Emergency Notice: Offsite Document Storage and Management Services

The Illinois Workers' Compensation Commission (IWCC) has issued an emergency procurement for offsite document storage and management services, specifically targeting the management of approximately 11,000 cubic feet of paper records located in Cook County. The procurement seeks comprehensive services including intake, indexing, retrieval, delivery, and destruction of paper records related to workers' compensation cases. Iron Mountain Information Management, LLC is the identified vendor for this emergency contract, which will run for three months to ensure the continued integrity of the IWCC's records. The emergency notice was posted on November 4, 2024, with a final due date of January 30, 2025. The procurement requires a vendor capable of housing a substantial volume of documents, providing transportation and delivery services within the Chicagoland area, and executing document management protocols including retrieval and potential destruction of identified records.

The IWCC specifically noted that no vendors certified under the Business Enterprise Program could meet the required specifications, effectively waiving potential set-aside requirements for this emergency procurement. The current contractor, Iron Mountain, will continue to provide services under the same terms and conditions as the previous expired contract, with minor clause updates. The estimated contract value is $21,500, to be funded through state appropriated funds. The emergency procurement was necessitated by the critical need to maintain the organization's records management capabilities, with a specific focus on ensuring continued access and preservation of workers' compensation documentation. No specific evaluation criteria were outlined in the documentation, likely due to the emergency nature of the procurement and the sole-source selection of the incumbent vendor.