DHS awards $2.19M for commercial records storage, with Iron Mountain as prime contractor

Contract Overview

Contract Amount: $2,191,613 ($2.2M)

Contractor: Iron Mountain Information Management LLC

Awarding Agency: Department of Homeland Security

Start Date: 2021-07-01

End Date: 2024-05-14

Contract Duration: 1,048 days

Daily Burn Rate: $2.1K/day

Competition Type: FULL AND OPEN COMPETITION

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: COMMERCIAL RECORDS STORAGE AND SERVICES CONTRACT

Place of Performance

Location: WASHINGTON, DISTRICT OF COLUMBIA County, DISTRICT OF COLUMBIA, 20529

State: District of Columbia Government Spending

Plain-Language Summary

Department of Homeland Security obligated $2.2 million to IRON MOUNTAIN INFORMATION MANAGEMENT LLC for work described as: COMMERCIAL RECORDS STORAGE AND SERVICES CONTRACT Key points: 1. Value for money appears reasonable given the long-term nature of records storage needs. 2. The contract was awarded under full and open competition, suggesting a competitive pricing environment. 3. Risk indicators are low, as records storage is a standard, well-understood service. 4. Performance context is within the scope of typical government records management requirements. 5. Sector positioning is within the administrative support and logistics services for federal agencies.

Value Assessment

Rating: good

The contract's total value of $2.19 million over its duration suggests a consistent, albeit not exceptionally high, annual spend for records storage. Benchmarking against similar government contracts for commercial records storage and services indicates that pricing is generally competitive, especially when procured through full and open competition. The firm-fixed-price structure helps manage cost certainty for the government. Without specific per-unit data, a precise value-for-money assessment is limited, but the overall expenditure aligns with the expected costs for such essential services.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

This contract was awarded using a full and open competition process, indicating that all responsible sources were permitted to submit offers. The specific award mechanism was a BPA Call, suggesting it was likely a call against an existing Blanket Purchase Agreement that itself was competitively awarded. The level of competition, while not explicitly detailed by the number of bidders, is presumed to be robust due to the 'full and open' designation, which generally leads to better price discovery and potentially lower costs for the government.

Taxpayer Impact: A full and open competition ensures that taxpayers benefit from the most competitive pricing available in the market for records storage services, as multiple vendors had the opportunity to bid.

Public Impact

U.S. Citizenship and Immigration Services (USCIS) benefits from secure and compliant storage of critical records. Essential services include the warehousing and physical storage of documents and data. The geographic impact is centered in the District of Columbia, where the services are likely utilized. Workforce implications are minimal, primarily involving contractor personnel managing the storage facilities.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for data security breaches if not managed with stringent protocols.
Risk of service disruption due to contractor performance issues or unforeseen events.
Long-term storage costs can accumulate significantly if not optimized.

Positive Signals

Iron Mountain is a well-established provider with extensive experience in records management.
The firm-fixed-price contract provides cost predictability for the agency.
Full and open competition suggests a competitive market price was secured.

Sector Analysis

The commercial records storage and services sector is a mature market supporting various industries, including government. Federal agencies rely heavily on such services for managing vast amounts of physical and digital information, ensuring compliance, and facilitating retrieval. Spending in this sector is driven by regulatory requirements and the need for secure, off-site storage solutions. Comparable spending benchmarks for government records management contracts vary widely based on volume, security requirements, and duration, but this contract's value is consistent with medium-sized federal storage needs.

Small Business Impact

This contract was not set aside for small businesses, and the prime contractor, Iron Mountain Information Management LLC, is a large business. There is no explicit information provided regarding subcontracting plans or goals for small businesses. Therefore, the direct impact on the small business ecosystem from this specific award is likely limited, unless Iron Mountain has internal policies to engage small businesses in its supply chain.

Oversight & Accountability

Oversight for this contract would typically be managed by the U.S. Citizenship and Immigration Services (USCIS) contracting officer and contract specialists. Accountability measures are embedded in the firm-fixed-price contract terms, requiring delivery of specified services. Transparency is generally maintained through federal procurement databases like FPDS-NG. Inspector General jurisdiction would apply in cases of suspected fraud, waste, or abuse related to the contract.

Related Government Programs

Federal Records Centers Program
National Archives and Records Administration (NARA) services
General Services Administration (GSA) Schedules for storage and records management

Risk Flags

Potential for data security vulnerabilities.
Reliance on a single large contractor for critical services.
Long-term cost accumulation requires ongoing budget vigilance.

Frequently Asked Questions

What is this federal contract paying for?

Department of Homeland Security awarded $2.2 million to IRON MOUNTAIN INFORMATION MANAGEMENT LLC. COMMERCIAL RECORDS STORAGE AND SERVICES CONTRACT

Who is the contractor on this award?

The obligated recipient is IRON MOUNTAIN INFORMATION MANAGEMENT LLC.

Which agency awarded this contract?

Awarding agency: Department of Homeland Security (U.S. Citizenship and Immigration Services).

What is the total obligated amount?

The obligated amount is $2.2 million.

What is the period of performance?

Start: 2021-07-01. End: 2024-05-14.

What is the historical spending pattern for commercial records storage and services by the Department of Homeland Security, specifically USCIS?

Analyzing historical spending for commercial records storage and services by DHS, particularly USCIS, reveals a consistent need for these services. Prior to this $2.19 million contract, USCIS has engaged in various agreements for records management, often utilizing GSA schedules or other competitively awarded vehicles. While specific dollar amounts for prior periods are not detailed here, the recurring nature of records management suggests ongoing investment. Trends may show an increase in digital storage needs alongside traditional physical records, potentially influencing contract types and values over time. Understanding these patterns helps contextualize the current award as part of a larger, sustained effort to manage federal information assets.

How does the pricing of this contract compare to other federal records storage contracts awarded under similar conditions?

The pricing of this $2.19 million contract, awarded under full and open competition with a firm-fixed-price structure, is presumed to be competitive. Benchmarking against similar federal records storage contracts requires access to detailed pricing data for comparable services (e.g., per cubic foot, per box, per square foot). However, the 'full and open' designation is a strong indicator that the government sought the best market price. Contracts awarded through less competitive means or with different service level agreements might show higher per-unit costs. Without specific unit pricing from this contract, a direct comparison is difficult, but the procurement method suggests a favorable outcome for the government in terms of cost.

What are the specific risks associated with long-term commercial records storage for a federal agency like USCIS?

Long-term commercial records storage for federal agencies like USCIS presents several risks. Foremost is data security and privacy; breaches could compromise sensitive information, leading to legal liabilities and loss of public trust. Physical security of storage facilities is also critical to prevent unauthorized access or damage. Service continuity is another concern; disruptions due to contractor failure, natural disasters, or other unforeseen events could impede access to vital records. Furthermore, escalating storage costs over extended periods can strain budgets if not managed proactively. Ensuring compliance with federal records retention and disposition schedules is paramount to avoid penalties and maintain operational efficiency.

What is Iron Mountain's track record in providing records management services to federal agencies?

Iron Mountain Information Management LLC has a substantial track record of providing records management and storage services to federal agencies, including numerous contracts with entities across the Department of Defense, civilian agencies, and intelligence communities. They are a recognized leader in the commercial records management industry, known for their extensive network of secure facilities and advanced technological solutions for both physical and digital records. Their experience typically encompasses secure storage, retrieval, destruction, and digital archiving services, often tailored to meet stringent government compliance requirements such as those mandated by NARA. Past performance reviews and contract awards generally reflect their capability to handle large-scale federal data management needs.

What are the implications of using a BPA Call for this type of service versus a direct solicitation?

Utilizing a Blanket Purchase Agreement (BPA) Call for services like commercial records storage can offer several advantages over a direct solicitation. BPAs are typically established through full and open competition and allow agencies to procure specific goods or services from pre-vetted vendors at negotiated prices over a period. A BPA Call then represents a specific order placed against that BPA. This method often streamlines the procurement process, reducing administrative burden and lead times for the agency. It can also provide more consistent pricing and terms established during the initial BPA competition. For services that are ongoing and predictable, like records storage, a BPA Call offers efficiency and flexibility while still leveraging the benefits of prior competition.

Industry Classification

NAICS: Transportation and Warehousing › Warehousing and Storage › General Warehousing and Storage

Product/Service Code: UTILITIES AND HOUSEKEEPING › HOUSEKEEPING SERVICES

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION

Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Parent Company: Iron Mountain Incorporated

Address: 1 FEDERAL ST, BOSTON, MA, 02110

Business Categories: Category Business, Limited Liability Corporation, Not Designated a Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $2,191,613

Exercised Options: $2,191,613

Current Obligation: $2,191,613

Actual Outlays: $1,611,798

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Parent Contract

Parent Award PIID: 70RTAC18A00000003

IDV Type: BPA

Timeline