Vital Records Holdings, LLC

Vital Records Holdings, LLC, a for-profit limited liability partnership based in Memphis, Tennessee, operates as a prime contractor delivering on-site document shredding, secure records storage, media destruction, and document digitization services to federal civilian and defense agencies. The vendor competes exclusively in full-and-open procurements with no small business set-aside designation on the majority of its prime awards, though two recent awards (Peace Corps delivery order and Office of Federal Student Aid contract) carry Total Small Business set-aside designations.

The vendor's customer base concentrates heavily in the Department of Veterans Affairs ecosystem. Within the VA, VISN 5 anchors the portfolio with a $475 thousand single-award Blanket Purchase Agreement covering on-site document destruction nationwide through October 2028; VISN 6 holds three awards totaling $255 thousand for offsite records storage; and VISN 19 holds two awards totaling $222 thousand for on-site shredding at the Grand Junction, Colorado VA Medical Center. The Department of Justice accounts for 11 awards across the U.S. Attorney's Offices (7 awards, $43 thousand) and Drug Enforcement Administration (4 awards, $26 thousand). Outside Justice and VA, the vendor works with the Peace Corps ($111 thousand for document destruction services under GSA Multiple Award Schedule through July 2028), the Office of Federal Student Aid ($152.965 thousand for controlled unclassified information destruction through April 2027), and Naval commands including Naval Sea Systems Command, Naval Facilities Engineering Command, and Naval Air Systems Command. The top five customer entities by potential value account for 86% of the combined $1.4 million portfolio.

Activity shows a volatile trajectory: six awards in 2022, eight in 2023, a sharp drop to three in 2024, recovery to eight in 2025, and five awards in 2026. Twelve awards with combined potential value of $376 thousand face ultimate completion within the next twenty-four months, creating recompete exposure concentrated in VA and DOJ offices. Vital Records holds a single parent vehicle position—the GSA Multiple Award Schedule, which anchors the Peace Corps contract valued at $111 thousand. Work is performed nationwide across disparate federal facility locations (Harrisburg, Pennsylvania; East Orange and Newark, New Jersey; San Diego, California; Norfolk, Virginia; Chesapeake, Virginia; Memphis, Tennessee; Denver and Grand Junction, Colorado; El Paso, Texas; Houston, Texas; Washington, DC; and additional sites). The vendor's core capability portfolio spans paper shredding (20 awards), records storage and warehousing (4 awards), and specialized services including digitization, backup tape storage, and media destruction across hard copy, microfilm, microfiche, and electronic formats. Two representative contracts illustrate scope: a $204.15 thousand VA VISN 19 on-site shredding order (August 2023 through July 2028) for bi-weekly destruction of classified and personally identifiable information at Grand Junction VA Medical Center, and a $152.965 thousand Office of Federal Student Aid definitive contract (April 2023 through April 2027) for destruction of controlled unclassified information in contractor-provided secure containers across FSA locations. The vendor reports cumulative prime federal contract awards exceeding $350 thousand since 2022 and maintains SAM.gov registration dating to May 2020.