20241101 Emergency Purchase Statement v.25.2 Iron Mountain FY25 - Executed.pdf

EMERGENCY PURCHASE STATEMENT

Page 1 of 2State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2

Zip: 19468State:PACity:RoyersfordAddress: 1101 Enterprise Drive

Vendor: Iron Mountain Information Management, LLC

Zip: 60602State: ILCity:ChicagoAddress: 69 W. Washington St. Suite 900

Division: Chairman's OfficeAgency: IL Workers' Compensation Commission

Emergency Purchase Details Reference

#: 25-563WCC-WCC56-B-45384

Emergency Category (select the appropriate option from the drop-down menu below):

To ensure integrity of State records

Reason for selection of this particular vendor:

The IWCC stores its workers' compensation case files with Iron Mountain Information Management, LLC ("Iron Mountain") at its storage facility located at 2211 West Pershing Road, Chicago, IL 60609. Iron Mountain provides document storage, records management, and courier services for approximately 11,000 cubic feet of paper documents. The documents are already in Iron Mountain's possession, and further storage of the documents or removing the documents for transition to another vendor both require a contract with Iron Mountain. The contract is essential to ensure the integrity of IWCC's records.

Description of supplies or services to be provided:

The IWCC administers tens of thousands of workers’ compensation cases each year and does not possess the physical capacity to store all open case files and closed case files (within the statutory retention period) at its main office in the Dunne County Building ("Dunne Building"). The IWCC needs storage space for approximately 11,000 cubic feet of paper documents. These records must be retrievable in a timely manner to satisfy Freedom of Information Act ("FOIA") requests. As such, the storage facility must also provide indexing, retrieval, and couriers to deliver and pickup requested records at the Dunne Building.

Finally, the IWCC requires document destruction and disposal services for those records identified for destruction pursuant to its records retention schedule.

IWCC will proceed under the same terms and conditions of its prior, now-expired contract, with updates to the appropriate clauses and the elimination of Section 3.1.3., which was likely not enforceable at any time.

Emergency procurements shall be made with as much competition as is practicable under the circumstances, and agencies shall utilize best efforts to include contractors certified under the Business Enterprise Program in its emergency procurement process. 30 ILCS 500/20-30(a).

List the actions taken by the agency that constitute its best efforts to include contractors certified under the Business Enterprise Program in this emergency purchase:

IWCC performed research on each of the firms identified in the CEI's BEP directory under the NAICS/NIGP codes on this procurement. Through that research, IWCC determined the listed businesses are not capable of providing the services in the scope of work. None of the BEP vendors operate a storage facility capable of housing 11,000 cubic feet of records, and none of them provide records management services including the transportation and delivery of records in the Chicagoland area. The following are the vendors that were identified:

1. EurekaFacts, LLC is a research company that provides strategy consultancy and call center operations for data analytics.

They are located in Maryland and do not have a physical presence in Illinois and do not own or operate any records storage facilities.

Page 2 of 2State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2

Zip: 19468State:PACity:RoyersfordAddress: 1101 Enterprise Drive

Vendor: Iron Mountain Information Management, LLC

Zip: 60602State: ILCity:ChicagoAddress: 69 W. Washington St. Suite 900

Division: Chairman's OfficeAgency: IL Workers' Compensation Commission

2. ITG Revenue Management Solutions, LLC is a revenue cycle consulting firm that does business process and practice optimization consulting. They are headquartered in Iowa (with a second office in South Carolina) and do not have a physical presence in Illinois and do not own or operate any records storage facilities.

3. Netlogx LLC is a management consulting firm that provides project management services and business process advice. They are located in Indiana and do not have a physical presence in Illinois and do not own or operate any records storage facilities.

4. Prado Consulting Inc. (D/B/A Greenfield Group) is a business and technology consulting firm that assists in process improvement and software/IT selection, also providing project management services. They are local but do not own or operate any records storage facilities.

5. WalkerHealthcareIT (rebranded as WalkerHealthforce IT) is an IT and business process consulting service that provides EHR and ERP advisory as well as IT equipment acquisition and payment solutions to healthcare providers. They are headquartered in Michigan and do not have a physical presence in Illinois and do not own or operate any records storage facilities.

6. Baker Logistics Consulting Services, Inc. is a logistics and business consulting firm. They provide advisory services for selecting logistics partners and planning facility use. They provide project management services and educational seminars for businesses who are seeking to engage a logistics partner who does operate facilities or carriers. They are local but not own or operate any storage facilities.

Is there an existing State contract available for the required supplies or services? Yes No

Expected Start Date: Nov 1, 2024 Estimated End Date*: Jan 29, 2025

Amount of this expenditure is: $21,500 Actual or Estimated*: Estimated *

*Estimated end date and cost will be reported later.

Select the type of funding to be used: Federal Funds State Appropriated Funds State Grant Funds Other

Signature This emergency purchase was made with as much competition as is practicable under the circumstances. Best efforts were utilized to include contractors certified under the Business Enterprise Program in the process.

I am authorized to make this emergency purchase, and I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

Agency Signature: Title: Deputy General Counsel/APO

Printed Name: Cole D. Garrett Date: Nov 1, 2024

State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2 Page of

EMERGENCY PURCHASE STATEMENT

Page of State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2 Emergency Purchase Details Emergency Category (select the appropriate option from the drop-down menu below):

Reason for selection of this particular vendor:

Description of supplies or services to be provided:

Emergency procurements shall be made with as much competition as is practicable under the circumstances, and agencies shall utilize best efforts to include contractors certified under the Business Enterprise Program in its emergency procurement process. 30 ILCS 500/20-30(a).

List the actions taken by the agency that constitute its best efforts to include contractors certified under the Business Enterprise Program in this emergency purchase:

Is there an existing State contract available for the required supplies or services?

If Yes is checked above, explain why the existing contract does not meet the need:

Actual or Estimated*:

*Estimated end date and cost will be reported later.

Select the type of funding to be used:

Signature This emergency purchase was made with as much competition as is practicable under the circumstances. Best efforts were utilized to include contractors certified under the Business Enterprise Program in the process.

I am authorized to make this emergency purchase, and I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

11.0.0.20130303.1.892433.887364

IWCC will proceed under the same terms and conditions of its prior, now-expired contract, with updates to the appropriate clauses and the elimination of Section 3.1.3., which was likely not enforceable at any time.

TextField1: IWCC performed research on each of the firms identified in the CEI's BEP directory under the NAICS/NIGP codes on this procurement. Through that research, IWCC determined the listed businesses are not capable of providing the services in the scope of work. None of the BEP vendors operate a storage facility capable of housing 11,000 cubic feet of records, and none of them provide records management services including the transportation and delivery of records in the Chicagoland area. The following are the vendors that were identified:

1. EurekaFacts, LLC is a research company that provides strategy consultancy and call center operations for data analytics. They are located in Maryland and do not have a physical presence in Illinois and do not own or operate any records storage facilities.

2. ITG Revenue Management Solutions, LLC is a revenue cycle consulting firm that does business process and practice optimization consulting. They are headquartered in Iowa (with a second office in South Carolina) and do not have a physical presence in Illinois and do not own or operate any records storage facilities.

3. Netlogx LLC is a management consulting firm that provides project management services and business process advice. They are located in Indiana and do not have a physical presence in Illinois and do not own or operate any records storage facilities.

4. Prado Consulting Inc. (D/B/A Greenfield Group) is a business and technology consulting firm that assists in process improvement and software/IT selection, also providing project management services. They are local but do not own or operate any records storage facilities.

5. WalkerHealthcareIT (rebranded as WalkerHealthforce IT) is an IT and business process consulting service that provides EHR and ERP advisory as well as IT equipment acquisition and payment solutions to healthcare providers. They are headquartered in Michigan and do not have a physical presence in Illinois and do not own or operate any records storage facilities.

6. Baker Logistics Consulting Services, Inc. is a logistics and business consulting firm. They provide advisory services for selecting logistics partners and planning facility use. They provide project management services and educational seminars for businesses who are seeking to engage a logistics partner who does operate facilities or carriers. They are local but not own or operate any storage facilities.