DHS awards $14.9M for ICE electronic forms and workflow automation using ICE systems

Contract Overview

Contract Amount: $14,931,299 ($14.9M)

Contractor: Procentrix, LLC

Awarding Agency: Department of Homeland Security

Start Date: 2023-05-01

End Date: 2026-04-30

Contract Duration: 1,095 days

Daily Burn Rate: $13.6K/day

Competition Type: FULL AND OPEN COMPETITION

Number of Offers Received: 2

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: THIS AWARD IS FOR SERVICES TO IMPLEMENT ELECTRONIC FORMS, AUTOMATED WORKFLOWS, AND RELATED BUSINESS FUNCTIONALITY USING ICE SYSTEMS.

Place of Performance

Location: WASHINGTON, DISTRICT OF COLUMBIA County, DISTRICT OF COLUMBIA, 20536

State: District of Columbia Government Spending

Plain-Language Summary

Department of Homeland Security obligated $14.9 million to PROCENTRIX, LLC for work described as: THIS AWARD IS FOR SERVICES TO IMPLEMENT ELECTRONIC FORMS, AUTOMATED WORKFLOWS, AND RELATED BUSINESS FUNCTIONALITY USING ICE SYSTEMS. Key points: 1. Focus on modernizing critical immigration processes through technology. 2. Contract aims to improve efficiency and reduce manual data handling. 3. Utilizes existing ICE systems for integration and functionality. 4. Firm Fixed Price contract type suggests defined scope and cost control. 5. Long-term duration of 1095 days indicates a significant implementation effort. 6. Awarded via full and open competition, suggesting broad market engagement.

Value Assessment

Rating: good

The contract value of $14.9 million over three years for implementing electronic forms and workflow automation appears reasonable given the scope. Benchmarking against similar IT modernization projects within federal agencies suggests that costs for system integration, software development, and change management can range significantly. Without specific details on the complexity of the 'ICE systems' and the extent of customization required, a precise value-for-money assessment is challenging. However, the firm fixed-price structure provides cost certainty for the government.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

This contract was awarded under full and open competition, indicating that multiple vendors had the opportunity to bid. The presence of two bids suggests a moderately competitive environment. While more bidders could potentially drive prices lower, full and open competition generally ensures that the government receives offers from a wide range of qualified contractors, increasing the likelihood of a fair market price.

Taxpayer Impact: Taxpayers benefit from the competitive process which aims to secure the best value and price for the services rendered, preventing potential overcharges associated with less competitive solicitations.

Public Impact

Improves operational efficiency for U.S. Immigration and Customs Enforcement (ICE). Streamlines processes related to electronic forms and business workflows. Potential for reduced processing times and improved data accuracy. Benefits immigration officers and administrative staff by automating tasks. Impacts the District of Columbia where the contract is administered.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for scope creep if 'related business functionality' is not clearly defined.
Integration challenges with existing 'ICE systems' could lead to delays or cost overruns.
Reliance on specific 'ICE systems' may create vendor lock-in for future enhancements.

Positive Signals

Firm Fixed Price contract provides cost predictability.
Full and open competition suggests a competitive bidding process.
Focus on automation and electronic forms aligns with government modernization goals.

Sector Analysis

This contract falls within the broader IT services sector, specifically focusing on custom software development and IT integration for government agencies. The market for such services is large and competitive, with numerous firms capable of delivering solutions for workflow automation and system modernization. Comparable spending benchmarks for similar federal IT modernization projects vary widely based on complexity, but investments in digitizing government processes are a consistent trend across agencies.

Small Business Impact

The data indicates this contract was not set aside for small businesses (ss: false, sb: false). Therefore, there are no direct subcontracting implications for small businesses arising from a set-aside. The prime contractor, Procentrix, LLC, is a mid-sized business, and their subcontracting plans, if any, would need to be reviewed to assess the impact on the small business ecosystem.

Oversight & Accountability

Oversight for this contract will likely be managed by the U.S. Immigration and Customs Enforcement (ICE) contracting officers and program managers within the Department of Homeland Security (DHS). The firm fixed-price nature of the award provides a degree of accountability for cost. Transparency regarding performance metrics and deliverables would typically be available through contract reporting mechanisms, though specific IG jurisdiction would depend on the nature of any potential issues.

Related Government Programs

ICE Case Management Systems
DHS IT Modernization Initiatives
Federal Electronic Records Management
Government Workflow Automation Software

Risk Flags

Potential for integration issues with legacy systems.
Risk of user adoption challenges and resistance to change.
Data security and privacy concerns inherent in immigration data.
Possibility of scope creep if requirements are not tightly managed.

Frequently Asked Questions

What is this federal contract paying for?

Department of Homeland Security awarded $14.9 million to PROCENTRIX, LLC. THIS AWARD IS FOR SERVICES TO IMPLEMENT ELECTRONIC FORMS, AUTOMATED WORKFLOWS, AND RELATED BUSINESS FUNCTIONALITY USING ICE SYSTEMS.

Who is the contractor on this award?

The obligated recipient is PROCENTRIX, LLC.

Which agency awarded this contract?

Awarding agency: Department of Homeland Security (U.S. Immigration and Customs Enforcement).

What is the total obligated amount?

The obligated amount is $14.9 million.

What is the period of performance?

Start: 2023-05-01. End: 2026-04-30.

What is the specific nature of the 'ICE systems' being utilized, and what are the potential integration challenges?

The provided data does not specify the exact 'ICE systems' involved in this contract. These could range from existing case management platforms, databases, or legacy software used by U.S. Immigration and Customs Enforcement. Integration challenges are common in IT projects, especially when dealing with older or complex systems. Potential issues include data compatibility, API limitations, security protocols, and the need for custom middleware. Procentrix, LLC will need to thoroughly analyze the existing infrastructure to ensure seamless integration of the new electronic forms and automated workflows. The success of this project hinges on their ability to navigate these technical hurdles effectively, which could impact timelines and overall cost if not managed proactively.

How does the $14.9 million cost compare to similar federal IT modernization projects for workflow automation?

Benchmarking the $14.9 million cost requires comparing it to similar federal IT modernization projects focused on workflow automation and electronic form implementation. Such projects can vary significantly in price due to factors like the number of users, complexity of workflows, integration requirements with existing systems, and the specific technologies employed. For instance, a project automating simple internal HR forms might cost a few million dollars, while a large-scale system overhaul for a critical operational agency like ICE, involving complex data flows and security mandates, could easily reach tens of millions. Given the duration (three years) and the scope of implementing electronic forms and automated workflows for a major agency, $14.9 million appears to be within a reasonable range, assuming the scope is well-defined and managed effectively. However, a more precise comparison would necessitate detailed information on the project's specific deliverables and technical architecture.

What are the key performance indicators (KPIs) for this contract, and how will success be measured?

The provided data does not explicitly list the Key Performance Indicators (KPIs) for this contract. However, typical KPIs for such IT modernization projects focused on electronic forms and workflow automation would likely include metrics related to system uptime and availability, processing times for forms and workflows, reduction in manual data entry errors, user adoption rates, and overall system performance. Success would be measured against the baseline performance of the current manual or legacy systems. ICE program managers will be responsible for defining and tracking these KPIs throughout the contract period to ensure Procentrix, LLC is meeting the objectives of improved efficiency and functionality. Regular performance reviews and milestone achievements will be critical for monitoring progress.

What is Procentrix, LLC's track record with similar government IT implementation contracts?

Information regarding Procentrix, LLC's specific track record with similar government IT implementation contracts for workflow automation and electronic forms is not detailed in the provided data. A comprehensive assessment would require reviewing their past performance on federal contracts, particularly those involving agencies of similar size and complexity to DHS/ICE. Key areas to investigate would include their experience with firm fixed-price contracts, their success in integrating with legacy government systems, and their ability to deliver projects on time and within budget. Examining contract databases and past performance evaluations would provide a clearer picture of their capabilities and reliability in executing this type of work.

What are the potential risks associated with implementing new electronic forms and automated workflows in a sensitive agency like ICE?

Implementing new electronic forms and automated workflows within an agency like ICE carries several potential risks. Firstly, data security and privacy are paramount; any breach or mishandling of sensitive immigration information could have severe consequences. Secondly, user adoption can be a challenge; employees accustomed to existing processes may resist change, leading to decreased efficiency or errors if training is inadequate. Thirdly, technical risks include integration failures with existing 'ICE systems,' system bugs, or performance issues that could disrupt critical operations. Finally, the complexity of immigration processes means that poorly designed workflows could inadvertently create bottlenecks or compliance issues. Robust testing, comprehensive training, and strong security protocols are essential to mitigate these risks.

Industry Classification

NAICS: Professional, Scientific, and Technical Services › Computer Systems Design and Related Services › Other Computer Related Services

Product/Service Code: IT AND TELECOM - INFORMATION TECHNOLOGY AND TELECOMMUNICATIONS › IT AND TELECOM - APLLICATIONS

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION

Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY

Solicitation ID: 70CTD023Q0000028

Offers Received: 2

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 2551 DULLES VIEW DR STE 600, HERNDON, VA, 20171

Business Categories: Category Business, Corporate Entity Not Tax Exempt, Foreign Owned, Foreign-Owned and U.S.-Incorporated Business, Not Designated a Small Business, Special Designations

Financial Breakdown

Contract Ceiling: $26,228,336

Exercised Options: $14,931,299

Current Obligation: $14,931,299

Actual Outlays: $10,474,249

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Cost or Pricing Data: NO

Parent Contract

Parent Award PIID: 70CTD022D00000011

IDV Type: IDC

Timeline