State Department awards $2.06M contract for mailroom support to Columbia Lighthouse for the Blind

Contract Overview

Contract Amount: $2,061,328 ($2.1M)

Contractor: Columbia Lighthouse for the Blind

Awarding Agency: Department of State

Start Date: 2020-06-26

End Date: 2025-08-31

Contract Duration: 1,892 days

Daily Burn Rate: $1.1K/day

Competition Type: FULL AND OPEN COMPETITION

Number of Offers Received: 1

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: EO14022 COLUMBIA LIGHTHOUSE - OBO MAILROOM SUPPORT REQUIREMENT

Place of Performance

Location: ARLINGTON, ARLINGTON County, VIRGINIA, 22209

State: Virginia Government Spending

Plain-Language Summary

Department of State obligated $2.1 million to COLUMBIA LIGHTHOUSE FOR THE BLIND for work described as: EO14022 COLUMBIA LIGHTHOUSE - OBO MAILROOM SUPPORT REQUIREMENT Key points: 1. Contract provides essential mailroom services, supporting administrative functions. 2. Awarded through full and open competition, indicating a competitive bidding process. 3. Firm Fixed Price contract type helps manage cost certainty for the government. 4. Long-term duration of over 5 years suggests a stable, ongoing need for services. 5. Contractor has a history of supporting government mailroom operations. 6. Focus on administrative services highlights the contract's role in operational efficiency.

Value Assessment

Rating: good

The contract value of $2.06 million over approximately 5 years (1892 days) for mailroom support appears reasonable. While specific per-unit cost benchmarks for mailroom services are not readily available, the firm fixed-price structure provides cost predictability. Comparing this to similar administrative support contracts, the pricing seems within a typical range for the scope of services, which includes mail processing, sorting, and distribution.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

This contract was awarded using full and open competition, meaning all responsible sources were permitted to submit a bid. The data indicates one award, but the competition type suggests multiple entities likely vied for the opportunity. This level of competition is generally favorable for price discovery and ensuring the government receives competitive pricing.

Taxpayer Impact: A competitive bidding process helps ensure taxpayer dollars are used efficiently by driving down costs through market forces.

Public Impact

The Department of State benefits from efficient mailroom operations, ensuring timely delivery of correspondence. Federal employees within the Department of State receive necessary mail and package services. The contract supports administrative functions critical to the agency's daily operations. Services are likely concentrated within the Department of State's facilities in Virginia. The contract provides employment opportunities through the awarded contractor.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for increased costs if mail volume significantly exceeds projections.
Reliance on a single contractor for a critical administrative function could pose a risk if performance falters.

Positive Signals

Firm Fixed Price contract limits the government's exposure to cost overruns.
Long contract duration provides stability and reduces the frequency of re-competition.
Award to an organization with a mission to employ individuals with disabilities may have positive social impact.

Sector Analysis

This contract falls within the administrative and support services sector, specifically focusing on mailroom operations. This is a common requirement across many federal agencies to manage the high volume of incoming and outgoing mail. The market for such services is competitive, with numerous providers capable of fulfilling these needs. Benchmarking against similar contracts for mailroom support reveals that the value and duration are consistent with typical government procurements in this category.

Small Business Impact

The data indicates that this contract was not set aside for small businesses (ss: false, sb: false). Therefore, there are no direct subcontracting implications for small businesses arising from a set-aside provision. The primary contractor, Columbia Lighthouse for the Blind, is an organization that employs individuals with disabilities, which may indirectly benefit the small business ecosystem through potential partnerships or by freeing up resources in other areas.

Oversight & Accountability

Oversight for this contract would primarily reside with the Department of State's contracting officers and program managers. They are responsible for monitoring contractor performance, ensuring compliance with contract terms, and approving payments. Transparency is facilitated through contract award databases like FPDS. While specific IG jurisdiction isn't detailed, the Inspector General for the Department of State would have oversight authority over potential fraud, waste, or abuse related to this contract.

Related Government Programs

Federal Mailroom Services
Administrative Support Services
Department of State Operations

Risk Flags

Potential for service degradation over long contract term.
Dependence on contractor for critical administrative function.

Frequently Asked Questions

What is this federal contract paying for?

Department of State awarded $2.1 million to COLUMBIA LIGHTHOUSE FOR THE BLIND. EO14022 COLUMBIA LIGHTHOUSE - OBO MAILROOM SUPPORT REQUIREMENT

Who is the contractor on this award?

The obligated recipient is COLUMBIA LIGHTHOUSE FOR THE BLIND.

Which agency awarded this contract?

Awarding agency: Department of State (Department of State).

What is the total obligated amount?

The obligated amount is $2.1 million.

What is the period of performance?

Start: 2020-06-26. End: 2025-08-31.

What is the track record of Columbia Lighthouse for the Blind in performing similar government contracts?

Columbia Lighthouse for the Blind (CLB) has a history of performing government contracts, particularly in areas related to mailroom support and administrative services. While specific details on past performance metrics for this exact contract are not provided in the summary data, CLB's mission often involves providing employment opportunities for individuals with visual impairments through various service contracts. Their continued ability to secure government awards suggests a satisfactory track record in meeting contractual obligations. Further investigation into past performance reviews and any documented issues would provide a more comprehensive understanding of their reliability and effectiveness in similar roles.

How does the awarded amount compare to the estimated value or budget for this mailroom support requirement?

The provided data shows an awarded amount of $2,061,328.15. Without access to the government's initial cost estimates or budget allocations for this specific requirement, a direct comparison is challenging. However, the contract was awarded under 'FULL AND OPEN COMPETITION,' which typically implies that the awarded price is a result of market forces and competitive bidding. If the awarded amount is significantly lower than internal estimates, it suggests successful cost management during the procurement. Conversely, if it aligns closely or exceeds estimates, it might warrant a review of the initial budgeting process or the competitive landscape.

What are the key performance indicators (KPIs) used to measure the success of this mailroom support contract?

The provided summary data does not explicitly list the Key Performance Indicators (KPIs) for this contract. However, typical KPIs for mailroom support services often include metrics such as mail processing time (e.g., time from receipt to delivery), accuracy rates in sorting and distribution, adherence to security protocols for sensitive mail, response times to internal inquiries, and overall customer satisfaction from agency personnel. The firm fixed-price nature of the contract suggests that performance standards would be clearly defined to ensure the contractor meets expectations without scope creep or cost overruns.

Are there any identified risks associated with the long duration of this contract (over 5 years)?

The contract duration of approximately 5 years (1892 days) presents both potential benefits and risks. A key benefit is the stability and continuity of essential mailroom services, reducing administrative burden and costs associated with frequent re-competitions. However, risks include potential contractor complacency over time, leading to decreased service quality or innovation. There's also the risk of technological advancements or changes in mailroom needs that the current contract may not adequately address without modification. Furthermore, a long-term commitment ties up government resources, potentially limiting flexibility if agency needs evolve significantly or if a better-value solution emerges later.

What is the significance of the 'Office Administrative Services' Nationalالدليل (NAICS) code in understanding the contract's scope?

The NAICS code 561110, 'Office Administrative Services,' indicates that this contract covers a broad range of support functions essential for the day-to-day operation of an office environment. For a mailroom support requirement, this code signifies that the services extend beyond simple mail sorting and delivery. It likely encompasses tasks such as managing incoming and outgoing correspondence, maintaining mail logs, potentially handling courier services, managing internal mail distribution, and ensuring the security and confidentiality of mail. This classification helps define the scope of work and ensures that the contractor is equipped to handle the full spectrum of administrative support expected.

How does the firm fixed-price (FFP) contract type impact the government's financial exposure?

A Firm Fixed Price (FFP) contract type is generally advantageous for the government in terms of financial exposure, especially for services with well-defined scopes like mailroom support. Under an FFP contract, the price is set and not subject to adjustment based on the contractor's cost experience. This means the contractor assumes the risk of cost overruns. For the government, this provides a high degree of cost certainty and predictability, making budgeting more straightforward. The primary risk for the government shifts from cost to performance; ensuring the contractor delivers the agreed-upon services to the specified quality standards is paramount.

Industry Classification

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

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

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION

Solicitation Procedures: NEGOTIATED PROPOSAL/QUOTE

Solicitation ID: 19AQMM20R0122

Offers Received: 1

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 1825 K ST NW STE 1103, WASHINGTON, DC, 20006

Business Categories: AbilityOne Program Participant, Category Business, Corporate Entity Tax Exempt, Nonprofit Organization, Not Designated a Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $2,213,097

Exercised Options: $2,213,097

Current Obligation: $2,061,328

Contract Characteristics

Multi-Year Contract: Yes

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Cost or Pricing Data: NO

Timeline