State Department awards $5.1M contract for consular appointment scheduling tool to Sympos LLC

Contract Overview

Contract Amount: $5,105,448 ($5.1M)

Contractor: Symposit LLC

Awarding Agency: Department of State

Start Date: 2024-09-27

End Date: 2026-03-26

Contract Duration: 545 days

Daily Burn Rate: $9.4K/day

Competition Type: FULL AND OPEN COMPETITION

Number of Offers Received: 1

Pricing Type: TIME AND MATERIALS

Sector: Other

Official Description: CONSULAR APPOINTMENT SCHEDULING TOOL

Place of Performance

Location: WASHINGTON, DISTRICT OF COLUMBIA County, DISTRICT OF COLUMBIA, 20052

State: District of Columbia Government Spending

Plain-Language Summary

Department of State obligated $5.1 million to SYMPOSIT LLC for work described as: CONSULAR APPOINTMENT SCHEDULING TOOL Key points: 1. Contract awarded via full and open competition, suggesting a competitive bidding process. 2. The contract is for a delivery order with a time and materials pricing structure. 3. The duration of the contract is 545 days, ending in March 2026. 4. The North American Industry Classification System (NAICS) code 541519 indicates services related to computer systems design. 5. The contract is not set aside for small businesses, nor does it appear to have specific subcontracting requirements mentioned. 6. The awardee, Sympos LLC, is a single entity for this specific delivery order.

Value Assessment

Rating: fair

The contract value of $5.1 million over approximately 1.5 years for a consular appointment scheduling tool appears moderate. Without specific performance metrics or comparable contract data, a precise value-for-money assessment is challenging. The time and materials pricing structure can sometimes lead to cost overruns if not closely managed, but it also offers flexibility for evolving requirements. Benchmarking against similar IT service contracts for government agencies would provide a clearer picture of its cost-effectiveness.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

The contract was awarded under 'full and open competition,' indicating that all responsible sources were permitted to submit a bid. The data does not specify the number of bidders, but this method generally fosters a competitive environment. A competitive process is expected to drive down prices and encourage innovation as contractors vie for the award. The absence of further details on the bidding process limits a deeper analysis of the competition dynamics.

Taxpayer Impact: Taxpayers benefit from a competitive process as it typically leads to more favorable pricing and better service quality due to market forces.

Public Impact

The primary beneficiaries are likely the Department of State and its consular services, aiming to improve the efficiency of appointment scheduling. The service delivered is a 'Consular Appointment Scheduling Tool,' which could streamline processes for visa applicants and diplomatic missions. The geographic impact is primarily within the District of Columbia, where the contract is managed, but the tool's use could extend to various consular posts globally. Workforce implications may involve IT professionals and potentially administrative staff involved in the development, implementation, and maintenance of the scheduling system.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for cost escalation due to the time and materials pricing model if not rigorously monitored.
Dependence on a single awardee for this specific delivery order could pose a risk if performance issues arise.
The effectiveness of the 'consular appointment scheduling tool' in improving actual service delivery needs to be monitored.

Positive Signals

Awarded through full and open competition, suggesting a robust selection process.
The contract duration provides a defined period for service delivery and system implementation.
The specific nature of the service (appointment scheduling) addresses a clear operational need within the State Department.

Sector Analysis

This contract falls within the broader IT services sector, specifically focusing on software development and related computer services (NAICS 541519). The market for government IT services is substantial, with agencies continually seeking solutions to modernize operations and improve citizen engagement. Comparable spending benchmarks would involve looking at other contracts for custom software development, database management, and workflow automation tools procured by federal agencies. The size of this contract is moderate within the context of large federal IT procurements.

Small Business Impact

This contract was not awarded as a small business set-aside, and there is no explicit indication of subcontracting requirements for small businesses. This means that opportunities for small businesses to participate in this specific contract are likely limited unless they are prime contractors themselves or are subcontracted by Sympos LLC without a formal set-aside mandate. The absence of small business participation goals could mean a missed opportunity to leverage the innovative capabilities of the small business ecosystem for this particular service.

Oversight & Accountability

Oversight for this contract would primarily reside with the contracting officer and the relevant program managers within the Department of State. Accountability measures are typically embedded in the contract terms, including performance standards and delivery schedules. Transparency is facilitated through public contract databases like FPDS. The Inspector General for the Department of State would have jurisdiction to investigate any potential fraud, waste, or abuse related to this contract.

Related Government Programs

Department of State IT Modernization Programs
Federal Citizen Services Platforms
Consular Affairs IT Systems
Government Appointment and Scheduling Software

Risk Flags

Potential for cost overruns due to Time and Materials pricing.
Lack of specific performance metrics in the provided data.
Limited information on the number of bidders in the full and open competition.

Frequently Asked Questions

What is this federal contract paying for?

Department of State awarded $5.1 million to SYMPOSIT LLC. CONSULAR APPOINTMENT SCHEDULING TOOL

Who is the contractor on this award?

The obligated recipient is SYMPOSIT LLC.

Which agency awarded this contract?

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

What is the total obligated amount?

The obligated amount is $5.1 million.

What is the period of performance?

Start: 2024-09-27. End: 2026-03-26.

What is the track record of Sympos LLC in delivering similar IT solutions to federal agencies?

A review of federal procurement data would be necessary to ascertain Sympos LLC's track record. Specifically, examining past contracts awarded to Sympos LLC for IT services, particularly those involving scheduling systems, workflow automation, or database management for government clients, would provide insight. Performance history on these prior contracts, including any awards, penalties, or contract modifications, would help assess their reliability and capability. Without this specific data, it's difficult to definitively evaluate their past performance in delivering comparable solutions.

How does the pricing structure (Time and Materials) compare to fixed-price contracts for similar IT services?

Time and Materials (T&M) contracts, like the one awarded to Sympos LLC, offer flexibility by paying for direct labor hours at specified hourly rates and for the actual cost of materials. This is often used when the scope of work is not clearly defined or is expected to evolve. In contrast, fixed-price contracts establish a set price for a defined scope of work, shifting more risk to the contractor. While T&M can be advantageous for adapting to changing requirements, it carries a higher risk of cost overruns if not managed diligently. Fixed-price contracts generally offer better cost certainty for the government but require a very well-defined scope upfront.

What are the key performance indicators (KPIs) for this consular appointment scheduling tool?

The provided data does not specify the key performance indicators (KPIs) for the consular appointment scheduling tool. Typically, for such a system, KPIs might include metrics like the average time to schedule an appointment, the reduction in no-show rates, user satisfaction scores (both for applicants and consular staff), system uptime and availability, and the efficiency gains in processing appointment requests. The effectiveness of the tool would be measured against these defined performance benchmarks, which should be detailed in the contract's statement of work or performance work statement.

What is the historical spending by the Department of State on appointment scheduling systems?

To determine historical spending on appointment scheduling systems by the Department of State, a detailed analysis of past federal procurement data (e.g., FPDS) would be required. This would involve searching for contracts related to 'appointment scheduling,' 'scheduling software,' 'consular systems,' and similar keywords across various fiscal years. Aggregating the values of these contracts would reveal trends in spending and provide context for the current $5.1 million award. Without this historical data, it's challenging to assess if this award represents an increase, decrease, or stable level of investment in such technologies.

What is the potential impact of this tool on the efficiency of consular services globally?

A well-implemented consular appointment scheduling tool has the potential to significantly enhance the efficiency of consular services globally. By providing a centralized, user-friendly platform for applicants to book appointments, it can reduce administrative burdens on consular staff, minimize errors, and potentially decrease wait times. This could lead to improved applicant experiences and allow consular officers to focus more on core diplomatic functions rather than appointment management. The actual impact will depend on the tool's design, its integration with existing systems, and its adoption by both applicants and consular posts worldwide.

Industry Classification

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

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

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION

Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY

Offers Received: 1

Pricing Type: TIME AND MATERIALS (Y)

Evaluated Preference: NONE

Contractor Details

Parent Company: Symposit-Humantouch JV 1 LLC

Address: 3060 WILLIAMS DR STE 3074, FAIRFAX, VA, 22031

Business Categories: 8(a) Program Participant, Category Business, Hispanic American Owned Business, Limited Liability Corporation, Minority Owned Business, Self-Certified Small Disadvantaged Business, Small Business, Sole Proprietorship, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $6,101,200

Exercised Options: $6,101,200

Current Obligation: $5,105,448

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Parent Contract

Parent Award PIID: 47QTCA18D0031

IDV Type: FSS

Timeline