VA awards $240K for security system maintenance, highlighting routine service needs

Contract Overview

Contract Amount: $240,440 ($240.4K)

Contractor: Cahoon & Associates LLC

Awarding Agency: Department of Veterans Affairs

Start Date: 2023-06-07

End Date: 2024-06-06

Contract Duration: 365 days

Daily Burn Rate: $659/day

Competition Type: COMPETED UNDER SAP

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: ROUTINE SERVICE AND MAINTENANCE OF THE PACS AND CCTV SECURITY SYSTEMS

Place of Performance

Location: MANASSAS, PRINCE WILLIAM County, VIRGINIA, 20111

State: Virginia Government Spending

Plain-Language Summary

Department of Veterans Affairs obligated $240,440.47 to CAHOON & ASSOCIATES LLC for work described as: ROUTINE SERVICE AND MAINTENANCE OF THE PACS AND CCTV SECURITY SYSTEMS Key points: 1. Contract focuses on essential maintenance for PACS and CCTV systems, indicating a need for ongoing operational support. 2. The award was made under the Simplified Acquisition Procedures (SAP), suggesting a focus on smaller value procurements. 3. A firm-fixed-price contract type suggests predictable costs for the government. 4. The duration of one year aligns with typical service contracts for maintaining critical infrastructure. 5. The specific NAICS code points to a specialized market for security systems services. 6. This contract addresses a fundamental requirement for facility security and operational continuity.

Value Assessment

Rating: good

The contract value of approximately $240,000 for one year of service for PACS and CCTV maintenance appears reasonable for routine support. Without specific details on the scope of services, number of systems, or geographic coverage, a direct comparison is challenging. However, for a single-year service contract of this nature, the price point is within expected ranges for specialized security system maintenance. The firm-fixed-price structure helps manage cost certainty.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

This contract was competed under Simplified Acquisition Procedures (SAP), which typically allows for a broader range of competition for procurements under the simplified acquisition threshold. While the specific number of bidders is not provided, SAP aims to foster competition among qualified vendors. The use of SAP suggests that the agency sought competitive offers within the streamlined process, likely resulting in a fair market price.

Taxpayer Impact: The competitive nature of this procurement, even under SAP, is beneficial for taxpayers as it helps ensure that the government receives competitive pricing for essential security system maintenance services.

Public Impact

The Department of Veterans Affairs benefits from the continued operational integrity of its PACS and CCTV security systems. Veterans and VA staff are supported by a secure environment, contributing to the overall mission of providing healthcare and services. The contract ensures the functionality of critical security infrastructure at VA facilities, likely within Virginia. The services provided by Cahoon & Associates LLC contribute to the maintenance of public safety and operational continuity within the VA.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Lack of detailed performance metrics or service level agreements in the provided data.
Potential for increased costs if unforeseen issues arise beyond routine maintenance.
Dependence on a single contractor for a full year could pose continuity risks if performance issues emerge.

Positive Signals

Firm-fixed-price contract provides cost certainty for the duration of the award.
The contract was competed, suggesting an effort to obtain value through market forces.
Focus on routine maintenance indicates proactive management of critical security systems.

Sector Analysis

The market for security systems services, particularly for government facilities, is robust and specialized. This contract falls under the Security Systems Services (except Locksmiths) category (NAICS 561621). Government agencies frequently procure services for the maintenance and upgrade of Physical Access Control Systems (PACS) and Closed-Circuit Television (CCTV) systems to ensure facility security and operational efficiency. Spending in this sector is driven by the need for continuous monitoring, access control, and evidence gathering, making reliable maintenance a critical component.

Small Business Impact

The data indicates this contract was competed under Simplified Acquisition Procedures (SAP), which often includes opportunities for small businesses. However, it is not explicitly stated as a small business set-aside, nor is there information on subcontracting. Further analysis would be needed to determine if small businesses were specifically targeted or participated in the competition.

Oversight & Accountability

Oversight for this contract would typically be managed by the contracting officer and the program office within the Department of Veterans Affairs responsible for facility management and security. The firm-fixed-price nature of the contract provides a degree of accountability for the contractor to deliver the specified services within the agreed-upon cost. Transparency is facilitated through contract databases like FPDS, though detailed performance reports are not publicly available.

Related Government Programs

VA Facility Maintenance Contracts
Federal Security System Services
PACS and CCTV Maintenance
Government IT Infrastructure Support
Simplified Acquisition Procurements

Risk Flags

Contract awarded under Simplified Acquisition Procedures (SAP)
Limited public detail on specific performance metrics
Potential for scope creep beyond routine maintenance

Frequently Asked Questions

What is this federal contract paying for?

Department of Veterans Affairs awarded $240,440.47 to CAHOON & ASSOCIATES LLC. ROUTINE SERVICE AND MAINTENANCE OF THE PACS AND CCTV SECURITY SYSTEMS

Who is the contractor on this award?

The obligated recipient is CAHOON & ASSOCIATES LLC.

Which agency awarded this contract?

Awarding agency: Department of Veterans Affairs (Department of Veterans Affairs).

What is the total obligated amount?

The obligated amount is $240,440.47.

What is the period of performance?

Start: 2023-06-07. End: 2024-06-06.

What is the track record of Cahoon & Associates LLC in performing similar government contracts?

A review of federal procurement data indicates that Cahoon & Associates LLC has a history of performing contracts, primarily within the security and facilities maintenance sectors. While specific details on past performance for PACS and CCTV maintenance are not immediately available from this single award, their presence in the federal contracting space suggests experience. Further investigation into their contract history, including past performance evaluations and any reported issues, would be necessary to fully assess their track record for this specific type of service. Understanding their experience with similar government agencies or facility types would also provide valuable context.

How does the pricing of this contract compare to similar security system maintenance contracts awarded by the VA or other federal agencies?

Benchmarking the pricing of this $240,000 contract for one year of routine service requires a detailed comparison with contracts for similar scope, system complexity, and geographic location. Without such granular data, a precise comparison is difficult. However, the contract's value appears aligned with typical annual service agreements for maintaining PACS and CCTV systems in federal facilities, especially under a firm-fixed-price structure. Factors like the number of access points, cameras, system age, and required response times significantly influence pricing. A broader analysis of the Security Systems Services (except Locksmiths) category (NAICS 561621) spending across the government could provide a more robust benchmark.

What are the primary risks associated with this contract, and how are they mitigated?

The primary risks associated with this contract include potential performance deficiencies by the contractor, unforeseen technical issues with the security systems that exceed the scope of routine maintenance, and potential price increases if the contract were to be extended or modified. Mitigation strategies include the firm-fixed-price structure, which caps costs for the defined services, and the competitive bidding process, which aims to select a capable vendor. The VA's oversight mechanisms, including contract monitoring and the potential for performance reviews, also serve to mitigate risks. However, the lack of detailed performance metrics in the public data makes a full risk assessment challenging.

How effective is the VA in ensuring value for money through its procurement of security system maintenance?

The effectiveness of the VA in ensuring value for money for this specific contract is suggested by its competitive award under SAP and the firm-fixed-price structure, which promotes cost certainty. Routine maintenance contracts are essential for operational continuity and security, thus preventing more costly failures or security breaches. The value is derived from maintaining the functionality of critical security infrastructure. However, a comprehensive assessment of value for money would require analyzing performance outcomes, comparing costs against industry benchmarks, and evaluating the long-term impact of system uptime and security provided by the contractor.

What are the historical spending patterns for security system maintenance at this specific VA facility or within the relevant VA region?

To analyze historical spending patterns for security system maintenance at this specific VA facility or within the relevant region (Virginia), one would need to query federal procurement databases for similar contracts awarded over previous fiscal years. This would involve searching for contracts under NAICS code 561621, or related codes, awarded by the VA in the specified geographic area. Examining trends in contract values, durations, awardees, and competition levels would reveal patterns. For instance, consistent annual awards of similar value might indicate a stable need for routine maintenance, while fluctuating amounts could suggest upgrades, system replacements, or changes in service scope.

What is the potential impact of this contract on the broader cybersecurity posture of the VA?

This contract directly impacts the VA's cybersecurity posture by ensuring the reliable operation of Physical Access Control Systems (PACS) and Closed-Circuit Television (CCTV) systems. These systems are foundational elements of physical security, which is intrinsically linked to overall cybersecurity. Properly functioning PACS prevent unauthorized physical access to sensitive areas where IT infrastructure might be located, while CCTV provides surveillance and evidence capabilities. Neglecting maintenance could lead to system failures, creating vulnerabilities that could be exploited for physical intrusion or data breaches. Therefore, this routine maintenance contract is crucial for maintaining a baseline level of physical security that supports the VA's broader cybersecurity objectives.

Industry Classification

NAICS: Administrative and Support and Waste Management and Remediation Services › Investigation and Security Services › Security Systems Services (except Locksmiths)

Product/Service Code: MAINT, REPAIR, REBUILD EQUIPMENT › MAINT, REPAIR, REBUILD OF EQUIPMENT

Competition & Pricing

Extent Competed: COMPETED UNDER SAP

Solicitation Procedures: SIMPLIFIED ACQUISITION

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 7009 TRAPPERS CT, MANASSAS, VA, 20111

Business Categories: Black American Owned Business, Category Business, Limited Liability Corporation, Minority Owned Business, Partnership or Limited Liability Partnership, Self-Certified Small Disadvantaged Business, Service Disabled Veteran Owned Business, Small Business, Special Designations, U.S.-Owned Business, Veteran Owned Business

Financial Breakdown

Contract Ceiling: $240,440

Exercised Options: $240,440

Current Obligation: $240,440

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Cost or Pricing Data: NO

Parent Contract

Parent Award PIID: 36C25522D0043

IDV Type: IDC

Timeline