Emergency Final Costs: Offsite Document Storage and Management Services

The State of Illinois Workers' Compensation Commission (IWCC) is seeking emergency procurement for offsite document storage and management services through an urgent contract with Iron Mountain Information Management, LLC. The procurement focuses on storing approximately 11,000 cubic feet of paper documents containing workers' compensation case files at Iron Mountain's Chicago storage facility located at 2211 West Pershing Road. The emergency contract will run from November 1, 2024, to January 29, 2025, with a critical objective of ensuring the preservation and management of state records that cannot be accommodated within the IWCC's main office. Specific deliverables include document storage, records management, and courier services for maintaining the agency's case file archives. The procurement deadline is set for May 24, 2025, with the contract initially valued at an estimated $21,500 and a final documented cost of $13,790.76. Key qualifications for the vendor include the ability to provide secure, comprehensive document storage solutions with proven capacity to handle large volumes of sensitive government records.

The procurement appears to have considered Business Enterprise Program (BEP) vendor options, though no specific set-aside designations were explicitly detailed in the documents. Iron Mountain Information Management, LLC is the incumbent and proposed vendor, with no indication of alternative providers capable of meeting the IWCC's specific storage requirements. The contract will be funded through State Appropriated Funds and processed through the State of Illinois Chief Procurement Office for General Services. The emergency nature of the procurement suggests limited competitive bidding, with the contract essentially extending previous service arrangements with minor updates to contractual clauses. The total contract value ranges between $13,790.76 and $21,500, representing a relatively modest but critical investment in maintaining the agency's documentary infrastructure. No specific restrictions were noted regarding the types of organizations eligible to respond, though the specialized nature of the service likely limits potential bidders to established document management and storage firms.