Emergency Final Costs: Offsite Document Storage and Management Services

Background
The Illinois Workers' Compensation Commission (IWCC) is responsible for administering workers' compensation cases in the state. The agency requires offsite document storage and management services to ensure the integrity of state records, particularly for the vast number of case files it handles annually. The contract with Iron Mountain Information Management, LLC is essential as it allows the IWCC to maintain access to approximately 11,000 cubic feet of paper documents already in Iron Mountain's possession.

Work Details
The services to be provided under this contract include:
1. Offsite storage for approximately 11,000 cubic feet of paper documents.
2. Indexing and retrieval services to ensure timely access to records for Freedom of Information Act (FOIA) requests.
3. Courier services for the delivery and pickup of requested records at the IWCC's main office located in the Dunne County Building.
4. Document destruction and disposal services for records identified for destruction according to IWCC's records retention schedule.

Period of Performance
The expected start date for the contract is November 1, 2024, with an estimated end date of January 29, 2025.

Place of Performance
The primary location for performance will be Iron Mountain's storage facility located at 2211 West Pershing Road, Chicago, IL 60609.

Bidder Requirements
The procurement process emphasized including contractors certified under the Business Enterprise Program (BEP). However, it was determined that no BEP vendors could provide the necessary services or facilities capable of housing the required volume of records.