government is prioritizing Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran-Owned Small Businesses (VOSB).

• Secure, climate-controlled off-site storage of non-patient-related administrative records.

• Records pickup and transportation in secure, climate-controlled vehicles.

• Maintenance of records offline, meeting or exceeding NARA standards.

• Physical and intellectual control over stored records, with proper identification and organization.

• Implementation of security measures to prevent unauthorized access, modification, or deletion.

• Compliance with Federal and VA records management laws and regulations, including NARA regulations, Privacy Act, FOIA, and relevant VA Handbooks.

• Records disposition according to Phoenix VA retention schedules and NARA-approved schedules.

• Secure destruction of temporary records or preparation of permanent records for transfer to NARA.

• Timely retrieval and delivery of requested records or copies.

• Management of access rights and facilitation of search and retrieval for agency business, FOIA, Privacy Act requests, or litigation holds.

• This is a Sources Sought Announcement only; it is not a solicitation or request for proposals/quotes.

• The government is not obligated to award a contract.

• Responses must be in writing.

• Required information includes: company name, address, point of contact, phone, fax, email, DUNS number, Cage Code, Tax ID Number.

• A capability statement addressing qualifications and ability to perform the described work is required.

• Priority is to find two or more Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran-Owned Small Businesses (VOSB).

• Solicitation Number: 36C26226Q0432

• Response Date/Time/Zone: 03-16-2026 3PM Mountain Time, Denver, USA

• NAICS Code: 493110

• Product Service Code: R616

• Contracting Office Address: NCO 22 - Gilbert Network Contracting, 335 East Germann Road, Gilbert AZ 85297

• Place of Performance: Carl T. Hayden VA Medical Center, Phoenix VA Healthcare System, 650 E. Indian School Road, Phoenix AZ 85012, USA

Sources Sought Announcement

This is a Sources Sought Announcement for market research purposes only. It is not a solicitation or request for proposals. The Department of Veterans Affairs (VA), Phoenix VA Healthcare System, is seeking information on potential sources for off-site storage and management of physical administrative records (Sterile Processing Services {SPS} and Credentialing and Privileging {C&P}). The primary goal is to identify Service-Disabled Veteran Owned Small Businesses (SDVOSBC) and Veteran Owned Small Businesses (VOSB) capable of providing these services.

• Secure, climate-controlled off-site storage of administrative paper records.

• Records pickup and transportation to the contractor's facility using secure, climate-controlled vehicles.

• Maintenance of records in a facility meeting NARA standards for Federal records storage.

• Physical and intellectual control over stored records, ensuring proper identification and organization.

• Controlled storage environment (temperature, humidity) for long-term preservation.

• Security measures and audit trails to prevent unauthorized access.

• Adherence to records retention schedules provided by the Phoenix VA, based on NARA-approved schedules.

• Secure destruction of temporary records or preparation for transfer of permanent records to NARA.

• Timely retrieval and delivery of requested records or copies.

• Management of access rights and facilitation of searches for agency business, FOIA, Privacy Act requests, or litigation holds.

• The specific contract type, period of performance, and estimated value are not detailed in this announcement.

• Interested SDVOSBC and VOSB concerns must submit a capability statement addressing their qualifications and ability to perform the described work.

• Responses must include: company name, address, point of contact (phone, fax, email), DUNS number, Cage Code, Tax ID Number.

• Documentation of technical expertise must be provided.

• This is for market research; no award will be made based on this announcement.

• Priority is given to identifying two or more Service-Disabled Veteran Owned Small Businesses (SDVOSBC) and Veteran-Owned Small Businesses (VOSB).

• Compliance 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).