Alex:

First thing I would do, and I have experience managing a large (100,000+
box, coast-to-coast) contract with a storage vendor in a previous situation,
is to look at you contract with your current vendor.  It should specify what
you would be liable for in each instance.  You are probably familiar with
situations such as monthly storage fees, retrievals, refiles and
transportation.

There hopefully should be a section for special charges, such as palleting
(staging) for large shipments, "Permanent Withdrawal" (aka hostage fees -
also might include data charges for deleting boxes from the database) and
anything else they might come up with.  Add up the number of boxes in
storage there and go from that point

As for the new vendor, look carefully at any RFP or contract, for account
setup fees, data/box entry fees, pick up/shipping and the like.  Between
those you should be able to get a very good idea of what procurement is
interested in.

Do your homework and there should be no surprised.  On the other hand, if
there are activities you would expect as part of the process and there is
not a corresponding charge in the contract, agreement, addendum, rider, etc.
That is where the surprises could pop up.  Ask specific questions of the
vendors and do not agree to anything without answers to your questions.

Good Luck!

Tod Chernikoff, CRM, CIP
Silver Spring MD
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www.twitter.com/tchernik

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