Notice of Intent to Sole Source – Storage and shredding services for sensitive patient-related materials

The National Institutes of Health (NIH) Clinical Center has issued a Notice of Intent for a sole-source procurement under the Federal Acquisition Regulation (FAR) Part 13 – Simplified Acquisition Procedures. This procurement covers secure storage and shredding services for sensitive patient-related materials generated by the Radiology and Imaging Services Division (RADIS/CC). The contract is intended to maintain and manage approximately 14,000 linear feet of archived film records accumulated over 20 years, continuing the existing relationship with Iron Mountain, a recognized industry leader in records management and secure shredding. This sole-source action is justified based on Iron Mountain’s unique capabilities and the prohibitive costs and operational disruption that would arise from transitioning these extensive patient records to another provider. The contract includes a base year plus four option years, enabling service continuity for up to five years, with an estimated potential contract ceiling under FAR 13.500(c) of up to $9 million or $15 million, although specific pricing details have not been disclosed. The acquisition is conducted in accordance with FAR 8.405-6 for limited-source procurements under the Federal Supply Schedule program, exempting it from full competition requirements under FAR Part 6. The contract emphasizes confidentiality, secure handling, and compliant shredding of protected health information in line with HIPAA standards, although no specific technical or packaging standards are cited. The place of performance and acceptance is Bethesda, Maryland, at the NIH Clinical Center. The designated point of contact for this procurement is Ryssa Nix, Contract Specialist at the NIH Office of Purchasing and Contracts. This procurement notice does not solicit quotations or bids; rather, it seeks comments to the announcement prior to the closing date. Evaluation factors and formal contract clauses are not detailed due to the simplified acquisition method, and the justification documents reflect certifications supporting the sole-source award to Iron Mountain to ensure continuity and cost-efficiency in managing sensitive patient imaging records.