How to bid on the Records Remediation Project for NYC Buildings

What NYC Buildings is buying

The NYC Department of Buildings needs a vendor to handle a large-scale records remediation project. This involves cleaning, disposing of, indexing, restoring, and transporting a minimum of 10,000 cubic feet of various records. This is an opportunity for businesses specializing in document management, archival services, or environmental remediation with a focus on records.

Key dates and deadlines

This Invitation for Bid (IFB) was published on July 28, 2026. The deadline for submitting bids is August 25, 2026, at 1:00 PM ET. All bids must be submitted through the NYC PASSPort system.

An optional virtual pre-bid conference is scheduled for August 4, 2026, at 3:00 PM. While attendance is not mandatory, prospective vendors are strongly encouraged to participate. The bid opening will take place on August 25, 2026, at 2:00 PM, accessible via a Microsoft Teams call.

Who this opportunity suits

This project is suitable for firms with expertise in records management, document restoration, secure disposal, and large-scale logistics. Companies with experience in environmental services related to document handling or archival services would be a good fit. The project also includes participation goals for Minority- and Women-Owned Business Enterprises (M/WBE), making it relevant for certified M/WBE firms or those looking to partner with them.

How to respond

To access the solicitation, you should visit the NYC City Record Online. The full notice will provide the EPIN (81026B0003), details for the pre-bid conference, and instructions on how to obtain the necessary documents. Any questions should be directed to the agency contact listed in the notice.

All bids must be submitted electronically through the NYC PASSPort online procurement portal. If you do not already have one, you will need to create an account within the PASSPort system to submit your response before the August 25, 2026 deadline.

Tips for a competitive response

Carefully review all solicitation documents to understand the full scope of work, including specific requirements for cleaning, indexing, restoration, and transport. Pay close attention to the minimum volume of records (10,000 cubic feet) and ensure your proposed solution can meet or exceed this capacity.

Address the M/WBE participation goals clearly in your bid. If you are an M/WBE firm, highlight your certification. If not, outline your plan for engaging M/WBE subcontractors or partners. Ensure your pricing is competitive and reflects a thorough understanding of all labor, materials, and logistical costs involved in such a comprehensive records remediation project.