HHS awards $508K for OCAO Scanning and Shredding to Midcon Tribal Services, LLC

Contract Overview

Contract Amount: $50,800 ($50.8K)

Contractor: Midcon Tribal Services, LLC

Awarding Agency: Department of Health and Human Services

Start Date: 2025-03-25

End Date: 2025-11-11

Contract Duration: 231 days

Daily Burn Rate: $220/day

Competition Type: COMPETED UNDER SAP

Number of Offers Received: 2

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: OCAO SCANNING AND SHREDDING

Place of Performance

Location: OKLAHOMA CITY, OKLAHOMA County, OKLAHOMA, 73114

State: Oklahoma Government Spending

Plain-Language Summary

Department of Health and Human Services obligated $50,800 to MIDCON TRIBAL SERVICES, LLC for work described as: OCAO SCANNING AND SHREDDING Key points: 1. Contract awarded under Simplified Acquisition Procedures (SAP), suggesting a focus on smaller procurements. 2. The firm-fixed-price contract type indicates a clear understanding of scope and cost expectations. 3. The contract duration of 231 days suggests a short-term need for these services. 4. Awarded to a single vendor, Midcon Tribal Services, LLC, highlighting a specific capability or relationship. 5. The service category, Document Preparation Services, is essential for administrative functions within the agency.

Value Assessment

Rating: fair

Benchmarking the value of this specific contract is challenging without more detailed cost breakdowns or comparisons to similar, smaller-scale document preparation services. The award amount of $508,000 for a period of less than a year appears reasonable for specialized scanning and shredding services, but a deeper dive into the unit costs for scanning and shredding would be necessary for a definitive value assessment. The firm-fixed-price structure provides cost certainty for the government.

Cost Per Unit: N/A

Competition Analysis

Competition Level: limited

The contract was competed under Simplified Acquisition Procedures (SAP), which typically involves a limited number of bidders, often focusing on small businesses or specific capabilities. While the exact number of bids received is not detailed, SAP competition is generally less extensive than full and open competition. This approach aims to balance efficiency for smaller procurements with some level of market vetting.

Taxpayer Impact: Limited competition under SAP may result in slightly higher prices compared to a broad, open competition, but it also ensures timely delivery of essential services for smaller needs.

Public Impact

The Indian Health Service (IHS) within HHS benefits from efficient document management. Services include scanning and shredding, crucial for maintaining records and ensuring data security. The contract supports administrative operations within the OCAO (Office of the Chief Administrative Officer) or a similar function. The geographic impact is primarily within the operational area of the Indian Health Service, likely serving facilities in Oklahoma.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Limited competition under SAP may not always yield the lowest possible price.
Lack of detailed performance metrics in the provided data makes assessing service quality difficult.
The specific nature of scanning and shredding could involve sensitive information, requiring robust security protocols.

Positive Signals

Firm-fixed-price contract provides cost certainty.
Award to a specific vendor suggests they possess the required specialized skills.
Contract duration is defined, allowing for clear performance expectations within the timeframe.

Sector Analysis

The document preparation and management services sector is a critical component of government operations, supporting administrative efficiency and compliance. This contract falls within the broader professional, scientific, and technical services category. While specific market size data for government scanning and shredding is not readily available, the overall federal spending on administrative support services is substantial, with numerous small and large businesses competing in this space.

Small Business Impact

The provided data does not indicate if this contract was specifically set aside for small businesses, nor does it detail subcontracting plans. However, contracts competed under SAP often include provisions or preferences for small business participation. Further investigation would be needed to determine the extent of small business involvement and its impact on the broader small business ecosystem.

Oversight & Accountability

Oversight for this contract would typically fall under the contracting officer and program managers within the Indian Health Service. Standard procurement regulations and contract administration processes would apply. Transparency is generally maintained through contract award databases, though detailed performance monitoring data may not always be publicly accessible. Inspector General jurisdiction would apply in cases of fraud, waste, or abuse.

Related Government Programs

Document Management Services
Records Management
Administrative Support Services
Information Technology Services (related to scanning/digitization)

Risk Flags

Potential for data security risks during handling of sensitive documents.
Risk of service delivery delays impacting agency operations.
Limited competition may impact price competitiveness.

Frequently Asked Questions

What is this federal contract paying for?

Department of Health and Human Services awarded $50,800 to MIDCON TRIBAL SERVICES, LLC. OCAO SCANNING AND SHREDDING

Who is the contractor on this award?

The obligated recipient is MIDCON TRIBAL SERVICES, LLC.

Which agency awarded this contract?

Awarding agency: Department of Health and Human Services (Indian Health Service).

What is the total obligated amount?

The obligated amount is $50,800.

What is the period of performance?

Start: 2025-03-25. End: 2025-11-11.

What is the track record of Midcon Tribal Services, LLC with federal contracts, particularly in document preparation services?

A review of federal procurement data would be necessary to fully assess Midcon Tribal Services, LLC's track record. This would involve examining past contract awards, performance evaluations (if available), and any history of disputes or issues. Without specific data on their past performance, it's difficult to gauge their reliability and expertise in delivering document scanning and shredding services. Federal agencies often rely on past performance as a key factor in award decisions, especially for specialized services.

How does the $508,000 award compare to similar document preparation contracts awarded by the Indian Health Service or other federal agencies?

Comparing this $508,000 award requires identifying similar contracts for document scanning and shredding services, considering factors like contract duration, scope of work, and the specific agency. Contracts awarded under Simplified Acquisition Procedures (SAP) are generally smaller in value. A comprehensive benchmark would involve analyzing a portfolio of contracts of comparable size and service type. Without such a detailed analysis, it's challenging to definitively state if this award represents excellent, fair, or questionable value. However, the firm-fixed-price nature provides cost certainty.

What are the primary risks associated with this contract, and what mitigation strategies are in place?

Key risks for this contract could include data security breaches during scanning or shredding, failure to meet service level agreements (e.g., turnaround time for scanning), or potential cost overruns if the scope is not precisely defined (though less likely with FFP). Mitigation strategies would involve robust security protocols for handling sensitive documents, clear performance standards in the contract, regular monitoring by the contracting officer, and potentially penalties for non-performance. The vendor's past performance and technical capabilities are also critical risk indicators.

How effective is the Simplified Acquisition Procedures (SAP) competition in ensuring fair pricing for document preparation services?

Simplified Acquisition Procedures (SAP) are designed for procurements under a certain dollar threshold (currently $250,000, though this contract exceeds it, suggesting it might have been competed under other expedited processes or the threshold was different at the time of solicitation). While SAP aims for efficiency, its limited competition compared to full and open procedures can sometimes lead to less aggressive pricing. The effectiveness in ensuring fair pricing depends heavily on the specific market dynamics for document preparation services in the relevant geographic area and the outreach efforts made by the agency to solicit bids from qualified vendors.

What is the historical spending pattern for document preparation services within the Indian Health Service or HHS?

Analyzing historical spending patterns for document preparation services within IHS or HHS would involve querying federal procurement databases for similar contract actions over several fiscal years. This would reveal trends in contract values, types of services procured (scanning, shredding, archiving, etc.), and the primary contractors. Understanding these patterns can help contextualize the current $508,000 award, indicating whether it represents an increase, decrease, or steady level of investment in these services. It also helps identify potential over-reliance on specific vendors or opportunities for consolidation.

Industry Classification

NAICS: Administrative and Support and Waste Management and Remediation Services › Business Support Services › Document Preparation Services

Product/Service Code: SUPPORT SVCS (PROF, ADMIN, MGMT) › PROFESSIONAL SERVICES

Competition & Pricing

Extent Competed: COMPETED UNDER SAP

Solicitation Procedures: SIMPLIFIED ACQUISITION

Offers Received: 2

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 13431 BROADWAY EXT STE 115, OKLAHOMA CITY, OK, 73114

Business Categories: American Indian Owned Business, Category Business, Corporate Entity Not Tax Exempt, Limited Liability Corporation, Minority Owned Business, Native American Owned Business, Self-Certified Small Disadvantaged Business, Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $50,800

Exercised Options: $50,800

Current Obligation: $50,800

Actual Outlays: $50,800

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Parent Contract

Parent Award PIID: 75H71125A00019

IDV Type: BPA

Timeline