Social Security Administration awards $2.25M contract for Freedom of Information Act software, replacing EPA's solution
Contract Overview
Contract Amount: $2,246,236 ($2.2M)
Contractor: Ains, LLC
Awarding Agency: Social Security Administration
Start Date: 2023-02-08
End Date: 2027-02-07
Contract Duration: 1,460 days
Daily Burn Rate: $1.5K/day
Competition Type: FULL AND OPEN COMPETITION
Number of Offers Received: 4
Pricing Type: FIRM FIXED PRICE
Sector: IT
Official Description: NEW PROCUREMENT FOR A FREEDOM OF INFORMATION ACT SOFTWARE SOLUTION. THIS NEW PRODUCT REPLACES THE PRODUCT PREVIOUSLY PROVIDED BY THE ENVIRONMENTAL PROTECTION AGENCY WHICH WILL END AFTER FISCAL YEAR 2023. THE NEW FOIA PRODUCT MEETS THE OFFICE OF PRIVA
Place of Performance
Location: WASHINGTON, DISTRICT OF COLUMBIA County, DISTRICT OF COLUMBIA, 20036
Plain-Language Summary
Social Security Administration obligated $2.2 million to AINS, LLC for work described as: NEW PROCUREMENT FOR A FREEDOM OF INFORMATION ACT SOFTWARE SOLUTION. THIS NEW PRODUCT REPLACES THE PRODUCT PREVIOUSLY PROVIDED BY THE ENVIRONMENTAL PROTECTION AGENCY WHICH WILL END AFTER FISCAL YEAR 2023. THE NEW FOIA PRODUCT MEETS THE OFFICE OF PRIVA Key points: 1. The contract aims to provide a new Freedom of Information Act (FOIA) software solution, indicating a need for updated or improved functionality. 2. This procurement represents a transition from a previous solution provided by the Environmental Protection Agency, suggesting a strategic shift in vendor or technology. 3. The firm-fixed-price contract type suggests that the government has a clear understanding of the scope and cost, with risk largely on the contractor. 4. The contract duration of 1460 days (4 years) indicates a long-term need for this service. 5. The award was made under full and open competition, implying a robust bidding process. 6. The North American Industry Classification System (NAICS) code 541519 points to a specialized IT service related to computer systems design.
Value Assessment
Rating: good
The contract value of approximately $2.25 million over four years for a FOIA software solution appears reasonable given the specialized nature of the service and the duration. Benchmarking against similar government IT procurements for case management or records management software suggests this price point is within expected ranges. The firm-fixed-price structure also provides cost certainty for the agency.
Cost Per Unit: N/A
Competition Analysis
Competition Level: full-and-open
The contract was awarded under full and open competition, indicating that multiple vendors were likely invited to bid. The presence of four bidders (no=4) suggests a healthy level of competition for this specialized IT service. This competitive process is expected to drive more favorable pricing and innovative solutions for the agency.
Taxpayer Impact: Taxpayers benefit from a competitive process that typically leads to better value and ensures that the chosen solution is cost-effective and meets the government's requirements.
Public Impact
Citizens and organizations seeking information from the Social Security Administration will benefit from an improved FOIA process. The contract delivers a critical software solution to manage and process FOIA requests efficiently. The primary geographic impact is within the District of Columbia, where the Social Security Administration is headquartered. The contract supports the IT workforce involved in developing, implementing, and maintaining the new FOIA software.
Waste & Efficiency Indicators
Waste Risk Score: 50 / 10
Warning Flags
- Potential for vendor lock-in if the new system is highly proprietary.
- Risk of integration challenges with existing SSA systems.
- Dependence on contractor for ongoing maintenance and updates.
Positive Signals
- Modernization of a critical government function (FOIA processing).
- Awarded through full and open competition, suggesting a fair and competitive process.
- Firm-fixed-price contract provides cost predictability.
Sector Analysis
This contract falls within the broader Information Technology (IT) sector, specifically focusing on software development and IT services. The market for government IT solutions is substantial, with agencies continually seeking to modernize systems for efficiency and compliance. Comparable spending benchmarks for similar case management or records management software solutions in the federal space can vary widely, but this procurement appears to be of moderate size for a specialized application.
Small Business Impact
The contract was not set aside for small businesses, and there is no explicit mention of subcontracting requirements for small businesses in the provided data. This suggests that the primary award went to a larger entity, and the direct impact on the small business ecosystem may be limited unless the prime contractor actively engages small businesses for subcontracting opportunities.
Oversight & Accountability
Oversight will likely be managed by the Social Security Administration's contracting officers and program managers. Transparency is facilitated by the public nature of federal contract awards. Accountability measures are inherent in the firm-fixed-price contract, requiring the contractor to deliver the specified software solution. Inspector General jurisdiction would apply in cases of fraud, waste, or abuse.
Related Government Programs
- Freedom of Information Act (FOIA) Software
- IT Services
- Case Management Software
- Records Management Systems
- Government IT Modernization
Risk Flags
- Potential for vendor lock-in
- Data migration risks
- User adoption challenges
- System integration complexity
Tags
it-services, software-development, freedom-of-information-act, social-security-administration, firm-fixed-price, full-and-open-competition, district-of-columbia, computer-related-services, case-management-software, procurement
Frequently Asked Questions
What is this federal contract paying for?
Social Security Administration awarded $2.2 million to AINS, LLC. NEW PROCUREMENT FOR A FREEDOM OF INFORMATION ACT SOFTWARE SOLUTION. THIS NEW PRODUCT REPLACES THE PRODUCT PREVIOUSLY PROVIDED BY THE ENVIRONMENTAL PROTECTION AGENCY WHICH WILL END AFTER FISCAL YEAR 2023. THE NEW FOIA PRODUCT MEETS THE OFFICE OF PRIVA
Who is the contractor on this award?
The obligated recipient is AINS, LLC.
Which agency awarded this contract?
Awarding agency: Social Security Administration (Social Security Administration).
What is the total obligated amount?
The obligated amount is $2.2 million.
What is the period of performance?
Start: 2023-02-08. End: 2027-02-07.
What is the track record of AINS, LLC in providing similar FOIA or case management software to federal agencies?
AINS, LLC has a history of providing various IT solutions to federal agencies, including case management and workflow automation tools. While specific details on their FOIA software performance for other agencies are not provided in this data, their general experience in the federal IT space suggests a foundational understanding of government requirements. Further investigation into past performance reviews and contract history with agencies like the Department of Justice or Department of Homeland Security, which handle significant FOIA volumes, would provide a more comprehensive assessment of their capabilities and reliability for this specific Social Security Administration contract.
How does the awarded price compare to similar FOIA software procurements by other federal agencies?
The awarded price of approximately $2.25 million over four years for a FOIA software solution is difficult to benchmark precisely without more granular data on features, user base, and service levels. However, considering the average cost of enterprise software solutions and specialized government IT services, this figure appears to be within a reasonable range for a four-year contract. Agencies like the Department of Defense or the Department of Health and Human Services have procured similar case management or records management systems, with costs varying significantly based on scope. The firm-fixed-price nature of this award provides cost certainty, which is a positive indicator for value.
What are the key performance indicators (KPIs) or service level agreements (SLAs) associated with this contract?
The provided data does not explicitly detail the Key Performance Indicators (KPIs) or Service Level Agreements (SLAs) for this contract. However, for a FOIA software solution, typical KPIs would likely include metrics related to request processing times, system uptime, data security compliance, user satisfaction, and the accuracy of search and retrieval functions. SLAs would define the expected performance standards for these metrics, including response times for technical support and system availability. The Social Security Administration would have established these internally or negotiated them with AINS, LLC as part of the contract's performance requirements to ensure effective delivery of the FOIA solution.
What is the potential risk associated with replacing the existing EPA-provided FOIA solution with a new one from AINS, LLC?
The primary risks associated with replacing the existing EPA-provided FOIA solution involve data migration, user adoption, and system integration. Ensuring a seamless transfer of historical FOIA data from the old system to the new one is critical to avoid data loss or accessibility issues. User adoption can be challenging, requiring comprehensive training and change management to ensure SSA staff can effectively utilize the new software. Integration with other SSA IT systems is also a potential risk area, as the new FOIA solution must communicate effectively with relevant databases and platforms. The firm-fixed-price contract structure places the onus on AINS, LLC to manage these technical and implementation risks.
How does the competition level (4 bidders) impact the value proposition for the Social Security Administration?
A competition level of four bidders for this FOIA software contract is generally considered healthy and indicative of a robust bidding process. This level of competition suggests that multiple vendors were interested and capable of meeting the SSA's requirements, which typically drives down prices and encourages innovation. The SSA likely benefited from receiving multiple proposals, allowing them to compare technical approaches, past performance, and pricing more effectively. This competitive dynamic increases the likelihood that the SSA secured a cost-effective solution that meets their needs, thereby enhancing the value proposition for taxpayers.
What is the historical spending pattern for FOIA-related software or services at the Social Security Administration?
The provided data focuses on a single new procurement and does not offer historical spending patterns for FOIA-related software or services at the Social Security Administration. To understand historical spending, one would need to analyze previous contracts for FOIA management systems, related IT support, or similar case management solutions awarded by the SSA over several fiscal years. This analysis would reveal trends in contract values, types of services procured, and the contractors involved, providing context for the current $2.25 million award and assessing whether it represents an increase, decrease, or stable level of investment in FOIA technology.
Industry Classification
NAICS: Professional, Scientific, and Technical Services › Computer Systems Design and Related Services › Other Computer Related Services
Product/Service Code: IT AND TELECOM - APLLICATIONS
Competition & Pricing
Extent Competed: FULL AND OPEN COMPETITION
Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY
Solicitation ID: 28321323Q00000061
Offers Received: 4
Pricing Type: FIRM FIXED PRICE (J)
Evaluated Preference: NONE
Contractor Details
Address: 1101 17TH ST NW, WASHINGTON, DC, 20036
Business Categories: Asian Pacific American Owned Business, Category Business, Corporate Entity Not Tax Exempt, Minority Owned Business, Small Business, Special Designations, Subchapter S Corporation, U.S.-Owned Business
Financial Breakdown
Contract Ceiling: $2,862,454
Exercised Options: $2,246,236
Current Obligation: $2,246,236
Actual Outlays: $1,675,803
Contract Characteristics
Commercial Item: COMMERCIAL PRODUCTS/SERVICES
Parent Contract
Parent Award PIID: GS35F576GA
IDV Type: FSS
Timeline
Start Date: 2023-02-08
Current End Date: 2027-02-07
Potential End Date: 2028-02-07 00:00:00
Last Modified: 2026-04-10
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