Illinois birth records contract awarded for $3.16M to support SSN issuance at birth

Contract Overview

Contract Amount: $3,157,068 ($3.2M)

Contractor: Department of Public Health Illinois

Awarding Agency: Social Security Administration

Start Date: 2019-06-29

End Date: 2024-06-28

Contract Duration: 1,826 days

Daily Burn Rate: $1.7K/day

Competition Type: NOT COMPETED UNDER SAP

Number of Offers Received: 1

Pricing Type: FIRM FIXED PRICE

Sector: Other

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

Place of Performance

Location: SPRINGFIELD, SANGAMON County, ILLINOIS, 62702

State: Illinois Government Spending

Plain-Language Summary

Social Security Administration obligated $3.2 million to DEPARTMENT OF PUBLIC HEALTH ILLINOIS for work described as: ILLINOIS ENUMERATION AT BIRTH (EAB). ILLINOIS ELECTRONIC BIRTH RECORDS FOR THE PURPOSE OF OBTAINING SOCIAL SECURITY NUMBER (SSN) AT BIRTH. Key points: 1. Contract provides essential data for Social Security Number issuance at birth, impacting newborns and families. 2. The firm fixed-price contract structure offers cost predictability for the government. 3. A single award indicates potential limitations in market exploration or specific vendor capabilities. 4. The contract duration of five years suggests a long-term need for these services. 5. Geographic focus on Illinois highlights a state-specific approach to vital records management. 6. The service category points to a reliance on IT infrastructure for data processing and hosting.

Value Assessment

Rating: fair

The contract value of $3.16 million over five years for electronic birth records processing appears reasonable given the critical nature of the service. Benchmarking against similar state-level vital records contracts is challenging due to data variability and specific service inclusions. However, the cost per year is approximately $631,000, which needs to be assessed against the volume of records processed and the complexity of data integration with the Social Security Administration.

Cost Per Unit: N/A

Competition Analysis

Competition Level: sole-source

This contract was not competed under the Simplified Acquisition Procedures (SAP) and was awarded as a sole-source purchase order. This suggests that the Social Security Administration identified a specific entity, likely the Illinois Department of Public Health, as the sole provider of these essential birth records. The lack of competition means that pricing and service level agreements were not tested against a broader market, potentially leading to less favorable terms than a competed contract.

Taxpayer Impact: A sole-source award limits the government's ability to leverage competition to drive down costs, meaning taxpayers may not be receiving the best possible value for these services.

Public Impact

Newborns in Illinois benefit from a streamlined process for obtaining a Social Security Number at birth. The Social Security Administration receives accurate and timely birth data to facilitate SSN issuance. Families in Illinois experience reduced administrative burden in the critical post-birth period. The contract supports the foundational administrative infrastructure for federal identification systems. The workforce involved includes personnel managing vital records and IT systems within the state and federal agencies.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Lack of competition may result in higher costs for taxpayers.
Sole-source nature raises questions about market availability and potential vendor lock-in.
Dependence on a single provider for critical data could pose a risk if service is interrupted.

Positive Signals

Ensures a critical government function (SSN issuance) is supported.
Firm fixed-price contract provides budget certainty.
Long-term contract (5 years) indicates stability in service provision.

Sector Analysis

This contract falls within the IT and data processing sector, specifically focusing on government services related to vital records management. The market for such services involves entities capable of secure data handling, processing, and transmission, often state or local government agencies with access to primary data sources. Comparable spending benchmarks are difficult to establish without more specific details on data volume and integration requirements, but government contracts for data processing and IT infrastructure are common across various agencies.

Small Business Impact

The provided data does not indicate any small business set-aside or subcontracting requirements for this contract. As a sole-source award likely to a state agency, the focus is on the direct provision of services rather than engaging the broader small business contracting ecosystem.

Oversight & Accountability

Oversight for this contract would primarily reside with the Social Security Administration, which is the contracting agency. As a purchase order, it is subject to federal procurement regulations and agency-specific oversight mechanisms. Transparency is limited due to the sole-source nature and lack of public competition details. Inspector General jurisdiction would apply if any fraud, waste, or abuse were suspected.

Related Government Programs

Social Security Administration IT Services
State Vital Records Management
Federal Data Processing Contracts
Electronic Government Services

Risk Flags

Sole-source award limits price discovery.
Potential for higher costs due to lack of competition.
Dependence on a single provider for critical data.

Frequently Asked Questions

What is this federal contract paying for?

Social Security Administration awarded $3.2 million to DEPARTMENT OF PUBLIC HEALTH ILLINOIS. ILLINOIS ENUMERATION AT BIRTH (EAB). ILLINOIS 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 DEPARTMENT OF PUBLIC HEALTH ILLINOIS.

Which agency awarded this contract?

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

What is the total obligated amount?

The obligated amount is $3.2 million.

What is the period of performance?

Start: 2019-06-29. End: 2024-06-28.

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

Historical spending data for this specific contract is not readily available as it appears to be a recent sole-source award. However, the Social Security Administration (SSA) consistently invests in IT infrastructure and data processing services to manage its vast operations, including the issuance of Social Security numbers. Annual IT spending by the SSA typically runs into hundreds of millions of dollars, covering a wide array of services such as data management, system maintenance, cybersecurity, and cloud services. Contracts related to birth records processing are crucial for the initial stages of SSN issuance. Without specific historical data for this Illinois-focused contract, it's difficult to establish a precise trend, but it aligns with the SSA's ongoing need for reliable data feeds from states to maintain accurate citizen records.

How does the pricing of this contract compare to other state-level birth record processing agreements?

Direct comparison of pricing for this Illinois contract to other state-level birth record processing agreements is challenging due to the unique nature of sole-source awards and variations in service scope, data volume, and integration complexity. The $3.16 million contract over five years equates to approximately $631,000 annually. State vital records systems vary significantly in their technological sophistication and the services they provide to federal agencies. Some states may have more integrated systems that allow for more efficient data transfer, potentially leading to lower per-record costs. Conversely, states with less advanced systems might require more manual intervention or complex data reconciliation, increasing costs. The absence of competition for this Illinois contract means its pricing was not benchmarked against potential market alternatives, making a definitive value-for-money assessment relative to other states difficult without further detailed analysis of service inclusions and processing volumes.

What are the specific data security and privacy measures in place for handling sensitive birth records?

While the provided data does not detail specific security and privacy measures, contracts involving sensitive personal information like birth records and Social Security Numbers are typically governed by stringent federal regulations and agency policies. The Social Security Administration (SSA) mandates robust data security protocols for any contractor handling its data. This would include requirements for data encryption both in transit and at rest, access controls, regular security audits, and compliance with standards like the Federal Information Security Management Act (FISMA). The contractor, likely the Illinois Department of Public Health, would be expected to adhere to these requirements, ensuring that Personally Identifiable Information (PII) is protected against unauthorized access, disclosure, alteration, or destruction. Specific measures would be detailed in the contract's security clauses and performance work statement.

What is the track record of the Illinois Department of Public Health in managing electronic vital records and data processing?

The Illinois Department of Public Health (IDPH) has a long-standing responsibility for managing the state's vital records, including births. Their experience in maintaining these records electronically is crucial for the efficient processing required by the Social Security Administration (SSA). IDPH operates the Illinois Vital Records system, which is the official source for birth, death, marriage, and divorce certificates in the state. The department has been involved in efforts to modernize and improve the accessibility and accuracy of these records. Their ability to provide electronic birth records for the purpose of obtaining a Social Security Number at birth suggests a functional and established electronic data system. While specific performance metrics or past issues are not detailed here, the continuation of such a critical function implies a generally reliable track record in managing vital statistics data.

What are the potential risks associated with a sole-source award for critical government data services?

Sole-source awards for critical government data services present several potential risks. Firstly, the lack of competition can lead to higher costs for taxpayers, as the government does not benefit from price reductions that often occur in competitive bidding processes. Secondly, it can result in a lack of innovation, as the incumbent provider may have less incentive to improve services or adopt new technologies. Thirdly, there is a risk of vendor lock-in, where the government becomes overly dependent on a single provider, making it difficult and costly to switch vendors in the future. Finally, without competitive pressure, the quality of service or responsiveness might decline over time. For this specific contract, the risk is that the SSA may not be achieving the most cost-effective or technologically advanced solution available for processing Illinois birth records.

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: State of Illinois

Address: 535 W JEFFERSON ST LBBY, SPRINGFIELD, IL, 62702

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

Financial Breakdown

Contract Ceiling: $3,157,068

Exercised Options: $3,157,068

Current Obligation: $3,157,068

Actual Outlays: $2,494,124

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Timeline