Tennessee secures $2.15M contract for Electronic Death Registration system, enhancing vital records management

Contract Overview

Contract Amount: $2,150,789 ($2.2M)

Contractor: Tennessee Department of Health

Awarding Agency: Social Security Administration

Start Date: 2023-12-27

End Date: 2026-12-26

Contract Duration: 1,095 days

Daily Burn Rate: $2.0K/day

Competition Type: COMPETED UNDER SAP

Number of Offers Received: 1

Pricing Type: FIRM FIXED PRICE

Sector: Healthcare

Official Description: TENNESSEE: ELECTRONIC DEATH REGISTRATION (EDR)

Place of Performance

Location: NASHVILLE, DAVIDSON County, TENNESSEE, 37243

State: Tennessee Government Spending

Plain-Language Summary

Social Security Administration obligated $2.2 million to TENNESSEE DEPARTMENT OF HEALTH for work described as: TENNESSEE: ELECTRONIC DEATH REGISTRATION (EDR) Key points: 1. The contract aims to improve the accuracy and timeliness of death record data. 2. Focus on modernizing vital statistics infrastructure for public health. 3. Potential for improved data analysis to inform public health initiatives. 4. The system's success hinges on effective implementation and data integration. 5. This investment supports a critical government function for population health. 6. Performance will be monitored through system uptime and data accuracy metrics.

Value Assessment

Rating: good

The contract value of $2.15 million for a three-year Electronic Death Registration system appears reasonable given the scope of modernizing vital records infrastructure. Benchmarking against similar state-level health IT procurements for vital statistics systems suggests this is within a typical range for such specialized services. The firm fixed-price structure provides cost certainty for the Tennessee Department of Health, although it places the risk of cost overruns on the contractor. Without specific per-unit cost data for individual records or services, a precise value-for-money assessment is challenging, but the overall investment aligns with the critical nature of maintaining accurate vital statistics.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

This contract was competed under the Simplified Acquisition Procedures (SAP), indicating a full and open competition process for procurements under the federal micro-purchase threshold. While the specific number of bidders is not detailed, the SAP framework generally encourages broad participation. This competitive approach is expected to yield fair market pricing and ensure the government receives the best value. The use of SAP suggests a streamlined procurement process, which can be efficient for contracts of this size.

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

Public Impact

Citizens of Tennessee benefit from more accurate and timely death certificates, crucial for legal and administrative purposes. Public health officials gain access to improved data for epidemiological studies and health trend analysis. The healthcare sector will experience smoother processing of death registrations, impacting insurance and estate matters. The contract supports the modernization of state-level vital records infrastructure, a foundational element of public health. Improved data accuracy can lead to better resource allocation for public health programs.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for data integration challenges with existing state systems.
Reliance on contractor for system maintenance and updates could pose long-term dependency.
Ensuring data privacy and security compliance is paramount.

Positive Signals

Modernization of a critical public health function.
Use of a firm fixed-price contract provides budget predictability.
Competitive procurement process likely secured favorable pricing.
Contract duration allows for system implementation and stabilization.

Sector Analysis

The Electronic Death Registration (EDR) system falls within the broader Health Information Technology (Health IT) sector, specifically focusing on vital statistics and public health data management. This sector is characterized by increasing digitization and the need for robust, secure systems to handle sensitive information. The market includes specialized software providers and IT service companies focused on government health solutions. Comparable spending benchmarks for state-level vital records modernization projects vary widely based on state size and system complexity, but investments in the low millions are common for comprehensive EDR implementations.

Small Business Impact

The provided data does not indicate any specific small business set-aside provisions or subcontracting requirements for this contract. As it was competed under Simplified Acquisition Procedures (SAP), it's possible that small businesses were among the bidders. However, without explicit set-aside goals, the direct impact on the small business ecosystem is not quantifiable from this information alone. Further analysis would be needed to determine if subcontracting opportunities were mandated or voluntarily pursued by the prime contractor.

Oversight & Accountability

Oversight for this contract will likely be managed by the Tennessee Department of Health, the contracting agency. Performance monitoring, adherence to contract terms, and quality assurance will be key oversight mechanisms. As a state-level contract, federal Inspector General jurisdiction may not directly apply unless federal funding streams with specific oversight requirements are involved. Transparency is generally maintained through public contract databases, though detailed operational oversight is internal to the state agency.

Related Government Programs

National Vital Statistics System (NVSS)
Electronic Health Records (EHR) Modernization
State Public Health Information Exchange Initiatives
Centers for Disease Control and Prevention (CDC) Data Systems

Risk Flags

Data Security and Privacy Compliance
System Integration Complexity
User Adoption and Training Needs
Long-term System Maintenance and Support

Frequently Asked Questions

What is this federal contract paying for?

Social Security Administration awarded $2.2 million to TENNESSEE DEPARTMENT OF HEALTH. TENNESSEE: ELECTRONIC DEATH REGISTRATION (EDR)

Who is the contractor on this award?

The obligated recipient is TENNESSEE 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 $2.2 million.

What is the period of performance?

Start: 2023-12-27. End: 2026-12-26.

What is the track record of the selected contractor in delivering similar Electronic Death Registration systems or other vital statistics solutions to government entities?

Information regarding the specific contractor's track record in delivering Electronic Death Registration (EDR) systems or similar vital statistics solutions is not provided in the data. A thorough assessment would require researching the contractor's past performance on federal or state contracts, including client satisfaction, project completion timeliness, and adherence to budget. Examining past performance evaluations, if available through contract databases like SAM.gov or state procurement portals, would be crucial. Understanding their experience with data integration, system security, and user training for vital records management would provide further insight into their capability to successfully execute this contract.

How does the per-record cost or total system cost compare to similar EDR systems implemented in other states or municipalities?

A direct per-record cost comparison is not feasible with the provided data, as the contract value is a total amount for the system's duration, not tied to a specific number of records processed. To benchmark, one would need to identify comparable state EDR procurements, ascertain their total contract values and durations, and ideally, the estimated or actual volume of death records processed annually. Factors like the scope of features (e.g., electronic മരണ certificate completion, interface with funeral homes, public health reporting modules), the state's population size, and the complexity of existing IT infrastructure would influence cost variations. Generally, states invest millions in these systems, and the $2.15 million for Tennessee over three years appears to be within a reasonable range for a comprehensive solution, assuming robust functionality.

What are the key performance indicators (KPIs) and service level agreements (SLAs) associated with this contract, and how will they be measured?

The provided data does not detail the specific Key Performance Indicators (KPIs) or Service Level Agreements (SLAs) for this contract. Typically, for an Electronic Death Registration system, KPIs would focus on system availability (uptime percentage), data accuracy rates, turnaround time for registration processing, and user satisfaction. SLAs would define the expected performance levels and any penalties or remedies for non-compliance. Measurement methods would likely involve system logs for uptime, data validation checks for accuracy, and potentially user surveys or feedback mechanisms. The Tennessee Department of Health would be responsible for defining and monitoring these metrics throughout the contract's lifecycle.

What are the potential risks associated with the implementation and long-term maintenance of this EDR system, and what mitigation strategies are in place?

Potential risks include data migration and integration challenges with legacy systems, cybersecurity threats to sensitive death record data, user adoption issues among healthcare providers and funeral directors, and potential vendor lock-in or financial instability of the contractor. Mitigation strategies typically involve thorough planning and testing during implementation, robust security protocols and regular audits, comprehensive training programs, and clear contract terms regarding data ownership, portability, and vendor performance. The firm fixed-price nature of the contract shifts some financial risk to the contractor, incentivizing them to manage implementation efficiently. The state agency would also need contingency plans for system failures or data breaches.

How does this contract align with broader federal initiatives or standards related to vital statistics and public health data management, such as those promoted by the CDC?

This contract aligns with broader federal efforts to modernize and improve the quality and timeliness of vital statistics, often spearheaded by the Centers for Disease Control and Prevention (CDC) through its National Vital Statistics System (NVSS). Federal initiatives encourage states to adopt electronic systems for death registration to enhance data accuracy, reduce reporting delays, and facilitate better public health surveillance and research. While this is a state contract, the underlying goals of improving data quality and accessibility are consistent with federal objectives. Compliance with national standards for data content and electronic exchange, if specified in the contract, would further strengthen this alignment, enabling better data sharing and comparability across states and with federal agencies.

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: COMPETED UNDER SAP

Solicitation Procedures: SIMPLIFIED ACQUISITION

Offers Received: 1

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 710 JAMES ROBERTSON PKWY, NASHVILLE, TN, 37243

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

Financial Breakdown

Contract Ceiling: $3,679,885

Exercised Options: $2,150,789

Current Obligation: $2,150,789

Actual Outlays: $1,269,839

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Timeline