Emergency Final Costs: Offsite Document Storage and Management Services

The state of Illinois, specifically the Illinois Workers' Compensation Commission (IWCC) located in Cook County, is seeking emergency procurement services for offsite document storage and management from Iron Mountain Information Management, LLC. The contract involves comprehensive records management for approximately 11,000 cubic feet of paper documents containing workers' compensation case files, with specific services including indexing, retrieval, courier delivery, pickup, and document destruction. The emergency contract will utilize the Chicago storage facility of Iron Mountain and is structured to ensure the continuous preservation and management of critical state records. The procurement was conducted without an existing state contract, after researching Business Enterprise Program (BEP) vendors and determining no alternative vendors could provide the required comprehensive records management services. The contract has an expected start date of November 1, 2024, with an anticipated end date of January 29, 2025, and is currently posted with a due date of June 17, 2025. The total estimated expenditure for this emergency contract is $21,500 and will be funded through State Appropriated Funds, with a final total cost document also referencing a separate contract value of $13,790.76.

The emergency purchase statement indicates no specific set-aside designations, but notes that BEP vendor research was conducted prior to selection. The contract will utilize the same terms and conditions as a prior expired contract, with updates to appropriate clauses. Iron Mountain Information Management, LLC appears to be the incumbent and sole vendor for this specific service, having been selected based on their ability to provide comprehensive records management capabilities. The procurement was authorized by the Deputy General Counsel/APO and represents a continuation of existing document storage arrangements. The contract documentation suggests integration with existing IWCC record management infrastructure, specifically focusing on maintaining the integrity of workers' compensation case files. While the primary contract value is noted at $21,500, a separate document references a final cost of $13,790.76, indicating potential variability in the contract's financial scope. The contract term is relatively short, spanning approximately 90 days, which reflects the emergency nature of the procurement.