Pennsylvania's electronic birth records contract for SSN issuance valued at $2.97M, awarded via purchase order

Contract Overview

Contract Amount: $2,969,464 ($3.0M)

Contractor: Pennsylvania Department of Health

Awarding Agency: Social Security Administration

Start Date: 2019-06-29

End Date: 2025-04-16

Contract Duration: 2,118 days

Daily Burn Rate: $1.4K/day

Competition Type: NOT COMPETED UNDER SAP

Number of Offers Received: 1

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: PA ENUMERATION AT BIRTH (EAB) PENNSYLVANIA ELECTRONIC BIRTH RECORDS FOR THE PURPOSE OF OBTAINING SOCIAL SECURITY NUMBER (SSN) AT BIRTH.

Place of Performance

Location: HARRISBURG, DAUPHIN County, PENNSYLVANIA, 17120

State: Pennsylvania Government Spending

Plain-Language Summary

Social Security Administration obligated $3.0 million to PENNSYLVANIA DEPARTMENT OF HEALTH for work described as: PA ENUMERATION AT BIRTH (EAB) PENNSYLVANIA ELECTRONIC BIRTH RECORDS FOR THE PURPOSE OF OBTAINING SOCIAL SECURITY NUMBER (SSN) AT BIRTH. Key points: 1. The contract focuses on a critical government function: enabling Social Security Number issuance at birth. 2. Awarded as a purchase order, this suggests a streamlined procurement process for a specific service. 3. The duration of the contract extends over multiple years, indicating a sustained need for these services. 4. The service category points to data processing and hosting, essential for modern government operations. 5. The fixed-price nature of the contract provides cost certainty for the government. 6. The contract is not competed under simplified acquisition procedures, implying a specific justification for its award method.

Value Assessment

Rating: fair

The contract value of $2.97 million over its period of performance appears reasonable for a state-level data processing and integration service. However, without specific benchmarks for electronic birth record systems or the cost of obtaining Social Security Numbers at birth, a precise value-for-money assessment is challenging. The fixed-price structure offers predictability, but the lack of competition limits opportunities for potential cost savings through market forces. Comparing this to similar state-level initiatives for vital records management would provide better context.

Cost Per Unit: N/A

Competition Analysis

Competition Level: unknown

The contract was not competed under simplified acquisition procedures, and the award type is a purchase order. This suggests that the procurement may have followed specific agency procedures or was potentially a sole-source award if no other vendors could meet the requirements. The lack of detailed competition information makes it difficult to assess the number of bidders or the extent of market engagement. Further details on the procurement process are needed to understand the level of competition.

Taxpayer Impact: When a contract is not openly competed, taxpayers may not benefit from the most competitive pricing. This can lead to higher costs if alternative, more cost-effective solutions were available but not explored.

Public Impact

Citizens of Pennsylvania benefit by having their Social Security Numbers issued at birth, facilitating access to essential services. The contract supports the vital function of birth record enumeration and data management for the Social Security Administration. The primary geographic impact is within Pennsylvania, where birth records are processed. The contract ensures the integrity and accessibility of birth data, which has long-term implications for individuals and government agencies.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Lack of transparency regarding the competition process raises concerns about potential missed cost savings for taxpayers.
The reliance on a single purchase order without clear competitive justification warrants further investigation into procurement practices.
Limited public information on the specific performance metrics and outcomes makes it difficult to assess the overall effectiveness of the service.

Positive Signals

The contract addresses a critical government function, ensuring timely issuance of Social Security Numbers for newborns.
The fixed-price contract provides budget certainty for the procuring agency.
The extended duration suggests a stable and reliable service delivery for an important public need.

Sector Analysis

This contract falls within the broader Information Technology and Data Services sector, specifically focusing on government data processing and infrastructure. The market for such services is characterized by specialized providers capable of handling sensitive personal information and ensuring data integrity and security. Comparable spending benchmarks would involve looking at other state or federal contracts for vital records management, electronic health records integration, or large-scale data processing services, which can range from hundreds of thousands to millions of dollars depending on scope and duration.

Small Business Impact

Information regarding small business participation, including set-asides or subcontracting plans, is not provided in the available data. Typically, for contracts of this nature and award type, specific small business considerations would be detailed in the procurement documentation. Without this information, it is difficult to assess the impact on the small business ecosystem.

Oversight & Accountability

Oversight for this contract would primarily reside with the Social Security Administration, the agency receiving the service, and potentially the Pennsylvania Department of Health, the contracting entity. Accountability measures are likely embedded within the purchase order terms and conditions, including service level agreements and performance standards. Transparency is limited due to the nature of the award and the lack of detailed public reporting on performance metrics.

Related Government Programs

Social Security Administration IT Services
State Vital Records Management Systems
Electronic Health Records Integration
Government Data Processing Services

Risk Flags

Lack of Competition
Data Security Risk
System Reliability Risk

Frequently Asked Questions

What is this federal contract paying for?

Social Security Administration awarded $3.0 million to PENNSYLVANIA DEPARTMENT OF HEALTH. PA ENUMERATION AT BIRTH (EAB) PENNSYLVANIA ELECTRONIC BIRTH RECORDS FOR THE PURPOSE OF OBTAINING SOCIAL SECURITY NUMBER (SSN) AT BIRTH.

Who is the contractor on this award?

The obligated recipient is PENNSYLVANIA DEPARTMENT OF HEALTH.

Which agency awarded this contract?

Awarding agency: Social Security Administration (Social Security Administration).

What is the total obligated amount?

The obligated amount is $3.0 million.

What is the period of performance?

Start: 2019-06-29. End: 2025-04-16.

What is the specific technology or platform used for the Pennsylvania Electronic Birth Records system, and how does it ensure data security and privacy?

The provided data does not specify the exact technology or platform utilized for the Pennsylvania Electronic Birth Records (EAB) system. However, given the sensitive nature of birth records and Social Security Number (SSN) issuance, it is expected that the system employs robust security measures. These typically include data encryption (both in transit and at rest), access controls, audit trails, and compliance with relevant federal and state privacy regulations such as HIPAA (if applicable to health data aspects) and the Privacy Act of 1974. The Pennsylvania Department of Health, as the contracting entity, would be responsible for ensuring the vendor adheres to these security and privacy standards through contractual obligations and regular oversight.

How does the cost of this contract compare to similar state-level initiatives for electronic birth record management and SSN issuance?

A direct cost comparison to similar state-level initiatives is challenging without access to detailed data on other states' contracts. The value of $2.97 million over approximately five years (June 2019 to April 2025) for Pennsylvania's system is a significant investment. Factors influencing cost include the population size, the complexity of the existing infrastructure, the scope of services (e.g., data migration, system integration, ongoing maintenance, user support), and the level of competition during procurement. States with more advanced or integrated systems might have higher initial costs but potentially lower long-term operational expenses. Conversely, less developed systems might appear cheaper initially but could face challenges with scalability, security, or interoperability.

What are the key performance indicators (KPIs) used to measure the success of this contract, and what has been the contractor's performance against these KPIs?

The provided data does not include specific Key Performance Indicators (KPIs) for this contract or details on the contractor's performance. Typically, for a service like electronic birth record management for SSN issuance, KPIs would likely focus on data accuracy rates, system uptime and availability, processing times for new records, security incident rates, and user satisfaction (from both internal agency users and potentially external stakeholders). The Social Security Administration and the Pennsylvania Department of Health would establish these KPIs within the purchase order. Without access to performance reports or audits, it is impossible to assess the contractor's track record against these metrics.

What is the historical spending pattern for this specific service or similar services by the Pennsylvania Department of Health or the Social Security Administration?

The provided data indicates a single purchase order valued at $2.97 million with an end date in April 2025. This suggests that this specific contract represents a significant portion of spending for this particular service during its term. Historical spending patterns for similar services by the Pennsylvania Department of Health or the Social Security Administration are not detailed here. However, the nature of vital records management implies a continuous need, suggesting that prior to this contract, there were likely different arrangements, possibly older systems, manual processes, or contracts with other vendors. Understanding the evolution of spending would require a deeper dive into historical procurement records for both agencies.

Are there any known risks associated with the contractor's past performance or the nature of the services provided under this contract?

The available data does not provide information on the contractor's past performance or specific risks associated with the services. However, general risks inherent in contracts involving sensitive personal data and critical government functions include data breaches, system failures, inaccuracies in data processing, and non-compliance with regulations. The fact that this contract was 'NOT COMPETED UNDER SAP' (Simplified Acquisition Procedures) might indicate specific circumstances or justifications that could potentially introduce risks if not properly managed, such as limited vendor options or potential for higher costs. A thorough risk assessment would require reviewing the contractor's history, the specific security protocols in place, and the contingency plans for service disruptions.

Industry Classification

NAICS: Information › Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services › Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services

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

Competition & Pricing

Extent Competed: NOT COMPETED UNDER SAP

Solicitation Procedures: SIMPLIFIED ACQUISITION

Offers Received: 1

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Parent Company: Commonwealth of Pennsylvania

Address: 625 FORSTER ST, HARRISBURG, PA, 17120

Business Categories: Category Business, Government, U.S. National Government, Not Designated a Small Business, U.S. Regional/State Government

Financial Breakdown

Contract Ceiling: $2,969,464

Exercised Options: $2,969,464

Current Obligation: $2,969,464

Actual Outlays: $2,547,379

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Timeline