DHS awards $23.1M for enterprise digitization, including scanning of key immigration forms

Contract Overview

Contract Amount: $23,133,104 ($23.1M)

Contractor: Iron Mountain Information Management LLC

Awarding Agency: Department of Homeland Security

Start Date: 2022-09-02

End Date: 2024-08-14

Contract Duration: 712 days

Daily Burn Rate: $32.5K/day

Competition Type: FULL AND OPEN COMPETITION

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: FUNDING FOR ENTERPRISE DIGITIZATION. SCANNING WILL INCLUDE FORMS I-829, I-130, I-918 AND A-FILES FOR N-400 AND EB 485 APPLICATIONS

Place of Performance

Location: WASHINGTON, DISTRICT OF COLUMBIA County, DISTRICT OF COLUMBIA, 20529

State: District of Columbia Government Spending

Plain-Language Summary

Department of Homeland Security obligated $23.1 million to IRON MOUNTAIN INFORMATION MANAGEMENT LLC for work described as: FUNDING FOR ENTERPRISE DIGITIZATION. SCANNING WILL INCLUDE FORMS I-829, I-130, I-918 AND A-FILES FOR N-400 AND EB 485 APPLICATIONS Key points: 1. The contract focuses on digitizing critical immigration application forms, enhancing efficiency and accessibility. 2. A firm-fixed-price structure provides cost certainty for the government. 3. The contract was awarded through full and open competition, suggesting a competitive bidding process. 4. The duration of the contract is 712 days, indicating a significant, multi-year effort. 5. The primary agency is U.S. Citizenship and Immigration Services (USCIS), a key component of DHS. 6. The North American Industry Classification System (NAICS) code 493110 points to warehousing and storage services, which may encompass the physical handling and scanning of documents.

Value Assessment

Rating: good

The contract value of $23.1 million for enterprise digitization over approximately two years appears reasonable given the scope of scanning critical immigration forms. Benchmarking against similar large-scale document digitization projects is challenging without more specific details on the volume and complexity of the documents. However, the firm-fixed-price nature of the award suggests that the contractor has priced the service with a degree of certainty, which is generally favorable for the government.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

The contract was awarded under full and open competition, indicating that all responsible sources were permitted to submit a bid. This approach typically fosters a competitive environment, encouraging multiple bidders to offer their best pricing and technical solutions. The specific number of bidders is not provided, but the method of competition suggests a robust process aimed at achieving value for the government.

Taxpayer Impact: Full and open competition is beneficial for taxpayers as it is expected to drive down costs through market forces and ensure that the government receives competitive pricing for the digitization services.

Public Impact

Immigrants and their legal representatives will benefit from potentially faster processing times and improved accessibility to their application statuses. USCIS personnel will gain more efficient access to digital records, streamlining internal workflows and reducing reliance on physical files. The digitization effort supports the modernization of critical government services related to immigration. The contract's impact is primarily national, affecting the processing of applications across the United States. While not explicitly stated, the contract may indirectly support jobs in the information management and scanning services sector.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for delays if scanning technology or processes are not optimized for the specific forms.
Risk of data integrity issues during the scanning and digitization process.
Dependence on the contractor's ability to maintain secure handling of sensitive personal information.
Challenges in ensuring consistent quality across a large volume of scanned documents.
Potential for cost overruns if unforeseen complexities arise in digitizing older or damaged documents.

Positive Signals

The use of a firm-fixed-price contract provides budget certainty.
Awarded through full and open competition, suggesting a competitive market for these services.
The contract aims to improve efficiency in processing critical immigration applications.
The scope includes specific, high-volume forms, indicating a focused and necessary digitization effort.
The contract duration allows for a thorough implementation and execution of the digitization process.

Sector Analysis

This contract falls within the broader information management and professional services sector, specifically focusing on digitization and document management. The market for these services is competitive, with numerous companies offering scanning, data entry, and digital archiving solutions. Government agencies increasingly rely on such services to modernize operations and manage vast amounts of data. Comparable spending benchmarks would typically be found in contracts for large-scale records management and digitization projects within other federal agencies or large private sector organizations.

Small Business Impact

The contract was not set aside for small businesses, and the data does not indicate any specific subcontracting requirements for small businesses. This suggests that the primary award went to a larger entity, Iron Mountain Information Management LLC. The lack of a small business set-aside or explicit subcontracting goals may limit direct opportunities for small businesses on this specific contract, although they may participate in the broader supply chain.

Oversight & Accountability

Oversight for this contract would primarily reside with the U.S. Citizenship and Immigration Services (USCIS) contracting officers and program managers. They are responsible for monitoring performance, ensuring compliance with contract terms, and verifying the quality of the digitized documents. Transparency is facilitated through contract award notices and public databases like FPDS. The Inspector General for the Department of Homeland Security would have jurisdiction to investigate any potential fraud, waste, or abuse related to this contract.

Related Government Programs

USCIS Application Processing Modernization
Federal Records Management Programs
Digital Government Initiatives
Immigration and Customs Enforcement (ICE) Data Management
Department of Justice Immigration Data Systems

Risk Flags

Data Security and Privacy Risk
Data Integrity and Accuracy Risk
Vendor Performance Risk
Scalability and Throughput Risk
Long-term Digital Preservation Risk

Frequently Asked Questions

What is this federal contract paying for?

Department of Homeland Security awarded $23.1 million to IRON MOUNTAIN INFORMATION MANAGEMENT LLC. FUNDING FOR ENTERPRISE DIGITIZATION. SCANNING WILL INCLUDE FORMS I-829, I-130, I-918 AND A-FILES FOR N-400 AND EB 485 APPLICATIONS

Who is the contractor on this award?

The obligated recipient is IRON MOUNTAIN INFORMATION MANAGEMENT LLC.

Which agency awarded this contract?

Awarding agency: Department of Homeland Security (U.S. Citizenship and Immigration Services).

What is the total obligated amount?

The obligated amount is $23.1 million.

What is the period of performance?

Start: 2022-09-02. End: 2024-08-14.

What is the historical spending by USCIS on document digitization and records management?

Historical spending by USCIS on document digitization and records management can be substantial, reflecting the agency's high volume of paper-based applications and the ongoing push towards digital transformation. While specific figures for past digitization efforts are not detailed in the provided data, agencies like USCIS often allocate significant budgets to modernize their infrastructure. This includes outsourcing scanning services, investing in internal scanning hardware and software, and implementing digital workflow solutions. Analyzing past contracts for similar services, including the number of contracts awarded, their values, and their durations, would provide a clearer picture of USCIS's investment trends in this area. Such analysis would also reveal if this $23.1 million contract represents an increase, decrease, or continuation of previous spending levels for enterprise-wide digitization.

How does the per-page cost of this contract compare to industry benchmarks for document scanning?

Determining the precise per-page cost for this contract is not feasible with the provided data, as the total contract value ($23.1 million) and duration (712 days) do not specify the total number of pages to be scanned. However, industry benchmarks for document scanning can vary widely based on factors such as document type (e.g., standard forms vs. complex legal documents), required image quality, indexing and data extraction needs, and volume. Typical costs can range from $0.05 to $0.50 per page for basic scanning and indexing. To assess value for money, USCIS would need to estimate the total page volume anticipated under this contract and then calculate the effective per-page cost. Comparing this calculated cost against established industry rates, considering the specific forms (I-829, I-130, I-918, N-400, A-Files) and any special handling requirements, would be crucial for a thorough value assessment.

What are the specific risks associated with digitizing sensitive immigration application data?

Digitizing sensitive immigration application data carries several significant risks that must be meticulously managed. Foremost among these is data security and privacy; ensuring that the sensitive personal information contained within forms like I-130 (Petition for Alien Relative) and N-400 (Application for Naturalization) is protected against breaches during transit, scanning, storage, and processing is paramount. This includes compliance with federal data protection regulations. Another risk is data integrity; errors during scanning, optical character recognition (OCR), or indexing could lead to inaccurate records, potentially impacting application processing and individual immigration statuses. Furthermore, the long-term accessibility and preservation of digitized records pose a challenge, requiring robust digital archiving strategies. Finally, there's the risk of vendor lock-in or reliance on a single provider for critical data management functions, which could create vulnerabilities if the vendor's performance falters or their business circumstances change.

What is Iron Mountain Information Management LLC's track record with federal government contracts, particularly in digitization?

Iron Mountain Information Management LLC has a substantial track record with federal government contracts, including extensive experience in records and information management, storage, and digitization services. As a large, established company, they have secured numerous contracts across various federal agencies, including defense, civilian, and intelligence communities. Their portfolio often includes large-scale projects involving secure document storage, destruction, and digital conversion. While specific details of their past digitization contracts with USCIS or DHS are not provided here, their general market presence suggests they possess the infrastructure, security clearances, and expertise to handle complex government digitization requirements. A deeper dive into their contract history via databases like FPDS would reveal the scale, scope, and performance outcomes of their previous federal digitization endeavors.

How will the digitization of these specific forms (I-829, I-130, I-918, N-400, A-Files) impact USCIS's operational efficiency?

The digitization of these specific forms—I-829 (Investor Petition by Immigrant Investor), I-130 (Petition for Alien Relative), I-918 (Petition for U Nonimmigrant Status), N-400 (Application for Naturalization), and A-Files (Alien Files)—is expected to significantly enhance USCIS's operational efficiency. Currently, these forms likely exist in both paper and potentially some digital formats, leading to inefficiencies in retrieval, review, and processing. By creating comprehensive digital versions, USCIS personnel can access case files more rapidly, reducing the time spent searching for physical documents. This digital accessibility facilitates faster adjudication, improves collaboration among case officers, and enables more robust data analytics for case management and policy development. Ultimately, this modernization aims to reduce backlogs, improve customer service, and streamline the complex immigration application process.

Industry Classification

NAICS: Transportation and Warehousing › Warehousing and Storage › General Warehousing and Storage

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

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION

Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY

Solicitation ID: 70SBUR22Q00000141

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 1 FEDERAL ST, BOSTON, MA, 02110

Business Categories: Category Business, Limited Liability Corporation, Not Designated a Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $49,831,018

Exercised Options: $23,133,104

Current Obligation: $23,133,104

Actual Outlays: $23,119,480

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Parent Contract

Parent Award PIID: 70RTAC18A00000003

IDV Type: BPA

Timeline