DOT's $3M contract for case management system consolidation aims for cost and time savings

Contract Overview

Contract Amount: $3,051,065 ($3.1M)

Contractor: Delaney Advantage Technologies L.L.C.

Awarding Agency: Department of Transportation

Start Date: 2023-09-19

End Date: 2026-09-18

Contract Duration: 1,095 days

Daily Burn Rate: $2.8K/day

Competition Type: NOT COMPETED

Number of Offers Received: 1

Pricing Type: FIRM FIXED PRICE

Sector: IT

Official Description: MAINTAIN AND CONTINUE TO CONSOLIDATE THE CURRENT CASE MANAGEMENT SYSTEM INTO ONE PLATFORM, WHICH WILL ALLOW AAE AND AFX TO REALIZE COSTS AND TIME SAVINGS ASSOCIATED WITH HOSTING, MAINTENANCE, AND SECURITY ASSESSMENTS SERVICES WILL PROVIDE AND CONFIGU

Place of Performance

Location: BETHESDA, MONTGOMERY County, MARYLAND, 20814

State: Maryland Government Spending

Plain-Language Summary

Department of Transportation obligated $3.1 million to DELANEY ADVANTAGE TECHNOLOGIES L.L.C. for work described as: MAINTAIN AND CONTINUE TO CONSOLIDATE THE CURRENT CASE MANAGEMENT SYSTEM INTO ONE PLATFORM, WHICH WILL ALLOW AAE AND AFX TO REALIZE COSTS AND TIME SAVINGS ASSOCIATED WITH HOSTING, MAINTENANCE, AND SECURITY ASSESSMENTS SERVICES WILL PROVIDE AND CONFIGU Key points: 1. The contract focuses on consolidating a current case management system into a single platform, promising efficiency gains. 2. Potential cost savings are anticipated from reduced hosting, maintenance, and security assessment expenses. 3. The contract is a definitive contract with a firm fixed price, indicating predictable costs. 4. The duration of the contract is three years, allowing for sustained implementation and realization of benefits. 5. The service area is Maryland, suggesting a localized impact for this specific IT service. 6. The contractor, DELANEY ADVANTAGE TECHNOLOGIES L.L.C., will be responsible for providing and configuring the consolidated system.

Value Assessment

Rating: fair

The contract value of approximately $3.05 million over three years for IT infrastructure and support services appears within a reasonable range for system consolidation projects. However, without specific details on the scope of services, the complexity of the existing systems, or the expected level of savings, a precise value-for-money assessment is challenging. Benchmarking against similar consolidation efforts would provide better context for pricing.

Cost Per Unit: N/A

Competition Analysis

Competition Level: sole-source

This contract was not competed, indicating a sole-source award. The justification for a sole-source award is not provided, which limits the understanding of why other vendors were not considered. This approach can sometimes lead to higher prices and reduced innovation compared to a competitive process.

Taxpayer Impact: Taxpayers may not be receiving the best possible price or value due to the lack of competition. A competitive process could have driven down costs and potentially led to a more robust solution.

Public Impact

The Federal Aviation Administration (FAA) is the primary beneficiary, aiming to improve its case management operations. The services delivered will involve the consolidation and maintenance of a critical IT system. The geographic impact is focused on Maryland, where the services will be provided. The contract supports the operational efficiency of the FAA, indirectly benefiting aviation safety and administration.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Lack of competition raises concerns about potential overpricing and suboptimal solution.
Absence of a clear justification for sole-source award warrants further scrutiny.
Limited transparency into the selection process for DELANEY ADVANTAGE TECHNOLOGIES L.L.C.

Positive Signals

The contract aims to achieve cost and time savings through system consolidation.
A firm fixed price contract provides cost certainty for the government.
The contractor has a defined period to implement and manage the consolidated system.

Sector Analysis

This contract falls within the IT services sector, specifically focusing on computing infrastructure, data processing, and web hosting. The market for such services is large and competitive, with numerous providers offering solutions for system consolidation and IT maintenance. The government's spending in this area is substantial, driven by the need to modernize legacy systems and improve operational efficiency. This contract represents a specific instance of the FAA's investment in its IT infrastructure.

Small Business Impact

The contract details do not indicate any small business set-aside provisions or subcontracting requirements. As a sole-source award, it is less likely to have been structured to specifically benefit small businesses. Further information would be needed to assess any indirect impact on the small business ecosystem.

Oversight & Accountability

Oversight of this contract would typically fall under the Federal Aviation Administration's contracting and program management offices. As a definitive contract, it is subject to standard government oversight procedures. Transparency regarding the justification for the sole-source award and performance metrics would enhance accountability.

Related Government Programs

Federal Aviation Administration Case Management Systems
IT Infrastructure Modernization Programs
Government IT Services Contracts
Data Center Consolidation Initiatives

Risk Flags

Sole-source award without clear justification
Lack of defined metrics for cost and time savings
Limited information on contractor's past performance for similar projects

Frequently Asked Questions

What is this federal contract paying for?

Department of Transportation awarded $3.1 million to DELANEY ADVANTAGE TECHNOLOGIES L.L.C.. MAINTAIN AND CONTINUE TO CONSOLIDATE THE CURRENT CASE MANAGEMENT SYSTEM INTO ONE PLATFORM, WHICH WILL ALLOW AAE AND AFX TO REALIZE COSTS AND TIME SAVINGS ASSOCIATED WITH HOSTING, MAINTENANCE, AND SECURITY ASSESSMENTS SERVICES WILL PROVIDE AND CONFIGU

Who is the contractor on this award?

The obligated recipient is DELANEY ADVANTAGE TECHNOLOGIES L.L.C..

Which agency awarded this contract?

Awarding agency: Department of Transportation (Federal Aviation Administration).

What is the total obligated amount?

The obligated amount is $3.1 million.

What is the period of performance?

Start: 2023-09-19. End: 2026-09-18.

What is the specific case management system being consolidated and what are the key functionalities it supports for AAE and AFX?

The provided data does not specify the exact case management system being consolidated or its detailed functionalities for the Aviation Acquisition Executive (AAE) and Aviation Finance (AFX) offices within the FAA. However, case management systems typically handle the tracking, management, and workflow of various processes, such as applications, investigations, permits, or compliance activities. Consolidating such a system into one platform is intended to streamline operations, improve data accessibility, and enhance reporting capabilities. The goal of realizing cost and time savings suggests that the current system may be fragmented, outdated, or inefficient, leading to duplicated efforts or higher operational expenses.

What is the justification for awarding this contract on a sole-source basis instead of through full and open competition?

The provided data indicates the contract was 'NOT COMPETED,' signifying a sole-source award. However, the specific justification for this determination is not included. Common reasons for sole-source awards include unique capabilities of a single contractor, urgent and compelling needs where competition is not feasible, or when the contract is a follow-on to a previous sole-source award under specific circumstances. Without the official justification document (e.g., a Justification and Approval - J&A), it is impossible to ascertain the precise rationale. This lack of transparency is a concern, as competitive bidding is generally preferred to ensure fair pricing and optimal value for taxpayer funds.

How will the 'cost and time savings' be measured and verified throughout the contract period?

The contract aims to achieve cost and time savings through the consolidation of the current case management system. While the intent is clear, the provided data does not detail the specific metrics or methodologies that will be used to measure and verify these savings. Typically, such verification would involve establishing baseline costs and performance indicators before consolidation and then tracking reductions in hosting fees, maintenance expenses, security assessment costs, and potentially improvements in process cycle times. The contract's performance work statement (PWS) or statement of objectives (SOO) would usually outline these measurement criteria and reporting requirements. Without this information, assessing the realization of promised savings is difficult.

What is the track record of DELANEY ADVANTAGE TECHNOLOGIES L.L.C. with the Department of Transportation or similar federal agencies for IT consolidation projects?

The provided data identifies DELANEY ADVANTAGE TECHNOLOGIES L.L.C. as the contractor but does not offer details on their past performance or track record, particularly with the Department of Transportation (DOT) or similar federal IT consolidation projects. A comprehensive assessment of the contractor's suitability and past success in managing comparable projects would typically involve reviewing past performance evaluations (e.g., Contractor Performance Assessment Reporting System - CPARS), previous contract awards, and any documented issues or successes. Given this is a sole-source award, understanding the basis for selecting this specific vendor and their relevant experience is crucial for evaluating the risk associated with the contract.

What are the potential risks associated with consolidating a case management system, and how are they being mitigated in this contract?

Consolidating IT systems, especially case management platforms, carries inherent risks. These can include data migration failures, system integration issues, user adoption challenges, security vulnerabilities during the transition, and potential disruptions to ongoing operations. For this contract, the primary risk mitigation strategy appears to be the defined three-year duration, allowing for a phased approach and sufficient time for implementation and stabilization. However, the lack of detailed information on the PWS, risk management plans, or specific mitigation strategies employed by DELANEY ADVANTAGE TECHNOLOGIES L.L.C. makes a thorough assessment difficult. The sole-source nature also introduces a risk related to the chosen vendor's capability and the absence of competitive validation.

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: IT AND TELECOM - INFORMATION TECHNOLOGY AND TELECOMMUNICATIONS › IT AND TELECOM - APLLICATIONS

Competition & Pricing

Extent Competed: NOT COMPETED

Solicitation Procedures: ONLY ONE SOURCE

Offers Received: 1

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 7272 WISCONSIN AVE, BETHESDA, MD, 20814

Business Categories: Black American Owned Business, Category Business, Corporate Entity Not Tax Exempt, Limited Liability Corporation, Minority Owned Business, 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: $4,702,296

Exercised Options: $3,051,065

Current Obligation: $3,051,065

Actual Outlays: $2,349,751

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Cost or Pricing Data: NO

Timeline