LSJ.pdf

media including microfiche, microfilm, compact disks (CDs), 3½� Floppy Disks, Digital Versatile Discs (DVDs), Universal Serial Bus (USB) Drives, Hard Drives, and X-Rays.

The period of performance for this requirement shall be from the date of award, for a one (1) 12-month base period, and four (4) consecutive 12-month option periods. The total estimated value of the proposed action is $14,213,345.98, to include all options.

(4) Identify the Authority and Supporting Rationale (see below and if applicable, describe the proposed contractor�s unique qualifications to provide the required supply or service.

FAR 8.405-6(a)(1)(A): An urgent and compelling need exists and following the ordering procedures would result in unacceptable delays:

FAR 8.405-6(a)(1)(B): Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized.

FAR 8.405-6(a)(1)(C): In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order must not have been previously issued under sole source or limited source procedures.

The new work is a logical follow-on to task order 36C10D21F0004 where all awardees were given a fair opportunity to be considered. Iron Mountain is the incumbent of one of the RMS task orders and has supported the VBA mission since 2012 in storing and managing a large volume of records.

As the incumbent contractor, Iron Mountain is in the best position to continue to retain the records stored within their NARA-Compliant facilities due to their extensive knowledge and familiarity with VBA�s processes and project expectations.

As of August 2025, Iron Mountain stores 1,099,312 cubic feet of VBA records in five (5) NARA-compliant facilities. Iron Mountain has further been entrusted with the weekly retrieval of ~2,000 boxes and transport of ~ 6,000 boxes of records to and from the National Personnel Records Center (NPRC) in support of the VBA�s digitization efforts.

This effort has resulted in the transport of over 280,000 boxes of original documents and more than 9 million images per month. As a trusted partner, Iron Mountain�s capabilities and experience supporting numerous records management, extraction, and imaging programs provide the VBA with extensive benefits. Iron Mountain has developed and implemented processes for record services and data transfers that have been continually refined to better support the VBA�s mission.

Failing to issue this award would disrupt centralized claims intake and document conversion operations, necessitating the retrieval of approximately 1.1 million cubic feet

(approximately 910,417 boxes) of scanned material currently stored in long-term facilities nationwide. The estimated cost of retrieving, transporting, and reshelving of material to new NARA approved facilities is estimated to be . This undertaking would also require substantial government resources for the transition and would comprise a significant portion of the initial period of performance.

In addition to the enormous task, time, and cost, there are multiple other risks associated with the relocation of the records. These risks include but are not limited to:

Lack of Access - In moving the records, VBA would experience a temporary loss of access to those records during the phases of packing, shipping, and unpacking. This process is expected to take up to 22 months to complete, encompassing the time required to carefully pack, transport, and re-shelve all records at new locations. Given the variety of records maintained and the ongoing necessity for access to these documents, a significant disruption to centralized claims intake and document conversion operations would be inevitable. This disruption could substantially increase the backlog of claims and adversely affect the efficiency of VBA operations and negatively impact the timely delivery of services to veterans. The temporary inaccessibility of records could also impede the ability of VBA staff to respond to urgent claims and inquiries, thereby compounding the operational challenges and delays.

Coordination of Records - Due to the VBA�s mission, various components need easy access to records, which are currently managed with a thorough logistics system for easy retrieval. When records are sent to an Iron Mountain facility, each box is barcoded and tracked using data from VBA systems. This ensures that VBA staff can track the box�s location from the original site to the imaging center and to Iron Mountain for long-term storage. The VBA benefits from complete transparency, knowing the exact location of each box throughout the process. There are risks in this area if records are moved to a new vendor. The new vendor may fail to accurately capture and input data from VBA systems, causing errors in record-keeping and potential box loss or misplacement.

Additionally, the new vendor may not offer the same level of transparency, reducing VBA�s ability to closely monitor the movement and location of records.

System Integrations and Security - Iron Mountain currently holds an Authority to Operate (ATO) issued by the VBA, a process that typically takes 6-9 months to complete. Furthermore, Iron Mountain�s inventory management system employs stringent controls to safeguard veterans' personally identifiable information (PII).

Any new vendor would need to ensure compatibility between their logistics and tracking systems and the VBA's existing systems and secure an approved ATO and must comply with all security and regulatory requirements for handling sensitive and confidential records. This introduces the potential risk of integration issues, which could complicate seamless tracking and inventory management.

Additionally, any lapses in security protocols could pose a significant risk to the integrity and confidentiality of the records.

Small Business Administration (SBA) certification database was queried for potential Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and Veteran-Owned Small Businesses (VOSBs), utilizing North American Industry Classification System (NAICS) Code 493110 and six-hundred and sixty-four (664) entries were found. The Government refined the search containing the NAICS 493110 and Product Service Code (PSC) R616, Support � Administrative: Physical Records Management Services.

Zero (0) entries were returned meeting this search criteria. Based on the queries made, the results revealed that it was unlikely that any of the vendors had the required capability or capacity to meet the requirements of the Performance Work Statement

(PWS).

A review was conducted on GSA Acquisition Gateway�s Best-in-Class (BIC) list. Based on the comparison of GSA designated Best in Class (BIC) contract vehicles using NAICS code 493110 and related categories, there are no BIC vehicles capable of supporting the full scope of Records management services aligned with government needs and compliance mandates.

Market research was also conducted utilizing the GSA e-library database search engine and posting a Request for Information (RFI) on GSA e-buy for schedule holders under the GSA Multiple Award Schedule (MAS) 493110RM Physical Records Management Services. A search on GSA e-library revealed 90 contractors on the above referenced MAS who could potentially provide the required services. The results also revealed that of the 90 contractors, 17 are SDVOSB or VOSB.

A Request for Information (RFI) was posted on July 3, 2025, on GSA�s e-buy to assess the capabilities of potential vendors based on the following socioeconomic status, SDVOSB/VOSB. The RFI was sent to all 90 schedule holders under the federal supply schedule 493110RM Physical Records Management Services: 11 responses were received. The RFI requested a mission capability statement and a statement identifying the business size and socioeconomic categories.

An assessment was conducted of each vendor�s capabilities statement submitted in response to the RFI. The vendors� capabilities were assessed against the draft PWS as well as the RFI questions. An assessment of capabilities was conducted based off vendor responses and compiled into a capability matrix. Of the 11 vendors who submitted responses to the RFI, only 3 provided responses (to include the incumbent) that provided the government confidence that they could meet the requirements as outlined in the PWS. If this requirement were to be competed today, there may be adequate competition under the GSA Multiple Award Schedule (MAS) 493110RM Physical Records Management Services, in fulfilling this requirement. However, by competing these requirements under the federal supply schedule, there are several factors VBA must take into consideration in terms of increased cost based on the transition phase between vendors, including relocation costs, which could negatively impact the service delivery of veterans� claims.