Records Management/Storage Services
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Centers for Disease Control and Prevention (CDC) intends to award a sole source firm fixed price purchase order to IRON MOUNTAIN INFORMATION MANAGEMENT LLC for Records Management/Storage Services in Georgia. This Special Notice outlines the justification for procuring these specialized services from a single vendor due to unique regulatory and operational requirements. Responses from interested parties are due by May 15, 2026.
Scope of Work
This requirement is for off-site, secure, and climate-controlled storage for approximately 500 sealed boxes of paper clinical trial participant files. Services include secure transport, receiving, archiving, ad-hoc retrieval, and final disposition. The vendor must meet stringent regulatory requirements defined by the FDA and the European Medicines Agency (EMA), including maintaining the chain of custody and providing a meticulous inventory filing system.
Contract & Timeline
- Type: Sole Source Firm Fixed Price Purchase Order
- Authority: 41 U.S.C.3304(a)(1) - Only one responsible source
- Set-Aside: None (Sole Source)
- Current Contract: Iron Mountain has provided this service since May 3, 2023, under contract 75D30123P16523, ending May 2, 2026.
- New Action: One base year and four option periods.
- Pricing: Government will receive GSA schedule rates.
- Files Maintenance: Files must be maintained until 2034 to ensure continued licensure of an Ebola vaccine.
- Response Date: May 15, 2026, 3:00 PM ET
- Published Date: May 5, 2026
Sole Source Rationale
Iron Mountain Information Management LLC has been identified as the sole eligible vendor due to its unique capabilities. These include: meeting all FDA and EMA regulatory criteria for long-term maintenance of clinical trial files, providing secure and temperature-controlled storage, maintaining the chain of custody, and offering an inventory filing system that supports meticulous archiving and retrieval. Their facility is inspected and approved by regulatory bodies, and moving the files would be cost-prohibitive and compromise chain of custody compliance.
Additional Notes
This is a Special Notice for a sole source award. Interested parties who believe they can meet the stated requirements should contact the contracting officer by the response date.