USDA's $4M IPHIS contract awarded to SARA Software Systems for custom programming services
Contract Overview
Contract Amount: $3,998,033 ($4.0M)
Contractor: Sara Software Systems LLC
Awarding Agency: Department of Agriculture
Start Date: 2023-01-27
End Date: 2026-08-02
Contract Duration: 1,283 days
Daily Burn Rate: $3.1K/day
Competition Type: NOT COMPETED UNDER SAP
Number of Offers Received: 1
Pricing Type: FIRM FIXED PRICE
Sector: IT
Official Description: FY23-APHIS-PPQ-IPHIS CONTRACT, FOLLOW ON CONTRACT FOR THE IPHIS APPLICATION 1 BASE YEAR AND 2 OPTION YEARS. CONTRACT NUMBER: 126395518F0186
Place of Performance
Location: OLATHE, JOHNSON County, KANSAS, 66062
State: Kansas Government Spending
Plain-Language Summary
Department of Agriculture obligated $4.0 million to SARA SOFTWARE SYSTEMS LLC for work described as: FY23-APHIS-PPQ-IPHIS CONTRACT, FOLLOW ON CONTRACT FOR THE IPHIS APPLICATION 1 BASE YEAR AND 2 OPTION YEARS. CONTRACT NUMBER: 126395518F0186 Key points: 1. Contract awarded to SARA Software Systems LLC for the IPHIS application. 2. The contract has a base year and two option years, ending in August 2026. 3. This is a follow-on contract for custom computer programming services. 4. The contract is valued at approximately $4 million. 5. The contract was not competed under Simplified Acquisition Procedures (SAP).
Value Assessment
Rating: fair
The contract's pricing is for custom computer programming services. Without specific benchmarks for similar custom development projects or detailed cost breakdowns, a precise value assessment is difficult. The firm fixed-price structure provides some cost certainty.
Cost Per Unit: N/A
Competition Analysis
Competition Level: limited
The contract was not competed under SAP, suggesting it may have been awarded through a limited competition or sole-source justification not detailed here. This limits price discovery and potentially competitive pricing.
Taxpayer Impact: The limited competition may result in higher costs for taxpayers compared to a fully competed contract.
Public Impact
Ensures continued operation of the IPHIS application, crucial for agricultural data management. Supports USDA's mission in plant protection and health monitoring. Potential for increased costs to taxpayers due to limited competition. Contract duration extends through August 2026.
Waste & Efficiency Indicators
Waste Risk Score: 50 / 10
Warning Flags
- Limited competition raises concerns about optimal pricing.
- Lack of detailed competition method information.
Positive Signals
- Follow-on contract indicates successful prior performance.
- Firm fixed-price contract provides cost predictability.
Sector Analysis
This contract falls under custom computer programming services, a segment of the IT sector. Spending in this area is significant across government, with benchmarks varying widely based on project complexity and service provider.
Small Business Impact
The contract was awarded to SARA Software Systems LLC, and there is no indication that small businesses were involved as prime contractors or subcontractors in this specific award. Further analysis would be needed to determine any small business participation.
Oversight & Accountability
The contract's limited competition status warrants oversight to ensure fair pricing and adherence to procurement regulations. Accountability for the justification of limited competition is crucial.
Related Government Programs
- Custom Computer Programming Services
- Department of Agriculture Contracting
- Animal and Plant Health Inspection Service Programs
Risk Flags
- Limited competition
- Potential for suboptimal pricing
- Lack of transparency in procurement method
- No clear small business participation
Tags
custom-computer-programming-services, department-of-agriculture, ks, definitive-contract, 1m-plus
Frequently Asked Questions
What is this federal contract paying for?
Department of Agriculture awarded $4.0 million to SARA SOFTWARE SYSTEMS LLC. FY23-APHIS-PPQ-IPHIS CONTRACT, FOLLOW ON CONTRACT FOR THE IPHIS APPLICATION 1 BASE YEAR AND 2 OPTION YEARS. CONTRACT NUMBER: 126395518F0186
Who is the contractor on this award?
The obligated recipient is SARA SOFTWARE SYSTEMS LLC.
Which agency awarded this contract?
Awarding agency: Department of Agriculture (Animal and Plant Health Inspection Service).
What is the total obligated amount?
The obligated amount is $4.0 million.
What is the period of performance?
Start: 2023-01-27. End: 2026-08-02.
What was the specific justification for not competing this contract under SAP?
The provided data states the contract was 'NOT COMPETED UNDER SAP.' This implies a specific procurement pathway was followed, potentially due to urgency, unique capabilities required, or other regulatory exceptions. A full review of the contract file and justification documentation would be necessary to understand the precise reasons and ensure compliance with federal acquisition regulations.
How does the $4M cost compare to similar custom programming contracts for agricultural data systems?
Benchmarking this $4M contract against similar custom programming services for agricultural data systems is challenging without more specific details on the IPHIS application's scope, complexity, and the services rendered. Custom development costs vary significantly. A comparative analysis would require access to detailed project requirements, labor categories, and rates from comparable government or private sector contracts.
What are the risks associated with a follow-on contract not competed under SAP?
The primary risk is potentially paying a higher price than could be achieved through full and open competition. Limited competition can reduce pressure on contractors to offer their best pricing. Additionally, there's a risk of vendor lock-in and reduced innovation if alternative solutions are not explored. Ensuring the justification for limited competition was sound is critical for mitigating these risks.
Industry Classification
NAICS: Professional, Scientific, and Technical Services › Computer Systems Design and Related Services › Custom Computer Programming Services
Product/Service Code: IT AND TELECOM - INFORMATION TECHNOLOGY AND TELECOMMUNICATIONS › IT AND TELECOM - DELIVERY
Competition & Pricing
Extent Competed: NOT COMPETED UNDER SAP
Solicitation Procedures: SIMPLIFIED ACQUISITION
Offers Received: 1
Pricing Type: FIRM FIXED PRICE (J)
Evaluated Preference: NONE
Contractor Details
Address: 804 N MEADOWBROOK DR, OLATHE, KS, 66062
Business Categories: 8(a) Program Participant, Category Business, Corporate Entity Not Tax Exempt, DoT Certified Disadvantaged Business Enterprise, Economically Disadvantaged Women Owned Small Business, Limited Liability Corporation, Minority Owned Business, Self-Certified Small Disadvantaged Business, Small Business, Special Designations, Indian (Subcontinent) American Owned Business, U.S.-Owned Business, Woman Owned Business, Women Owned Small Business
Financial Breakdown
Contract Ceiling: $3,998,033
Exercised Options: $3,998,033
Current Obligation: $3,998,033
Actual Outlays: $3,338,641
Contract Characteristics
Commercial Item: COMMERCIAL PRODUCTS/SERVICES
Cost or Pricing Data: NO
Timeline
Start Date: 2023-01-27
Current End Date: 2026-08-02
Potential End Date: 2026-08-02 00:00:00
Last Modified: 2026-02-02
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