DOJ's $3.5M contract for medical subpoena retrieval awarded to G Robert Smith, a sole source purchase order

Contract Overview

Contract Amount: $3,500 ($3.5K)

Contractor: G Robert Smith

Awarding Agency: Department of Justice

Start Date: 2026-04-06

End Date: 2027-04-30

Contract Duration: 389 days

Daily Burn Rate: $9/day

Competition Type: COMPETED UNDER SAP

Number of Offers Received: 1

Pricing Type: TIME AND MATERIALS

Sector: Other

Official Description: RECORDS RETRIEVAL OF MEDICAL SUBPOENAS

Place of Performance

Location: SPRING VALLEY, SAN DIEGO County, CALIFORNIA, 91977

State: California Government Spending

Plain-Language Summary

Department of Justice obligated $3,500 to G ROBERT SMITH for work described as: RECORDS RETRIEVAL OF MEDICAL SUBPOENAS Key points: 1. Value for money is difficult to assess without a competitive benchmark. 2. The contract was competed under SAP, suggesting a focus on smaller procurements. 3. Risk indicators include the sole-source nature and potential for cost overruns with Time and Materials. 4. Performance context is limited by the nature of the service (subpoena retrieval). 5. Sector positioning is within 'Other Business Service Centers', a broad category.

Value Assessment

Rating: fair

The contract value of $3.5 million over its period of performance is moderate. As a Time and Materials contract awarded under SAP, direct comparison to similar fixed-price contracts is challenging. Benchmarking the value for medical subpoena retrieval services is difficult without more specific market data on per-subpoena costs or retrieval times. The absence of a competitive bid process limits the ability to assess if the pricing reflects optimal value for the government.

Cost Per Unit: N/A

Competition Analysis

Competition Level: limited

This contract was competed under SAP (Simplified Acquisition Procedures), which typically allows for a broader range of competition than sole-source but is still limited compared to full and open competition. The data indicates it was a purchase order, and while the competition level is listed as 'COMPETED UNDER SAP', the absence of specific bidder numbers or the solicitation method (e.g., RFQ) prevents a detailed analysis of the competitive dynamics. This suggests a streamlined process likely intended for smaller value procurements.

Taxpayer Impact: The limited competition under SAP may result in less aggressive pricing than a full and open competition, potentially leading to higher costs for taxpayers. However, the use of SAP can also lead to faster acquisition, which might offset some cost inefficiencies.

Public Impact

The Department of Justice benefits from this contract by securing essential legal support services. Medical subpoena retrieval services are delivered, crucial for litigation and investigations. The geographic impact is primarily within California, where the contractor is located. Workforce implications are minimal, as this is a service contract likely utilizing existing contractor staff.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Time and Materials contract type increases risk of cost overruns if not closely managed.
Limited competition may lead to suboptimal pricing for the government.
The specific nature of 'medical subpoena retrieval' could be subject to varying complexities and costs.

Positive Signals

Awarded to a single contractor, potentially indicating specialized capability or established relationship.
Contract duration extends to April 2027, providing continuity of service.
The contract is for a defined service, allowing for focused performance evaluation.

Sector Analysis

The 'Other Business Service Centers' category is broad and encompasses a wide range of support services. Within this sector, contracts for legal support services, including document retrieval and subpoena management, are common. The market size for such specialized legal support services is significant, driven by the needs of government agencies and private law firms. This contract fits within the niche of legal support services, where efficiency and accuracy in information retrieval are paramount.

Small Business Impact

The provided data does not indicate any small business set-aside provisions for this contract, nor does it specify subcontracting plans. Therefore, the direct impact on the small business ecosystem is likely minimal unless the prime contractor has its own small business subcontracting goals that are not detailed here. The contract's value and nature do not inherently suggest a focus on fostering small business participation.

Oversight & Accountability

Oversight for this contract would typically fall under the Department of Justice's contracting officers and program managers. Accountability measures would be tied to the performance standards outlined in the purchase order and the Time and Materials payment structure. Transparency is facilitated by public contract databases, but detailed operational oversight and Inspector General jurisdiction would depend on the specific nature of any potential issues or audits related to the service delivery and billing.

Related Government Programs

Legal Support Services
Document Management Services
Procurement under Simplified Acquisition Procedures
Department of Justice Contracts

Risk Flags

Potential for cost overruns due to Time and Materials contract type.
Limited competition may result in suboptimal pricing.
Lack of detailed performance metrics in summary data.

Frequently Asked Questions

What is this federal contract paying for?

Department of Justice awarded $3,500 to G ROBERT SMITH. RECORDS RETRIEVAL OF MEDICAL SUBPOENAS

Who is the contractor on this award?

The obligated recipient is G ROBERT SMITH.

Which agency awarded this contract?

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

What is the total obligated amount?

The obligated amount is $3,500.

What is the period of performance?

Start: 2026-04-06. End: 2027-04-30.

What is the historical spending pattern for medical subpoena retrieval services by the Department of Justice?

Analyzing historical spending for medical subpoena retrieval by the Department of Justice requires access to detailed procurement data beyond this single contract. Typically, agencies procure such services through various contract vehicles, including task orders under larger legal support contracts or direct awards. Trends might show an increase in demand due to litigation complexity or changes in electronic health record accessibility. Without specific historical data, it's difficult to ascertain if the $3.5 million for this contract represents an increase, decrease, or stable level of spending compared to previous periods or similar services.

How does the Time and Materials (T&M) contract type impact cost control for medical subpoena retrieval?

Time and Materials contracts, like this one, can pose challenges for cost control. They reimburse the contractor for direct labor hours at specified hourly rates and for the actual cost of materials. For medical subpoena retrieval, this means costs can fluctuate based on the time spent by personnel and the expenses incurred in obtaining records. Effective cost control relies heavily on robust government oversight, including detailed monitoring of labor hours, verification of material costs, and clear definition of 'best efforts' or 'completion' milestones to prevent scope creep and ensure efficiency. Without stringent oversight, T&M contracts carry a higher risk of cost overruns compared to fixed-price arrangements.

What are the specific risks associated with a sole-source award for essential legal support services?

A sole-source award, even if competed under SAP initially, can present risks if it bypasses broader competition. The primary risk is the potential for paying a non-competitive price, as the contractor faces less pressure to offer the most cost-effective solution. There's also a risk of complacency, where the incumbent contractor may not be incentivized to innovate or improve service delivery as aggressively as they might under competitive pressure. Furthermore, if the sole-source justification is weak or if the contractor's performance falters, the agency may have limited recourse without initiating a new, potentially lengthy, procurement process.

What is the typical performance metric for medical subpoena retrieval services?

Typical performance metrics for medical subpoena retrieval services often include turnaround time (how quickly records are retrieved after a subpoena is issued), accuracy of the retrieved records, completeness of the delivered files, and compliance with all relevant privacy regulations (like HIPAA). For this contract, specific metrics would be detailed in the purchase order's Performance Work Statement (PWS). Success is generally measured by the timely and accurate delivery of requested medical documentation in a legally admissible format, meeting all statutory and regulatory requirements.

How does the 'Other Business Service Centers' NAICS code (561439) reflect the nature of this contract?

The NAICS code 561439, 'Other Business Service Centers,' is a broad classification that includes establishments primarily engaged in providing a variety of business support services not elsewhere classified. This can encompass services like document copying, mail services, and, relevantly, specialized information retrieval. While broad, it accurately captures the administrative and logistical nature of retrieving medical records in response to legal demands. However, it doesn't specifically highlight the legal or medical expertise that might be involved, suggesting the contract focuses more on the process and logistics of information acquisition rather than interpretation or analysis.

Industry Classification

NAICS: Administrative and Support and Waste Management and Remediation Services › Business Support Services › Other Business Service Centers (including Copy Shops)

Product/Service Code: SUPPORT SVCS (PROF, ADMIN, MGMT) › PROFESSIONAL SERVICES

Competition & Pricing

Extent Competed: COMPETED UNDER SAP

Solicitation Procedures: SIMPLIFIED ACQUISITION

Offers Received: 1

Pricing Type: TIME AND MATERIALS (Y)

Evaluated Preference: NONE

Contractor Details

Address: 9621 CAMPO RD STE C, SPRING VALLEY, CA, 91977

Business Categories: Category Business, Not Designated a Small Business, Sole Proprietorship, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $3,500

Exercised Options: $3,500

Current Obligation: $3,500

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Timeline