Records Management/Storage Services

The Centers for Disease Control and Prevention (CDC) has issued a Special Notice for Records Management/Storage Services indicating its intent to award a sole source firm fixed price purchase order to Iron Mountain Information Management LLC. This procurement is for climate-controlled storage services necessary for the long-term maintenance of clinical trial files in compliance with regulatory requirements established by the Food and Drug Administration (FDA) and the European Medicines Agency (EMA). The CDC has determined that Iron Mountain is the sole eligible vendor capable of meeting all specified criteria for this specialized service. The contracting action is being pursued under the authority of 41 U.S.C. 3304(a)(1), which permits sole source procurement when only one responsible source can satisfy agency requirements. Although this notice indicates the government's intent to negotiate with a single source, the CDC will consider all quotations and responses received within five days of publication.

Interested contractors must submit capability statements, proposals, or quotations to CDC contract specialist Robin C. Meyer at rcm2@cdc.gov no later than April 28, 2026 at noon to be considered by the agency. The CDC's decision to proceed with a sole source award or conduct a competitive procurement remains solely at the government's discretion and will be informed by responses received to this notice. Iron Mountain's qualification as the sole source is based on its demonstrated ability to provide secure storage with temperature control, maintain chain of custody requirements for clinical trial files, and operate an inventory filing system that supports archiving, ad-hoc retrieval, and final disposition of sensitive regulatory documents. The special notice reflects the specialized nature of clinical trial records management, which requires compliance with stringent federal and international regulatory standards. All responsible sources are encouraged to submit documentation demonstrating their capability to meet these requirements, though the government has made a preliminary determination that competitive procurement may not be necessary.