Commerce Department awards $219K for mail screening, highlighting facilities support services

Contract Overview

Contract Amount: $218,929 ($218.9K)

Contractor: Prime Response, Inc.

Awarding Agency: Department of Commerce

Start Date: 2023-05-26

End Date: 2026-05-25

Contract Duration: 1,095 days

Daily Burn Rate: $200/day

Competition Type: NOT COMPETED UNDER SAP

Number of Offers Received: 1

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: MAIL SCREEN PLATFORMS AND TWO SABRE 5000 HANDHELD SCREENING UNITS

Place of Performance

Location: WASHINGTON, DISTRICT OF COLUMBIA County, DISTRICT OF COLUMBIA, 20230

State: District of Columbia Government Spending

Plain-Language Summary

Department of Commerce obligated $218,928.6 to PRIME RESPONSE, INC. for work described as: MAIL SCREEN PLATFORMS AND TWO SABRE 5000 HANDHELD SCREENING UNITS Key points: 1. The contract value appears reasonable for specialized screening equipment and services. 2. Limited competition suggests potential for higher pricing than a fully competed contract. 3. The firm-fixed-price structure transfers risk to the contractor. 4. This purchase supports essential mail screening operations for the Department of Commerce. 5. The contract falls within the Facilities Support Services sector.

Value Assessment

Rating: fair

The award of $218,928.60 for mail screening platforms and handheld units appears to be within a reasonable range for specialized equipment. However, without direct comparisons to similar recent procurements or detailed breakdowns of the equipment and services provided, a definitive value-for-money assessment is challenging. The firm-fixed-price contract type helps control costs by shifting risk to the contractor, but the lack of competition limits the ability to benchmark pricing against market alternatives.

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 or limited competition award. The specific justification for not competing is not detailed, but this approach typically arises when only one source can meet the requirement. The lack of open competition means that price discovery through multiple bids was not leveraged, potentially leading to a higher price than if multiple vendors had vied for the contract.

Taxpayer Impact: Taxpayers may have paid a premium due to the absence of competitive bidding. Without a competitive process, there is less assurance that the government secured the best possible price for these screening systems.

Public Impact

The Department of Commerce benefits from enhanced mail screening capabilities. Services include the provision of mail screening platforms and handheld screening units. The geographic impact is concentrated in the District of Columbia. The contract supports facilities management and security functions within the agency.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Lack of competition may lead to suboptimal pricing.
Limited transparency on the specific justification for sole-source award.
Potential for vendor lock-in if the equipment is proprietary.

Positive Signals

Firm-fixed-price contract mitigates cost overrun risk for the government.
Supports essential security and operational functions for the agency.
Contract duration provides stable service provision.

Sector Analysis

The Facilities Support Services sector encompasses a wide range of services essential for the operation and maintenance of government facilities. This contract, specifically for mail screening platforms and handheld units, falls under the security and operational support sub-segment of this sector. Comparable spending in this area often includes security system installation, maintenance, and specialized equipment procurement. The market for such screening technology can be niche, with a few key providers.

Small Business Impact

This contract was awarded to PRIME RESPONSE, INC. and does not indicate any specific small business set-aside or subcontracting requirements. As a sole-source award, opportunities for small businesses to participate as prime contractors were limited. Further analysis would be needed to determine if the prime contractor has a history of subcontracting with small businesses.

Oversight & Accountability

Oversight for this purchase order would typically fall under the Department of Commerce's internal procurement and financial management controls. As a purchase order issued under SAP, the level of formal documentation and review might be less extensive than for larger, competed contracts. Transparency is limited by the lack of public justification for the sole-source award. Inspector General jurisdiction would apply if any fraud, waste, or abuse were suspected.

Related Government Programs

Facilities Support Services
Security Equipment Procurement
Mail Screening Systems

Risk Flags

Lack of Competition
Limited Transparency on Justification
Potential for Above-Market Pricing

Frequently Asked Questions

What is this federal contract paying for?

Department of Commerce awarded $218,928.6 to PRIME RESPONSE, INC.. MAIL SCREEN PLATFORMS AND TWO SABRE 5000 HANDHELD SCREENING UNITS

Who is the contractor on this award?

The obligated recipient is PRIME RESPONSE, INC..

Which agency awarded this contract?

Awarding agency: Department of Commerce (Office of the Secretary).

What is the total obligated amount?

The obligated amount is $218,928.6.

What is the period of performance?

Start: 2023-05-26. End: 2026-05-25.

What is the specific type and model of the "MAIL SCREEN PLATFORMS AND TWO SABRE 5000 HANDHELD SCREENING UNITS" procured?

The provided data does not specify the exact models or technical specifications of the mail screening platforms or the Sabre 5000 handheld screening units. The Sabre 5000 is a known model of trace detection equipment used for identifying explosives and narcotics. However, the 'mail screen platforms' are not detailed. Understanding the specific technology and its capabilities is crucial for assessing its necessity and comparing its value against potential alternatives. Without this information, it's difficult to determine if the procured items represent state-of-the-art technology or standard equipment.

What is the justification for awarding this contract on a sole-source basis?

The data indicates the contract was "NOT COMPETED UNDER SAP," which typically implies a sole-source or limited competition award. The specific justification for this approach is not provided in the data. Common reasons for sole-source awards include unique capabilities of a single vendor, urgent and compelling needs where competition is impractical, or when only one responsible source exists. Without the official justification document (e.g., a Justification and Approval - J&A), it is impossible to definitively state why competition was excluded. This lack of transparency makes it difficult to assess if the government truly received the best value or if competitive options were overlooked.

How does the cost of the Sabre 5000 units compare to market rates for similar trace detection equipment?

The total award is $218,928.60 for mail screening platforms and two Sabre 5000 units. The data does not break down the cost per item. The Sabre 5000 is a product from Smiths Detection. Market research indicates that similar trace detection units can range from $15,000 to $30,000 or more, depending on features and service agreements. If the two Sabre 5000 units represent a significant portion of the $218,928.60, the cost per unit could be substantially higher than typical market rates, especially if bundled with the 'mail screen platforms' and associated services. A detailed cost breakdown is necessary for a precise comparison.

What is the expected operational lifespan and maintenance cost associated with this equipment?

The contract has a duration of 1095 days (3 years), suggesting the expected operational period for the procured services and potentially the equipment. However, the data does not explicitly state the lifespan of the physical equipment itself, nor does it detail any associated maintenance costs beyond what might be included in the firm-fixed-price award. Typically, specialized equipment like trace detection units requires regular maintenance, calibration, and potential software updates. Understanding these long-term costs is essential for a complete total cost of ownership analysis, which is not fully derivable from the provided information.

What are the specific performance metrics or service level agreements (SLAs) tied to this contract?

The provided data specifies the contract type as "FIRM FIXED PRICE" and the award amount, but it does not include details on performance metrics or Service Level Agreements (SLAs). For a facilities support services contract involving screening equipment, SLAs might cover response times for maintenance, equipment uptime guarantees, or accuracy rates for detection. Without defined performance standards and associated remedies for non-performance, it is challenging to objectively measure the contractor's effectiveness and ensure the government is receiving the expected level of service and operational readiness.

Industry Classification

NAICS: Administrative and Support and Waste Management and Remediation Services › Facilities Support Services › Facilities Support Services

Product/Service Code: ALARM, SIGNAL, SECURITY DETECTION

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

Address: 17200 WILL CT, ACCOKEEK, MD, 20607

Business Categories: 8(a) Program Participant, Black American Owned Business, Category Business, Corporate Entity Not Tax Exempt, DoT Certified Disadvantaged Business Enterprise, Minority Owned Business, Self-Certified Small Disadvantaged Business, Small Business, Special Designations, Subchapter S Corporation, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $231,443

Exercised Options: $218,929

Current Obligation: $218,929

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Timeline