DOJ's $3.9M Prosecutorial Case Management System contract awarded to Matrix Pointe Software LLC

Contract Overview

Contract Amount: $3,935,154 ($3.9M)

Contractor: Matrix Pointe Software LLC

Awarding Agency: Department of Justice

Start Date: 2023-09-27

End Date: 2026-12-31

Contract Duration: 1,191 days

Daily Burn Rate: $3.3K/day

Competition Type: COMPETED UNDER SAP

Number of Offers Received: 5

Pricing Type: TIME AND MATERIALS

Sector: IT

Official Description: PROSECUTORIAL CASE MANAGEMENT SYSTEM IMPLEMENTATION

Place of Performance

Location: WESTLAKE, CUYAHOGA County, OHIO, 44145

State: Ohio Government Spending

Plain-Language Summary

Department of Justice obligated $3.9 million to MATRIX POINTE SOFTWARE LLC for work described as: PROSECUTORIAL CASE MANAGEMENT SYSTEM IMPLEMENTATION Key points: 1. Contract awarded for a prosecutorial case management system, indicating a need for improved efficiency in legal processes. 2. The contract is a Time and Materials type, which can pose cost control challenges if not closely monitored. 3. Awarded under Simplified Acquisition Procedures (SAP), suggesting a focus on smaller value procurements. 4. The duration of the contract is over three years, implying a significant implementation or development effort. 5. The specific NAICS code (541512) points to computer systems design services, a common area for federal IT spending. 6. The contract is not set aside for small businesses, potentially limiting opportunities for smaller firms in this space.

Value Assessment

Rating: fair

The contract's Time and Materials pricing structure requires careful oversight to ensure value for money. Without a fixed ceiling or detailed labor rates, there's a risk of cost overruns. Benchmarking against similar case management system implementations within the DOJ or other agencies would be necessary to assess if the current pricing is competitive. The total award value of $3.9 million over nearly four years suggests a moderate investment for a system of this nature, but the lack of detailed cost breakdowns makes a definitive value assessment difficult.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

The contract was competed under Simplified Acquisition Procedures (SAP), which typically allows for full and open competition for procurements valued below the SAT. While the specific number of bids received isn't provided, SAP generally encourages a broader range of potential offerors compared to sole-source or limited competition scenarios. This competitive process, even within SAP, should theoretically lead to better price discovery and a more favorable outcome for the government.

Taxpayer Impact: Competition under SAP generally ensures that taxpayers receive a fair price by allowing multiple vendors to bid, fostering a market-driven cost structure.

Public Impact

Federal prosecutors and support staff within the Department of Justice will benefit from an improved system for managing cases. The services delivered include the design and implementation of a new computer system to streamline legal operations. The geographic impact is likely nationwide, as the DOJ operates across all federal judicial districts. Workforce implications may include training for users on the new system and potential adjustments to existing workflows.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Time and Materials contract type can lead to cost overruns if not managed diligently.
Lack of specific details on competition level within SAP makes it hard to confirm optimal price discovery.
The system's success hinges on user adoption and effective training, which are not detailed in the award data.

Positive Signals

Awarded through a competitive process under SAP, indicating an effort to secure a fair price.
The contract addresses a critical need for modernizing prosecutorial case management, potentially improving efficiency.
The vendor, Matrix Pointe Software LLC, is selected for a significant IT project, suggesting some level of capability.

Sector Analysis

The federal IT services market, particularly for custom software development and system integration, is substantial. This contract falls within the Computer Systems Design Services sector, which is characterized by a mix of large prime contractors and specialized small businesses. Spending in this area often focuses on modernizing legacy systems, enhancing cybersecurity, and improving data management capabilities across agencies. Comparable contracts often involve significant investment in software development, implementation, and ongoing support, with pricing influenced by labor rates, project complexity, and vendor experience.

Small Business Impact

This contract was not set aside for small businesses, nor does it indicate any specific subcontracting requirements for small businesses. This means that larger businesses or those capable of competing under full and open procedures were the primary focus. While this may limit direct opportunities for small businesses on this specific prime contract, it doesn't preclude them from participating as subcontractors if the prime contractor chooses to engage them. The overall impact on the small business ecosystem depends on the prime contractor's subcontracting strategy.

Oversight & Accountability

Oversight for this contract will likely be managed by the Department of Justice's contracting officers and program managers. As a Time and Materials contract, rigorous monitoring of labor hours, rates, and direct costs will be crucial to ensure accountability and prevent cost overruns. Transparency regarding project milestones and deliverables should be maintained through regular reporting. The DOJ's Office of the Inspector General may also have jurisdiction for audits or investigations if any concerns regarding waste, fraud, or abuse arise.

Related Government Programs

Federal Case Management Systems
Department of Justice IT Modernization
Computer Systems Design Services Contracts
Time and Materials IT Contracts
Simplified Acquisition Procedures IT Procurements

Risk Flags

Potential for cost overruns due to Time and Materials pricing.
Need for robust oversight to ensure value for money.
Dependence on successful user adoption and training for system effectiveness.

Frequently Asked Questions

What is this federal contract paying for?

Department of Justice awarded $3.9 million to MATRIX POINTE SOFTWARE LLC. PROSECUTORIAL CASE MANAGEMENT SYSTEM IMPLEMENTATION

Who is the contractor on this award?

The obligated recipient is MATRIX POINTE SOFTWARE LLC.

Which agency awarded this contract?

Awarding agency: Department of Justice (Offices, Boards and Divisions).

What is the total obligated amount?

The obligated amount is $3.9 million.

What is the period of performance?

Start: 2023-09-27. End: 2026-12-31.

What is the track record of Matrix Pointe Software LLC in delivering similar federal IT projects, particularly case management systems?

Information regarding Matrix Pointe Software LLC's specific track record with federal case management systems is not detailed in the provided data. A comprehensive assessment would require reviewing past performance evaluations, contract history, and client testimonials. Federal agencies typically conduct thorough past performance reviews as part of the source selection process. Without access to these specific details, it's difficult to definitively gauge their experience and success rate in delivering comparable solutions. Further research into federal procurement databases and contractor performance systems would be necessary to provide a more detailed analysis of their capabilities and reliability in this domain.

How does the total contract value of $3.9 million compare to similar prosecutorial case management system implementations in other federal agencies?

The total contract value of $3.9 million for a prosecutorial case management system implementation over approximately 3.3 years (1191 days) appears to be within a moderate range for federal IT projects of this nature. However, a precise comparison is challenging without knowing the scope, complexity, and specific functionalities required. Other agencies might have awarded similar systems for higher or lower amounts depending on factors like the number of users, integration requirements with existing systems, data migration needs, and the level of customization. For instance, a system supporting a larger agency with more complex workflows or a greater number of users could easily exceed this value. Conversely, simpler, more COTS-based solutions for smaller divisions might cost less. A detailed benchmark would necessitate comparing specific contract line item numbers (CLINs) and labor categories if available.

What are the primary risks associated with a Time and Materials (T&M) contract for a system implementation of this scale?

The primary risk with a Time and Materials (T&M) contract for a system implementation of this scale is the potential for cost overruns. Unlike fixed-price contracts, T&M agreements reimburse the contractor for the actual labor hours and materials used, plus a fixed fee or profit. If project scope creeps, inefficiencies arise, or labor rates are higher than anticipated, the total cost can escalate significantly beyond initial estimates. Effective oversight is critical to mitigate this risk. This includes closely monitoring the hours charged by contractor personnel, verifying the necessity of all materials, and ensuring that the work performed directly contributes to the project's objectives. Without robust management and clear performance metrics, T&M contracts can become less cost-effective than other contract types.

What are the potential program effectiveness implications of using Simplified Acquisition Procedures (SAP) for this contract?

Using Simplified Acquisition Procedures (SAP) for this $3.9 million contract suggests the Department of Justice aimed for a more streamlined and potentially faster procurement process compared to full-scale, large-dollar procurements. SAP is designed for purchases below the SAT (currently $250,000, though agencies can establish higher thresholds for specific types of acquisitions, and this contract is significantly above that). For a contract of this value, SAP likely allowed for a broader competition than a sole-source award but may not have involved the same level of detailed proposal evaluation and documentation as a FAR Part 15 procurement. The effectiveness hinges on whether the competition generated under SAP was sufficient to yield the best value solution at a fair and reasonable price. If the competition was robust, program effectiveness could be high. If competition was limited or the evaluation criteria were less stringent, there's a risk that the chosen solution might not be the most optimal or cost-effective in the long run.

How has federal spending on prosecutorial case management systems evolved over the past five years, and does this contract align with trends?

Federal spending on prosecutorial case management systems has generally seen a steady increase over the past five years, driven by the need for agencies to modernize aging infrastructure, improve data analytics capabilities, enhance cybersecurity, and streamline complex legal workflows. Agencies like the Department of Justice (DOJ), the Executive Office for U.S. Attorneys (EOUSA), and other law enforcement bodies continuously seek to upgrade their systems to handle increasing caseloads and evolving legal requirements. This $3.9 million contract for a new system aligns with this trend, reflecting the DOJ's investment in upgrading its technological capabilities. The shift towards cloud-based solutions, enhanced data integration, and user-friendly interfaces are also notable trends. This specific contract's focus on 'Computer Systems Design Services' suggests a custom development or significant integration effort, which is common in modernizing such critical systems.

Industry Classification

NAICS: Professional, Scientific, and Technical Services › Computer Systems Design and Related Services › Computer Systems Design Services

Product/Service Code: IT AND TELECOM - INFORMATION TECHNOLOGY AND TELECOMMUNICATIONS › IT AND TELECOM - APLLICATIONS

Competition & Pricing

Extent Competed: COMPETED UNDER SAP

Solicitation Procedures: SIMPLIFIED ACQUISITION

Solicitation ID: 15JA0523Q00000044

Offers Received: 5

Pricing Type: TIME AND MATERIALS (Y)

Evaluated Preference: NONE

Contractor Details

Address: 30400 DETROIT RD, WESTLAKE, OH, 44145

Business Categories: Category Business, Corporate Entity Not Tax Exempt, Limited Liability Corporation, Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $4,795,554

Exercised Options: $3,935,154

Current Obligation: $3,935,154

Actual Outlays: $3,903,377

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Cost or Pricing Data: NO

Timeline