HUD contract for imaging services awarded to Consummate Computer Consultants Systems LLC for over $2M

Contract Overview

Contract Amount: $2,020,487 ($2.0M)

Contractor: Consummate Computer Consultants Systems LLC

Awarding Agency: Department of Housing and Urban Development

Start Date: 2014-06-30

End Date: 2016-02-29

Contract Duration: 609 days

Daily Burn Rate: $3.3K/day

Competition Type: NOT COMPETED UNDER SAP

Number of Offers Received: 1

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: RESEARCH AND IMAGING SERVICES - THE CONTRACTOR SHALL PROVIDE RESEARCH AND IMAGING SERVICES FOR THE CUSTOMER SERVICE BRANCH OF THE SINGLE FAMILY INSURANCE OPERATIONS DIVISION (SFIOD,SINGLE FAMILY CLAIMS BRANCH THE CONTRACTOR PROVIDE RESEARCH AND IMAGING SERVICES TO IMAGE, INDEX, AND STORE FORMS, CORRESPONDENCE, COURT RECORDS, AND OTHER SOURCE DOCUMENTATION ON ELECTRONIC MEDIA FOR RESEARCH AND EASY RETRIEVAL. IGF::CT::IGF

Place of Performance

Location: LUSBY, CALVERT County, MARYLAND, 20657

State: Maryland Government Spending

Plain-Language Summary

Department of Housing and Urban Development obligated $2.0 million to CONSUMMATE COMPUTER CONSULTANTS SYSTEMS LLC for work described as: RESEARCH AND IMAGING SERVICES - THE CONTRACTOR SHALL PROVIDE RESEARCH AND IMAGING SERVICES FOR THE CUSTOMER SERVICE BRANCH OF THE SINGLE FAMILY INSURANCE OPERATIONS DIVISION (SFIOD,SINGLE FAMILY CLAIMS BRANCH THE CONTRACTOR PROVIDE RESEARCH AND IMAGING SERVICES TO IMAGE, INDEX, A… Key points: 1. The contract focuses on digitizing and indexing various documents for efficient retrieval. 2. Services include handling forms, correspondence, and court records, indicating a broad scope. 3. The contract duration was 609 days, suggesting a medium-term project. 4. The fixed-price nature of the contract aims to control costs for the government. 5. The award was not competed under Simplified Acquisition Procedures, raising questions about competition. 6. The contractor's specialization in administrative and management consulting aligns with the service type.

Value Assessment

Rating: fair

The contract value of approximately $2 million for 609 days of service appears reasonable for a specialized document imaging and management project. However, without specific benchmarks for the volume of documents processed or the complexity of the indexing required, a precise value-for-money assessment is challenging. Comparing this to similar government contracts for large-scale document digitization would provide better context. The fixed-price structure suggests an attempt to manage cost certainty.

Cost Per Unit: N/A

Competition Analysis

Competition Level: unknown

The contract was noted as 'NOT COMPETED UNDER SAP,' which implies it may have been awarded through a process other than full and open competition or simplified acquisition procedures. The specific details of the competition, including the number of bidders or the justification for any limitations, are not provided. This lack of transparency makes it difficult to assess the level of competition achieved and its potential impact on pricing.

Taxpayer Impact: When contracts are not fully competed, taxpayers may not benefit from the most competitive pricing, potentially leading to higher costs for government services.

Public Impact

The Department of Housing and Urban Development (HUD) benefits from improved efficiency in managing and retrieving critical customer service and claims-related documents. Services delivered include the digitization, indexing, and electronic storage of various forms, correspondence, and court records. The geographic impact is primarily internal to HUD operations, facilitating better data management and access. Workforce implications are likely related to the administrative and IT support staff within HUD who will utilize the digitized records.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Lack of clear competition details could lead to suboptimal pricing.
Potential for scope creep if document types or processing requirements are not well-defined.
Reliance on a single contractor for critical data management could pose a risk if performance issues arise.

Positive Signals

Specialized services for document imaging and management are crucial for efficient government operations.
The fixed-price contract provides cost certainty for the duration of the agreement.
The contractor's designation in administrative management consulting suggests relevant expertise.

Sector Analysis

This contract falls within the administrative management and general management consulting services sector (NAICS 541611). This sector encompasses a wide range of services aimed at improving organizational efficiency and effectiveness. The market for document imaging and management services is substantial, driven by the increasing need for digital transformation across all industries, including government. Comparable spending benchmarks would typically involve analyzing the cost per document processed or the overall cost of large-scale digitization projects within federal agencies.

Small Business Impact

The contract data indicates that small business participation (ss: false, sb: false) was not a specific set-aside. There is no explicit information regarding subcontracting plans for small businesses. This suggests that the primary contractor is likely a larger entity, and the contract's direct impact on the small business ecosystem may be limited unless subcontracting opportunities were pursued independently by the awardee.

Oversight & Accountability

Oversight for this contract would typically fall under the Department of Housing and Urban Development's contracting and program management offices. Accountability measures would be tied to the terms of the firm-fixed-price contract, focusing on the timely and accurate delivery of imaging and indexing services. Transparency regarding the competition and performance could be enhanced through public contract databases and agency reporting, though specific details on oversight mechanisms are not provided in the data.

Related Government Programs

Federal Records Management
Document Digitization Services
Information Technology Services
Administrative Support Services
Claims Processing Support

Risk Flags

Lack of Competition Transparency
Potential for Suboptimal Pricing
Contract Performance Risk
Data Security and Privacy

Frequently Asked Questions

What is this federal contract paying for?

Department of Housing and Urban Development awarded $2.0 million to CONSUMMATE COMPUTER CONSULTANTS SYSTEMS LLC. RESEARCH AND IMAGING SERVICES - THE CONTRACTOR SHALL PROVIDE RESEARCH AND IMAGING SERVICES FOR THE CUSTOMER SERVICE BRANCH OF THE SINGLE FAMILY INSURANCE OPERATIONS DIVISION (SFIOD,SINGLE FAMILY CLAIMS BRANCH THE CONTRACTOR PROVIDE RESEARCH AND IMAGING SERVICES TO IMAGE, INDEX, AND STORE FORMS, CORRESPONDENCE, COURT RECORDS, AND OTHER SOURCE DOCUMENTATION ON ELECTRONIC MEDIA FOR RESEARCH AND EASY RETRIEVAL. IGF::CT::IGF

Who is the contractor on this award?

The obligated recipient is CONSUMMATE COMPUTER CONSULTANTS SYSTEMS LLC.

Which agency awarded this contract?

Awarding agency: Department of Housing and Urban Development (Department of Housing and Urban Development).

What is the total obligated amount?

The obligated amount is $2.0 million.

What is the period of performance?

Start: 2014-06-30. End: 2016-02-29.

What is the track record of Consummate Computer Consultants Systems LLC with federal contracts, particularly in document imaging and management?

Information regarding the specific track record of Consummate Computer Consultants Systems LLC with federal contracts, especially in document imaging and management, is limited based solely on the provided data. The award details indicate this contract was for research and imaging services. To assess their track record thoroughly, one would need to examine their past performance on similar contracts, including client satisfaction, adherence to deadlines, and quality of deliverables. A deeper dive into federal procurement databases like SAM.gov or FPDS would be necessary to identify other contracts awarded to this entity, their values, durations, and performance ratings, if available. Understanding their history with HUD or other agencies for similar services would provide crucial context for evaluating their capability and reliability on this specific contract.

How does the value of this contract compare to similar federal document imaging and management contracts?

A direct comparison of this contract's value ($2,004,048.72 over approximately 20 months) to similar federal document imaging and management contracts requires access to a broader dataset of comparable procurements. Factors influencing value include the volume of documents, complexity of indexing, required turnaround times, and specific technologies used. For instance, contracts involving high-security document handling or specialized archival processes might command higher prices. Conversely, simpler digitization projects with high volumes might have lower per-document costs. Without specific metrics like cost per page or cost per document indexed, it's difficult to definitively benchmark this contract. However, the value appears substantial, suggesting a significant scope of work.

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

Primary risks associated with this contract include potential performance issues from the contractor (e.g., delays, errors in indexing, data breaches), scope creep if requirements are not clearly defined, and potential cost overruns if the fixed-price model is not managed effectively. Mitigation strategies would typically involve robust contract oversight by HUD, clear performance metrics and Service Level Agreements (SLAs), regular progress reviews, and defined procedures for change management. The fixed-price nature itself is a risk mitigation tool for cost certainty. Ensuring the contractor has adequate security protocols for handling sensitive documents is also critical. The lack of detailed competition information, however, introduces a risk related to potentially not securing the best value.

How effective is the document imaging and indexing service in improving HUD's operational efficiency?

The effectiveness of the document imaging and indexing service in improving HUD's operational efficiency hinges on several factors not detailed in the award data. Key indicators of effectiveness would include reduced retrieval times for documents, improved data accuracy, enhanced search capabilities, and a decrease in physical storage needs. If the contractor successfully digitizes, indexes, and stores forms, correspondence, and court records as specified, it should theoretically lead to significant efficiency gains for the Single Family Insurance Operations Division (SFIOD). Measuring this effectiveness would require post-award analysis, potentially through user surveys, tracking of retrieval request times, and assessment of data integrity compared to the original source documents.

What is the historical spending pattern for document imaging and management services at HUD?

The provided data only details one specific contract. To understand HUD's historical spending patterns for document imaging and management services, a comprehensive analysis of past procurements would be necessary. This would involve querying federal procurement databases for contracts awarded by HUD over several fiscal years, filtering for relevant NAICS codes (like 541611 for administrative management consulting, which can encompass these services) or Product Service Codes. Examining trends in spending volume, average contract values, types of services procured (e.g., scanning, indexing, cloud storage), and the mix of competed versus sole-source awards would reveal historical patterns and potential shifts in HUD's approach to managing its documentation.

What are the implications of this contract being 'NOT COMPETED UNDER SAP' for taxpayer value?

The designation 'NOT COMPETED UNDER SAP' (Simplified Acquisition Procedures) implies that this contract was likely awarded through a process that did not involve the broad solicitation typically associated with SAP or full and open competition. This could mean it was awarded under specific exceptions, through limited competition, or potentially as a sole-source contract, although the data doesn't specify which. When contracts are not fully competed, there is a risk that the government may not achieve the lowest possible price, as the pool of potential bidders is smaller or predetermined. This can lead to taxpayers potentially paying more than they would under a highly competitive scenario. The justification for not using SAP or full competition would be critical to understanding the necessity and potential impact on value.

Industry Classification

NAICS: Professional, Scientific, and Technical Services › Management, Scientific, and Technical Consulting Services › Administrative Management and General Management Consulting Services

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

Competition & Pricing

Extent Competed: NOT COMPETED UNDER SAP

Solicitation Procedures: SIMPLIFIED ACQUISITION

Solicitation ID: DU100R-14-R-0006

Offers Received: 1

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 319 GERONIMO RD, LUSBY, MD, 20657

Business Categories: 8(a) Program Participant, Black American Owned Business, Category Business, Corporate Entity Not Tax Exempt, DoT Certified Disadvantaged Business Enterprise, Limited Liability Corporation, Minority Owned Business, Self-Certified Small Disadvantaged Business, Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $2,020,487

Exercised Options: $2,020,487

Current Obligation: $2,020,487

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Cost or Pricing Data: NO

Timeline