DOJ awards $2.5M for document prep services, highlighting efficiency in administrative support

Contract Overview

Contract Amount: $2,539,053 ($2.5M)

Contractor: THE Data Entry Company

Awarding Agency: Department of Justice

Start Date: 2024-09-30

End Date: 2026-01-31

Contract Duration: 488 days

Daily Burn Rate: $5.2K/day

Competition Type: FULL AND OPEN COMPETITION

Pricing Type: TIME AND MATERIALS

Sector: Other

Official Description: FOIA COPYING FOR OGC

Place of Performance

Location: FALLS CHURCH, FALLS CHURCH CITY County, VIRGINIA, 22044

State: Virginia Government Spending

Plain-Language Summary

Department of Justice obligated $2.5 million to THE DATA ENTRY COMPANY for work described as: FOIA COPYING FOR OGC Key points: 1. Value for money appears reasonable given the scope of administrative support services. 2. Full and open competition suggests a competitive pricing environment. 3. Contract duration and task order type present moderate performance risks. 4. Services are essential for administrative functions within the Department of Justice. 5. Positioned within the professional support services sector, crucial for government operations.

Value Assessment

Rating: good

The contract value of approximately $2.5 million for document preparation services seems aligned with industry standards for administrative support. Benchmarking against similar contracts for document management and preparation within federal agencies indicates a fair market price. The time and materials pricing model, while common, requires careful monitoring to ensure cost efficiency and prevent scope creep. Overall, the pricing appears competitive given the specialized nature of the services required by the Department of Justice.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

This contract was awarded under full and open competition, indicating that multiple vendors had the opportunity to bid. The specific number of bidders is not provided, but the competitive nature of the award process suggests that the government received a range of proposals. This level of competition is generally expected to drive down prices and encourage innovation, leading to better value for the government.

Taxpayer Impact: Taxpayers benefit from a competitive bidding process that likely secured services at a more favorable price point than a sole-source or limited competition award.

Public Impact

The Department of Justice benefits from efficient and reliable document preparation services, supporting its various offices and divisions. Essential administrative functions are maintained, ensuring the smooth operation of legal and regulatory processes. The services likely support legal teams, administrative staff, and potentially public access to documents. Workforce implications are minimal as this contract outsources a specific administrative function rather than creating new federal positions.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for cost overruns if time and materials are not closely managed.
Dependence on contractor performance for timely and accurate document preparation.

Positive Signals

Awarded through full and open competition, suggesting a robust selection process.
Contract duration provides stability for essential administrative support.
Services are critical for the operational efficiency of the Department of Justice.

Sector Analysis

The contract falls within the professional, scientific, and technical services sector, specifically focusing on administrative and support services. This sector is vital for government operations, encompassing a wide range of activities from document management to specialized consulting. The market for these services is competitive, with numerous firms capable of providing document preparation and related support. The total federal spending in this broad category is in the billions annually, with document services representing a significant, albeit niche, component.

Small Business Impact

The provided data does not indicate any small business set-aside provisions for this contract. As it was awarded under full and open competition, there is no explicit requirement for subcontracting to small businesses. The impact on the small business ecosystem would depend on whether the prime contractor, 'THE DATA ENTRY COMPANY,' utilizes small businesses for any part of its service delivery, which is not detailed here.

Oversight & Accountability

Oversight for this contract would typically be managed by the contracting officer's representative (COR) within the Department of Justice, ensuring adherence to the contract terms and performance standards. Accountability is maintained through performance metrics and reporting requirements. Transparency is facilitated by the contract award data being publicly available. Inspector General jurisdiction would apply in cases of suspected fraud, waste, or abuse.

Related Government Programs

Department of Justice Administrative Support Contracts
Federal Document Management Services
Professional and Administrative Support Services
Time and Materials Contracts

Risk Flags

Potential for cost overruns due to Time and Materials pricing.
Contractor performance risk over the contract duration.
Need for robust oversight to ensure efficiency and quality.

Frequently Asked Questions

What is this federal contract paying for?

Department of Justice awarded $2.5 million to THE DATA ENTRY COMPANY. FOIA COPYING FOR OGC

Who is the contractor on this award?

The obligated recipient is THE DATA ENTRY COMPANY.

Which agency awarded this contract?

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

What is the total obligated amount?

The obligated amount is $2.5 million.

What is the period of performance?

Start: 2024-09-30. End: 2026-01-31.

What is the track record of 'THE DATA ENTRY COMPANY' with federal contracts?

Information regarding the specific track record of 'THE DATA ENTRY COMPANY' with federal contracts is not detailed in the provided data. A comprehensive assessment would require reviewing past performance evaluations, contract history, and any reported issues or successes with previous government engagements. This would include examining their performance on similar document preparation or administrative support contracts, their adherence to delivery schedules, and the quality of their work. Without this historical data, it is difficult to fully gauge their reliability and expertise in fulfilling this current Department of Justice requirement.

How does the awarded amount compare to the estimated value or ceiling of the BPA Call?

The provided data indicates an awarded amount of $2,539,052.58. However, the data does not specify the estimated value or ceiling of the underlying Blanket Purchase Agreement (BPA) Call or the parent BPA. To assess how the awarded amount compares to the potential maximum, we would need to know the total value authorized under the BPA Call. If the awarded amount represents the full utilization of the BPA Call's ceiling, it suggests the government fully intended to spend this amount. If it is significantly less than the ceiling, it might indicate that the full scope of services was not required or that the task order was awarded at a lower value than initially anticipated.

What are the primary risks associated with a 'Time and Materials' contract for document preparation?

The primary risks associated with a 'Time and Materials' (T&M) contract for document preparation revolve around cost control and contractor efficiency. Unlike fixed-price contracts, T&M contracts pay the contractor for the actual time spent and the materials used. This can lead to cost overruns if the work takes longer than expected or if material costs are higher than anticipated. There's also a risk that the contractor may not be incentivized to work as efficiently as possible, as their profit is tied to the hours billed. Effective oversight, detailed record-keeping, and clear definition of 'materials' are crucial to mitigate these risks and ensure value for money.

What is the significance of the NAICS code 561410 for this contract?

The North American Industry Classification System (NAICS) code 561410 signifies 'Document Preparation Services.' This classification indicates that the primary service being procured by the Department of Justice involves activities such as transcription, document copying, mailing, and other related administrative support tasks that focus on the preparation and handling of documents. This code helps categorize the contract within the broader federal procurement landscape, allowing for analysis of spending trends and comparison with similar services across government agencies. It confirms the specialized nature of the services being acquired.

How does the contract duration (488 days) impact the overall value and risk?

A contract duration of 488 days (approximately 16 months) provides a substantial period for the delivery of essential document preparation services, offering continuity for the Department of Justice. This duration allows for the establishment of a stable working relationship and predictable service delivery. From a risk perspective, a longer duration can increase exposure to potential changes in requirements, technology, or personnel. However, it also allows for economies of scale and potentially more efficient service provision over time. The risk is mitigated by the contract type (BPA Call) which allows for task orders, and the ability to monitor performance throughout the period.

What does the 'BPA CALL' contract award type imply?

The 'BPA CALL' award type signifies that this contract is a task order issued against a Blanket Purchase Agreement (BPA). A BPA is a simplified way to fill anticipated repetitive needs for supplies or services by establishing 'charge accounts' with qualified sources of supply. A BPA Call is a specific order placed against that BPA. This implies that the Department of Justice likely has an existing BPA in place with 'THE DATA ENTRY COMPANY' for document preparation services, and this award represents a specific call or order under that agreement. This structure is often used for recurring needs and can streamline the procurement process.

Industry Classification

NAICS: Administrative and Support and Waste Management and Remediation Services › Business Support Services › Document Preparation Services

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

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION

Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY

Pricing Type: TIME AND MATERIALS (Y)

Evaluated Preference: NONE

Contractor Details

Address: 424 ARCH ST, OAKLAND, MD, 21550

Business Categories: Category Business, Corporate Entity Not Tax Exempt, HUBZone Firm, Small Business, Special Designations, Subchapter S Corporation, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $2,539,053

Exercised Options: $2,539,053

Current Obligation: $2,539,053

Actual Outlays: $2,385,617

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Parent Contract

Parent Award PIID: 15JPSS24A00000252

IDV Type: BPA

Timeline