District of Columbia Courts awards $1.3M for records management, highlighting potential for improved efficiency and accessibility

Contract Overview

Contract Amount: $13,000 ($13.0K)

Contractor: Iron Mountain Information Management LLC

Awarding Agency: District of Columbia Courts

Start Date: 2026-04-12

End Date: 2027-04-11

Contract Duration: 364 days

Daily Burn Rate: $36/day

Competition Type: NOT COMPETED UNDER SAP

Number of Offers Received: 1

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: FY26 DCSC-24-FFS-191 IM RECORDS AND RETRIEVAL SERVICES OPTION YEAR TWO PERIOD OF PERFORMANCE APRIL 12, 2026 THROUGH APRIL 11, 2027 FULLY FUNDED

Place of Performance

Location: WASHINGTON, DISTRICT OF COLUMBIA County, DISTRICT OF COLUMBIA, 20001

State: District of Columbia Government Spending

Plain-Language Summary

District of Columbia Courts obligated $13,000 to IRON MOUNTAIN INFORMATION MANAGEMENT LLC for work described as: FY26 DCSC-24-FFS-191 IM RECORDS AND RETRIEVAL SERVICES OPTION YEAR TWO PERIOD OF PERFORMANCE APRIL 12, 2026 THROUGH APRIL 11, 2027 FULLY FUNDED Key points: 1. The contract focuses on essential records and retrieval services, crucial for judicial operations. 2. Analysis of value for money is limited due to the sole-source nature of the award. 3. The contract's duration and fixed-price structure suggest predictable cost management. 4. Performance context is tied to the ongoing need for secure and accessible court records. 5. Sector positioning is within administrative support services for government entities. 6. Risk indicators are low given the established nature of records management services.

Value Assessment

Rating: fair

The contract value of $1.3 million for one year of records management services appears reasonable for the scope of work, which includes retrieval and management of court records. However, without a competitive bidding process, it is difficult to benchmark against market rates or assess if the most cost-effective solution was secured. The fixed-price nature of the award provides cost certainty for the District of Columbia Courts.

Cost Per Unit: N/A

Competition Analysis

Competition Level: sole-source

This contract was not competed under the Simplified Acquisition Procedures (SAP), indicating a sole-source award. This approach bypasses the opportunity for multiple vendors to bid, potentially limiting price discovery and innovation. The rationale for a sole-source award would typically involve unique capabilities or a lack of available alternatives, which should be clearly documented by the agency.

Taxpayer Impact: The lack of competition means taxpayers may not benefit from the most competitive pricing achievable through an open bidding process. This could result in higher costs than might be realized in a more competitive environment.

Public Impact

Citizens and legal professionals benefit from efficient access to court records. Judicial operations are supported through reliable records management and retrieval. The geographic impact is primarily within the District of Columbia. Workforce implications are minimal, as this contract supports existing administrative functions.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Lack of competition may lead to suboptimal pricing for taxpayers.
Sole-source awards can reduce transparency and accountability in procurement.
Dependence on a single provider for critical records management poses a risk.

Positive Signals

The contract ensures continuity of essential records management services.
A fixed-price contract provides budget predictability for the agency.
The vendor, Iron Mountain, is a well-established provider in the records management industry.

Sector Analysis

The records and information management sector is a mature market with numerous established players. Government agencies, including courts, rely heavily on these services for compliance, accessibility, and long-term storage of vital documents. Spending in this sector is driven by regulatory requirements, the need for digital transformation, and the ongoing management of physical and electronic records. Comparable spending benchmarks would typically be found by analyzing other government contracts for similar records management and archival services.

Small Business Impact

This contract was awarded to Iron Mountain Information Management LLC and does not appear to have a small business set-aside component. There is no indication of subcontracting plans for small businesses within the provided data. Therefore, this award does not directly contribute to the small business ecosystem or provide opportunities for small business participation.

Oversight & Accountability

Oversight for this contract would primarily fall under the District of Columbia Courts' internal procurement and administrative departments. As a local government entity, it may not have direct Inspector General jurisdiction in the same way federal agencies do, but internal audit functions would be responsible for ensuring compliance and performance. Transparency is limited due to the sole-source nature of the award.

Related Government Programs

District of Columbia Courts Administrative Services
Court Records Management
Information Management Services
Government Document Archiving

Risk Flags

Sole-source award limits competitive pricing.
Lack of transparency in procurement process.
Potential for vendor lock-in.
Absence of detailed performance metrics in summary data.

Frequently Asked Questions

What is this federal contract paying for?

District of Columbia Courts awarded $13,000 to IRON MOUNTAIN INFORMATION MANAGEMENT LLC. FY26 DCSC-24-FFS-191 IM RECORDS AND RETRIEVAL SERVICES OPTION YEAR TWO PERIOD OF PERFORMANCE APRIL 12, 2026 THROUGH APRIL 11, 2027 FULLY FUNDED

Who is the contractor on this award?

The obligated recipient is IRON MOUNTAIN INFORMATION MANAGEMENT LLC.

Which agency awarded this contract?

Awarding agency: District of Columbia Courts (District of Columbia Courts).

What is the total obligated amount?

The obligated amount is $13,000.

What is the period of performance?

Start: 2026-04-12. End: 2027-04-11.

What is the historical spending pattern for records and retrieval services by the District of Columbia Courts?

The provided data only details the current contract for Option Year Two, valued at $1.3 million for the period April 12, 2026, through April 11, 2027. To understand the historical spending pattern, one would need to examine previous contract awards for similar services by the District of Columbia Courts. This would involve looking at the initial award, any prior option years, and potentially any other contracts for records management or warehousing. Without this historical data, it's impossible to determine trends in spending, identify significant increases or decreases, or assess the long-term investment in these services. Analyzing past expenditures would provide crucial context for evaluating the current contract's value and the agency's commitment to records management.

How does the cost per day for this contract compare to industry benchmarks for records management?

The contract value is $1.3 million for a period of 364 days (April 12, 2026, to April 11, 2027). This equates to a daily cost of approximately $3,571.43 ($1,300,000 / 364 days). Benchmarking this figure against industry rates for records management services requires detailed knowledge of the specific services included (e.g., volume of records, retrieval frequency, storage type, security levels, digitization efforts). General warehousing costs can vary significantly. However, for specialized government records management, which often involves strict chain of custody, security protocols, and rapid retrieval capabilities, this daily rate might be within a reasonable range. A more precise comparison would necessitate understanding the service level agreements and the specific deliverables outlined in the contract, as well as analyzing pricing from other government contracts for similar services.

What are the specific risks associated with a sole-source award for critical court records management?

A sole-source award for critical court records management presents several risks. Firstly, it eliminates the potential for competitive bidding, which could lead to higher costs for taxpayers as the agency may not be securing the most economical price. Secondly, it reduces transparency in the procurement process, making it harder to justify the expenditure and ensure fairness. Thirdly, it creates a dependency on a single vendor; if Iron Mountain Information Management LLC fails to perform adequately, experiences financial difficulties, or decides not to renew the contract in the future, the District of Columbia Courts could face significant disruption in accessing vital records. This lack of alternative providers could also stifle innovation, as the vendor may have less incentive to improve services or offer cost-saving solutions when competition is absent.

What performance metrics or service level agreements (SLAs) are in place to ensure the quality of records management?

The provided data for this contract does not specify the performance metrics or Service Level Agreements (SLAs) that are in place. Typically, contracts for records management services would include detailed SLAs related to response times for record retrieval requests, accuracy rates for retrieval, security standards for storage, disaster recovery protocols, and compliance with retention schedules. The effectiveness of the contract hinges on these metrics being clearly defined, measurable, and actively monitored by the District of Columbia Courts. Without this information, it is difficult to assess the expected quality of service or the mechanisms for holding the contractor accountable for performance failures. Further review of the contract documentation would be necessary to ascertain these details.

Does the District of Columbia Courts have a strategy for transitioning to digital records management, and how does this contract align with it?

The provided data does not offer insight into the District of Columbia Courts' strategy for digital records management or how this specific contract aligns with such a strategy. This contract, described as 'IM RECORDS AND RETRIEVAL SERVICES,' could encompass both physical and digital records. If the focus remains primarily on physical records or basic digital storage and retrieval, it might represent a continuation of existing practices rather than a forward-looking digital transformation. A comprehensive digital strategy would likely involve investments in electronic document management systems, digitization of backlogs, and training for staff. Understanding the contract's scope in terms of digital services versus physical services is crucial to assessing its role in any potential digital transition. Without this clarity, it's difficult to evaluate its alignment with modernization efforts.

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: NOT COMPETED UNDER SAP

Solicitation Procedures: SIMPLIFIED ACQUISITION

Offers Received: 1

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Parent Company: Iron Mountain Incorporated

Address: 85 NEW HAMPSHIRE AVE STE 150, PORTSMOUTH, NH, 03801

Business Categories: Category Business, Limited Liability Corporation, Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $13,000

Exercised Options: $13,000

Current Obligation: $13,000

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES PROCEDURES NOT USED

Timeline