A21_MISC_(NOI_to_Sole_Source_FINAL)_1.docx

United States Department of the Interior

INTERIOR BUSINESS CENTER

Washington, DC 20240

Notice of Intent to Sole Source Agency Contact Information:

U.S. Department of the Interior (DOI), Interior Business Center (IBC), Acquisition Services Directorate (AQD), 381 Elden Street, Suite 2000A, Herndon, VA 20170:

· Mike McGuire, MIKE_MCGUIRE@IBC.DOI.GOV

· Jacqueline Hernandez, jacqueline_hernandez@ibc.doi.gov

Proposed Action:

The Government intends to award a sole source, firm-fixed-price (FFP) Purchase Order to Iron Mountain Management LLC for Physical Records Storage Services. This non-competitive action is being issued by the Department of the Interior (DOI), Interior Business Center (IBC), Acquisition Services Directorate (AQD), on behalf of The Peace Corps' Office of the Chief Information Officer (OCIO).

Description of Requirement:

The contractor shall furnish all labor, materials, equipment, transportation, supplies, and supervision necessary to store, maintain, and retrieve approximately 6,300 boxes at 1.2 cubic feet per box for a total of 7560 cubic feet of storage space for Peace Corps headquarters, and overseas posts; documentation conversion and services; and professional scanning services.

Pursuant to the National Archives and Records Administration (NARA) guidelines, the Peace Corps must retain official records in accordance with established legal retention schedules. Records that are no longer active but remain under retention requirements must be housed in cost-effective, off-site facilities that meet Federal security and preservation standards. Off-site storage ensures the integrity, confidentiality, and accessibility of agency records while reducing overall operational costs.

General Requirements:

1. Physical Storage Facility The Contractor shall:

a. Store records in a NARA-certified facility (36 CFR 1234) located within a 50-mile radius from the PEACE CORPS Headquarters, located at 1275 First Street, NE, Washington, DC 20526, to facilitate transportation of records that cannot be e-mailed or faxed; such as paper records or imaging files and medical imaging files in response to records requests, particularly the medical files of Returned Peace Corps Volunteers (RPCV). The Peace Corps receives up to 100-200 requests a year for medical records for RPCV, including emergency requests that require expedited retrieval.

b. Be operational Monday through Friday, between the hours of 8:00 a.m. to 5:00 p.m. Washington, DC local time.

c. Provide an on-site reference room. The On-site reference room shall be private and provide a normal office environment, including telephone, facsimile.

d. Ensure that only examiners and Peace Corps personnel evidencing prior written authorization from the Peace Corps Agency Records Officer, or authorized designee, shall be granted access to Peace Corps’ records and use of the Contractor’s onsite reference rooms.

2. Retrieval and Refiles

a. For Emergency reference requests for records only, Contractor is required to locate and package files/boxes within a 2-hour turnaround from receipt of the request. Peace Corps agrees to pick up or arrange for pick-up of records from the Contractor when requested within the 2-hour emergency time constraint.

b. For Rush reference requests, Contractor is required to retrieve, package and make available files within a 4-hour turnaround from receipt of the reference request (or next business day if received after noon). Peace Corps agrees to pick up or arrange for pick-up of records from the Contractor when requested within the 4-hour rush time constraint.

c. Upon receipt of routine reference requests, the Contractor will attempt to fulfill the reference request. The Contractor will notify the requestor (Records Liaison) of attempts or success to fulfill request with availability details through the customer portal.

d. For routine requests for records, Contractor is required to retrieve, package and make available files/boxes within three business days.

e. The Contractor must be able to receive and process file or box requests through the customer portal, in addition to the Contractor’s phone, email, or fax.

f. File level retrievals must be packaged in an opaque container to prevent spillage or potential inadvertent disclosure.

g. Contractor is required to provide the capability to retrieve and scan/image a file request for electronic delivery to authorized PEACE CORPS personnel. Contractor must have the ability to deliver encrypted files electronically, if required by Peace Corps. The Contractor will provide separate pricing for Image on Demand services.

h. Contractor is required to perform, capture and document chain of custody controls throughout the retrieval and refile process.

i. Contractor is required to provide interfiling services for any loose papers or sheets that need to be placed inside existing files/boxes stored at Contractor facility.

3. Transportation

a. The Contractor shall utilize vehicles suitable for the transportation of records. Vehicles shall have appropriate security features (e.g., anti-theft devices) and shall remain secured while at PEACE CORPS facilities or unattended during transport.

b. The vehicles shall be equipped with fire suppression capabilities. All contractor vehicles utilized in this contract shall be insured and maintain current state vehicle registration. It is the Contractor's responsibility to ensure that all vehicle operators possess a valid State Driver's license with any necessary endorsements for operating the Contractor’s vehicles as well as ensuring drivers have undergone appropriate background investigations. The Contractor and the Contractor’s employees shall use no personal vehicles in the performance of this contract.

c. Transportation of PEACE CORPS records shall be tracked and traceable at all times (point-to-point tracking and verification) in the Contractor’s records management system to permit retrieval of individual document files between staging, relocating, and storing of inventory.

d. The Contractor shall replace any boxes damaged prior to being retrieved from Contractor’s storage location, with appropriate replacement labeling, before delivery to PEACE CORPS locations.

4. Disposition

a. The Peace Corps will provide the Contractor with approval of disposition for records stored with the Contractor either for destruction, donation, or transfer to the National Archives and Records Administration for permanent custody

b. Contractor is required to have the capability to remove and destroy files/boxes stored in contractor’s facility as records meet retention requirements.

c. Contractor system and customer interface portal shall provide the necessary controls to enable only authorized users who are permitted by the PEACE CORPS to destroy records.

d. Following destruction, the Contractor shall provide a certificate of destruction.

e. Following transfer to the National Archives and Records Administration (or an approved donation), the Contractor shall provide the Peace Corps with written documentation such as a signed receipt that delivery took place.

f. Destruction shall be sufficient to render the original source material incapable of reconstruction or use for identification of personal information or sensitive information, as per NARA requirements (36 CFR 1226.24), currently as follows:

(a) Sale or salvage of unrestricted records—

(1) Paper records. Paper records to be destroyed normally must be sold as wastepaper, or otherwise salvaged. All sales must follow the established procedures for the sale of surplus personal property. (See 41 CFR part 101—45, Sale, Abandonment, or Destruction of Personal Property.) The contract for sale must prohibit the resale of all records for use as records or documents.

(2) Records on electronic and other media. Records other than paper records (audio, visual, and electronic records on physical media data tapes, disks, and diskettes) may be salvaged and sold in the same manner and under the same conditions as paper records.

(b) Destruction of unrestricted records. Unrestricted records that agencies cannot sell or otherwise salvage must be destroyed by burning, pulping, shredding, macerating, or other suitable means authorized by implementing regulations issued under E.O. 12958, as amended or its successor.

(c) Destruction of classified or otherwise restricted records. If the records are restricted because they are national security classified or exempted from disclosure by statute, including the Privacy Act, or regulation:

(1) Paper records. For paper records, the agency or its wastepaper contractor must definitively destroy the information contained in the records by one of the means specified in paragraph (b) of this section and their destruction must be witnessed either by a Federal employee or, if authorized by the agency, by a contractor employee.

(2) Electronic records. Electronic records scheduled for destruction must be disposed of in a manner that ensures protection of any sensitive, proprietary, or national security information. Magnetic recording media previously used for electronic records containing sensitive, proprietary, or national security information must not be reused if the previously recorded information can be compromised in any way by reuse of the media.

g. The Contractor must be certified, bonded and insured according to National Association for Information Destruction (NAID).

h. Contractor must maintain a complete and auditable chain of custody of records being removed from Contractor’s storage location(s) to the destruction facility, if destroyed off-site.

5. Reports

a. Contractor shall provide to the Contracting Officer’s Representative (COR) or his or her designee reports on demand via the customer portal or ad hoc when requested, on inventories, accessions, legal holds, disposals, permanent withdrawals, retrievals, refiles, and overdue retrievals. Reports listed below are subject to content and format approved by the COR.

b. The reports identified below are considered operational in nature and shall be made available on demand or ad hoc. Report capability shall not be separately priced but included in the price of storage Contract Line-Item Numbers (CLINs). Timely and accurate reporting is considered very important to the PEACE CORPS:

i. Master Inventory Report. This report lists all records stored in Contractor’s Records Center as of the date of the report. Data shall include the Contractor barcode number Contractor barcode numbers affixed to the box and the PEACE CORPS file identifier residing in each box.

ii. New Box Acknowledgement Report. This report is an acknowledgement by the Contractor that specific boxes have been received through the receiving and entry process by the Contractor and have been recorded in the Contractor database. The report will list each box with its volume expressed in cubic feet, the PEACE CORPS’s identifying number, and Contractor barcode number.

iii. Reference Request Report. This report lists all files/boxes requested back by the Peace Corps for reference; person and/or office requesting records back; dates sent to Peace Corps; dates records returned to Contractor.

iv. Refile File/Box Acknowledgement Report. This report is an acknowledgement by the Contractor that specific boxes have been received through the refile process by the Contractor and have been recorded in the Contractor database. The report will list each file and/or box with its volume expressed in cubic feet, the PEACE CORPS’s identifying number, and Contractor barcode number.

v. Delivery Report. This report lists boxes/files that have not been delivered by the Contractor within the time required under the contract.

vi. Disposal Report. This report lists all files/boxes destroyed by the Contractor during a set time period.

vii. Permanent Withdrawal Report. This report lists all boxes permanently withdrawn by the PEACE CORPS from Contractor’s Records Center during a requested time period.

viii. Invoice Summary Report. This monthly report summarizes the invoice amount billed to the PEACE CORPS. The report shall include itemized listing of storage, retrievals, refiles, deliveries, and destruction costs.

ix. Invoice Payment History Report. This report consists of contract to date accounting payment history listing all invoice amounts credited to Contractor and those that are still pending.

6. Support Training and Services

a. The system will have instructions or training for all levels of users for the customer portal (such as instructional videos, sheets or help buttons).

b. The contractor shall provide support services on technical/troubleshooting issues for all users from 9:00am to 5:00pm Washington DC local time Monday through Friday.

· Period of Performance: The base period of performance is 12-months from the date of award with four (4) 12-month option years.

· NAICS: 493110 “General Warehousing and Storage”

· PSC: R616 “Support – Administrative: Physical Records Management Services”

Response Information:

This synopsis is issued in accordance with Federal Acquisition Regulation (FAR) Part 5.203 and FAR Part 13 in response to the requirement for 15-day notification. Given the Physical Records Storage Services being sought is a commercial service, the response time is shortened to less 15-days, as allowed under FAR 5.203. This notice advises the Government intends to solicit and negotiate a sole source, Firm-Fixed-Price (FFP), Purchase Order to only one source, Iron Mountain Management LLC, under the authority of FAR 13. Interested parties may identify their interest and capabilities regarding this requirement by submitting a capabilities statement by the date specified herein.

The Government will consider all capabilities statements received by 12:00 P.M. Eastern Time, October 06, 2025.

This notice of intent is not a request for competitive proposals/offers/quotes and no solicitation will be made available. Sources interested in responding to this notice are required to submit a capability statement that includes information in sufficient detail and with convincing evidence that clearly demonstrates the capability to provide the required Physical Records Storage Services. Capability statements should not exceed 25 pages using font size no smaller than 12-point.

All capability statements received by the due date of this notice will be considered by the Government. A determination by the Government not to compete based on the responses to this notice is solely within the discretion of the Government. Please be advised that this announcement may constitute the only notice that will be posted for this acquisition, based on any responses to this notice. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement or to proceed with a sole source purchase order. The Government will not pay for information submitted.

~END OF SPECIAL NOTICE ~

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