NARA's $4M contract for MCMD solution customization awarded to Gallery Systems, Inc. over 12 years

Contract Overview

Contract Amount: $4,083,735 ($4.1M)

Contractor: Gallery Systems, Inc.

Awarding Agency: National Archives and Records Administration

Start Date: 2011-09-27

End Date: 2023-12-31

Contract Duration: 4,478 days

Daily Burn Rate: $912/day

Competition Type: COMPETED UNDER SAP

Number of Offers Received: 5

Pricing Type: FIRM FIXED PRICE

Sector: IT

Official Description: CUSTOMIZATION OF MCMD SOLUTION

Place of Performance

Location: NEW YORK, NEW YORK County, NEW YORK, 10001

State: New York Government Spending

Plain-Language Summary

National Archives and Records Administration obligated $4.1 million to GALLERY SYSTEMS, INC. for work described as: CUSTOMIZATION OF MCMD SOLUTION Key points: 1. The contract's long duration suggests a need for ongoing support and development of the MCMD solution. 2. The award was made under Simplified Acquisition Procedures (SAP), indicating a focus on efficiency for smaller procurements. 3. A single award for a definitive contract implies a specific solution or vendor was identified as best suited. 4. The firm-fixed-price structure aims to provide cost certainty for the government. 5. The contract's value, while significant, needs to be assessed against the scope of customization and ongoing support provided. 6. The lack of small business set-aside or subcontracting data requires further investigation into broader economic impact.

Value Assessment

Rating: fair

Benchmarking the value of this contract is challenging without detailed scope of work and performance metrics. The total value of over $4 million spread across 12 years suggests an average annual spend of approximately $340,000. This figure needs to be compared against industry standards for similar IT system customization and support services. The firm-fixed-price nature provides budget predictability, but the ultimate value depends on the effectiveness and efficiency of the delivered customization and ongoing support.

Cost Per Unit: N/A

Competition Analysis

Competition Level: limited

The contract was competed under Simplified Acquisition Procedures (SAP), which typically allows for more streamlined competition for procurements below certain thresholds. While the specific competition details (number of offers received, evaluation criteria) are not provided, SAP can sometimes lead to less robust competition compared to full and open procedures. The fact that it resulted in a definitive contract award suggests a deliberate selection process among eligible vendors.

Taxpayer Impact: For taxpayers, competition under SAP aims to balance the need for efficient procurement with achieving fair market prices. While potentially less competitive than larger procurements, it can reduce administrative costs and speed up delivery of necessary services.

Public Impact

Federal agencies, specifically the National Archives and Records Administration (NARA), benefit from a customized MCMD solution. The services delivered likely involve the enhancement and maintenance of a records management or content management system. The geographic impact is centered in New York, where the contractor is located. Workforce implications may include IT specialists and developers involved in the customization and support of the system.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Lack of transparency on specific performance metrics and deliverables.
Limited competition details available for a contract of this duration and value.
Potential for vendor lock-in given the long-term nature of the contract.

Positive Signals

Firm-fixed-price contract provides cost certainty.
Long contract duration suggests a stable, ongoing need for the service.
Award to a specific vendor implies successful past performance or specialized capability.

Sector Analysis

This contract falls within the Computer Systems Design Services sector, a segment of the broader Information Technology industry. This sector is characterized by a high degree of specialization and innovation, with companies offering services ranging from software development to IT consulting and system integration. The market size for government IT services is substantial, with agencies continually seeking to modernize their systems and improve data management capabilities. This contract represents a specific instance of an agency procuring specialized IT services to meet its unique operational requirements.

Small Business Impact

The provided data does not indicate that this contract was specifically set aside for small businesses, nor does it mention any subcontracting plans. The award was made to GALLERY SYSTEMS, INC. Without further information, it is difficult to assess the direct impact on the small business ecosystem or whether opportunities were provided for small business participation through subcontracting.

Oversight & Accountability

Oversight for this contract would typically be managed by the National Archives and Records Administration (NARA) contracting officers and program managers. Accountability measures are inherent in the firm-fixed-price contract structure, requiring the contractor to deliver specified services. Transparency is limited by the available data; however, contract awards and basic details are generally accessible through federal procurement databases. The Inspector General for NARA would have jurisdiction to investigate any potential fraud, waste, or abuse related to this contract.

Related Government Programs

Records Management Systems
Content Management Solutions
IT System Customization
Government IT Services
Digital Archiving Solutions

Risk Flags

Long contract duration may increase risk of technological obsolescence.
Limited competition details available for a contract of this scope and duration.
Lack of specific performance metrics in public data hinders value assessment.

Frequently Asked Questions

What is this federal contract paying for?

National Archives and Records Administration awarded $4.1 million to GALLERY SYSTEMS, INC.. CUSTOMIZATION OF MCMD SOLUTION

Who is the contractor on this award?

The obligated recipient is GALLERY SYSTEMS, INC..

Which agency awarded this contract?

Awarding agency: National Archives and Records Administration (National Archives and Records Administration).

What is the total obligated amount?

The obligated amount is $4.1 million.

What is the period of performance?

Start: 2011-09-27. End: 2023-12-31.

What specific functionalities does the MCMD solution provide, and how has its customization evolved over the contract period?

The provided data does not detail the specific functionalities of the MCMD (likely a Management, Control, and Distribution or similar system) solution. However, given the contract's focus on 'CUSTOMIZATION,' it implies the system is used for managing, organizing, or distributing information or assets. The evolution of its customization over the 12-year period (2011-2023) would likely involve adapting to changing NARA requirements, incorporating new technologies, improving user interfaces, enhancing security features, and ensuring compliance with evolving federal records management regulations. Without access to NARA's internal documentation or performance reports, the precise nature of these customizations remains unspecified.

How does the total contract value of $4.08 million compare to similar IT customization contracts for federal agencies of NARA's size?

Comparing the $4.08 million total contract value to similar IT customization contracts requires a detailed analysis of scope, duration, and complexity. For a 12-year period, this averages approximately $340,000 annually. This figure appears moderate for extensive IT system customization and support, especially considering the long duration. However, the complexity of the MCMD solution and the specific customization needs of NARA are critical factors. Larger agencies or those undertaking major system overhauls might see annual IT customization spending in the millions. NARA's specific needs and the competitive landscape for this particular service would determine if this represents a high, low, or average investment.

What are the key performance indicators (KPIs) used to evaluate the success of GALLERY SYSTEMS, INC. in delivering the customized MCMD solution?

The provided data does not specify the Key Performance Indicators (KPIs) used to evaluate GALLERY SYSTEMS, INC. In a typical IT customization contract, KPIs might include metrics related to system uptime, response times for support requests, successful implementation of new features, user satisfaction ratings, adherence to project timelines, and bug resolution rates. For a long-term contract like this, NARA would likely have established performance standards and review processes to ensure the contractor is meeting its obligations. The absence of this information suggests a need for greater transparency regarding performance management.

What is the historical spending pattern of NARA on MCMD solutions or similar IT services over the past decade?

The provided data focuses solely on this specific $4.08 million contract awarded to GALLERY SYSTEMS, INC. for MCMD solution customization, spanning from September 2011 to December 2023. It does not offer insight into NARA's broader historical spending patterns on MCMD solutions or other IT services. To understand historical spending, one would need to analyze NARA's procurement data over a longer period, looking for other contracts related to records management, content management, or IT system development and maintenance. This single contract represents only a fraction of NARA's potential IT expenditures.

Were there any identified risks or challenges associated with this contract, and how were they mitigated?

The provided data does not explicitly list any identified risks or challenges associated with this contract. However, for a 12-year IT customization contract, potential risks could include scope creep, technological obsolescence, contractor performance issues, budget overruns (though mitigated by FFP), and changes in government requirements. The firm-fixed-price (FFP) structure inherently shifts some cost risk to the contractor. Mitigation strategies would typically involve robust contract management, clear communication channels, regular performance reviews, and change control processes. The long duration also presents a risk of the chosen technology becoming outdated, requiring proactive management and potential modifications.

Industry Classification

NAICS: Professional, Scientific, and Technical Services › Computer Systems Design and Related Services › Computer Systems Design Services

Product/Service Code: IT AND TELECOM - INFORMATION TECHNOLOGY AND TELECOMMUNICATIONS › ADP AND TELECOMMUNICATIONS

Competition & Pricing

Extent Competed: COMPETED UNDER SAP

Solicitation Procedures: SIMPLIFIED ACQUISITION

Solicitation ID: NAMA-11-Q-0050

Offers Received: 5

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Parent Company: Mitchell & Mccormick, Inc

Address: 261 W 35TH ST FL 12, NEW YORK, NY, 10001

Business Categories: Category Business, Corporate Entity Not Tax Exempt, Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $4,103,573

Exercised Options: $4,103,573

Current Obligation: $4,083,735

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Cost or Pricing Data: NO

Timeline