State Department awards $8.26M task order for lodging and meeting services to C W Worldwide Meetings Inc

Contract Overview

Contract Amount: $8,260,741 ($8.3M)

Contractor: C W Worldwide Meetings Inc

Awarding Agency: Department of State

Start Date: 2024-10-01

End Date: 2026-09-30

Contract Duration: 729 days

Daily Burn Rate: $11.3K/day

Competition Type: FULL AND OPEN COMPETITION AFTER EXCLUSION OF SOURCES

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: 5 YEAR FASTC HOTEL AND LODGING TASK ORDER FOR DS AGENTS

Place of Performance

Location: FARMVILLE, PRINCE EDWARD County, VIRGINIA, 23901

State: Virginia Government Spending

Plain-Language Summary

Department of State obligated $8.3 million to C W WORLDWIDE MEETINGS INC for work described as: 5 YEAR FASTC HOTEL AND LODGING TASK ORDER FOR DS AGENTS Key points: 1. The contract is a firm-fixed-price delivery order, indicating defined scope and cost. 2. Competition was full and open after exclusion of sources, suggesting a competitive process with specific justifications. 3. The contract duration is 729 days, spanning nearly two years. 4. The primary service category is travel agencies, supporting logistical needs for Department of State agents. 5. The awardee, C W Worldwide Meetings Inc., has a history of receiving federal contracts. 6. The contract is a task order under a larger contract vehicle, implying it's part of a broader procurement strategy.

Value Assessment

Rating: fair

Benchmarking the value of this specific task order is challenging without access to the parent contract's details or comparable task orders. The firm-fixed-price structure provides cost certainty for the government. However, the total value of $8.26 million over two years for lodging and meeting services requires further analysis against the volume and nature of services provided to ensure it represents good value for money. Without detailed service metrics, a definitive value assessment is difficult.

Cost Per Unit: N/A

Competition Analysis

Competition Level: limited

The contract was awarded under 'Full and Open Competition After Exclusion of Sources.' This indicates that while the competition was intended to be broad, specific sources were excluded, likely due to pre-qualification or specific requirements of the task order. The number of bidders is not specified, but the 'exclusion of sources' suggests a potentially narrower competitive pool than a purely 'full and open' competition.

Taxpayer Impact: The exclusion of certain sources may limit the potential for the most competitive pricing, although the 'full and open' aspect suggests multiple bidders were still considered. Taxpayers benefit from a competitive process, but the specific exclusions warrant scrutiny to ensure no undue limitations were placed on potential offerors.

Public Impact

Department of State agents will benefit from organized and potentially cost-effective lodging and meeting arrangements. The services delivered will support the operational needs and logistical planning for government personnel. The geographic impact is likely nationwide or wherever State Department agents require these services, with a focus on Virginia where the contract is administered. Workforce implications are primarily for the contractor's staff managing these services, with potential indirect benefits to the travel and hospitality sectors.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Limited transparency on the specific reasons for excluding certain sources in the competition.
Potential for cost overruns if the scope of 'lodging and meeting services' is not tightly defined and managed.
Dependence on a single contractor for critical logistical support could pose a risk if performance issues arise.

Positive Signals

Firm-fixed-price contract provides cost certainty for the government.
Award to an established contractor suggests a degree of reliability and experience.
Task order structure allows for specific needs to be addressed within a broader framework.

Sector Analysis

The travel agency and meeting services sector is a significant part of the broader business services industry. Federal agencies rely heavily on these services for official travel, conferences, and events. Spending in this sector can fluctuate based on government travel policies and operational requirements. Comparable spending benchmarks would typically involve analyzing other large federal contracts for similar lodging and meeting coordination services across various agencies.

Small Business Impact

This contract does not appear to have a small business set-aside. There is no explicit indication of subcontracting requirements for small businesses within the provided data. Therefore, the direct impact on the small business ecosystem is likely minimal unless the prime contractor voluntarily engages small businesses for subcontracting.

Oversight & Accountability

Oversight for this task order would primarily fall under the Department of State's contracting officers and program managers. Accountability measures are inherent in the firm-fixed-price contract type, which obligates the contractor to deliver specified services at an agreed-upon price. Transparency is dependent on the agency's policies regarding the release of task order details and performance information.

Related Government Programs

Federal Travel Regulations
GSA Schedules (if applicable to parent contract)
Department of State Travel Management Services

Risk Flags

Competition Limited by Source Exclusion
Potential for Scope Creep
Contractor Performance Risk

Frequently Asked Questions

What is this federal contract paying for?

Department of State awarded $8.3 million to C W WORLDWIDE MEETINGS INC. 5 YEAR FASTC HOTEL AND LODGING TASK ORDER FOR DS AGENTS

Who is the contractor on this award?

The obligated recipient is C W WORLDWIDE MEETINGS INC.

Which agency awarded this contract?

Awarding agency: Department of State (Department of State).

What is the total obligated amount?

The obligated amount is $8.3 million.

What is the period of performance?

Start: 2024-10-01. End: 2026-09-30.

What is the historical performance record of C W Worldwide Meetings Inc. with the Department of State and other federal agencies?

A review of federal procurement data indicates that C W Worldwide Meetings Inc. has been awarded numerous contracts across various federal agencies, including the Department of State, Department of Justice, and others. These contracts often involve meeting planning, event management, and travel services. Performance history, as reflected in contract award data and past performance questionnaires (if available in federal databases), generally suggests the company has experience fulfilling government requirements. However, a comprehensive assessment would require examining specific past performance evaluations and any documented disputes or corrective actions associated with their prior federal awards to fully understand their track record.

How does the $8.26 million value compare to similar lodging and meeting services contracts awarded by the Department of State or other agencies of similar size?

The $8.26 million value for a two-year task order for lodging and meeting services is a moderate-sized award within the federal contracting landscape. Without knowing the exact scope, volume of services, and specific locations covered, a direct comparison is difficult. However, large federal agencies often award multi-year contracts in the tens or hundreds of millions for comprehensive travel and meeting management. This specific task order appears to be for a defined set of services, possibly supporting a particular program or set of agents. To benchmark effectively, one would need to compare it against task orders or contracts with similar service descriptions, durations, and client agency needs, considering factors like the number of individuals supported and the complexity of events managed.

What are the primary risks associated with this contract, and what mitigation strategies are likely in place?

Key risks include potential scope creep if 'lodging and meeting services' are not precisely defined, leading to cost overruns despite the firm-fixed-price structure. Another risk is contractor performance failure, where C W Worldwide Meetings Inc. may not meet service level agreements, impacting the operational efficiency of Department of State agents. Dependence on a single contractor for critical logistical support also presents a risk. Mitigation strategies likely include robust contract management by the Department of State, clear performance metrics and reporting requirements, and potentially contingency planning for alternative service providers if performance issues escalate. The 'exclusion of sources' in competition might also indicate specific risk-based pre-qualifications.

What is the expected effectiveness of these services in supporting the Department of State's mission?

The effectiveness of these services is directly tied to their ability to provide reliable, efficient, and cost-effective lodging and meeting solutions for Department of State agents. When executed well, these services streamline logistical burdens, allowing agents to focus on their core diplomatic and operational duties. Well-managed meetings and accommodations can enhance productivity and morale. The effectiveness will be measured by the quality of services rendered, adherence to budget, and the seamlessness of the support provided to agents, ultimately contributing to the overall operational readiness and success of the Department's missions.

What are the historical spending patterns for lodging and meeting services by the Department of State over the last five years?

Analyzing historical spending patterns for lodging and meeting services by the Department of State would reveal trends in their reliance on contracted support for these functions. This data could show fluctuations based on geopolitical events, changes in travel policies, or shifts in operational tempo. For instance, periods of increased diplomatic activity or global engagement might correlate with higher spending. Understanding these patterns helps contextualize the current $8.26 million award, indicating whether it represents an increase, decrease, or stable level of investment in such services compared to previous years. It also informs future budget planning and procurement strategies.

Industry Classification

NAICS: Administrative and Support and Waste Management and Remediation Services › Travel Arrangement and Reservation Services › Travel Agencies

Product/Service Code: TRANSPORT, TRAVEL, RELOCATION › TRAVEL, LODGING, RECRUITMENT SVCS

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION AFTER EXCLUSION OF SOURCES

Solicitation Procedures: NEGOTIATED PROPOSAL/QUOTE

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 1023 ROUTE 146, CLIFTON PARK, NY, 12065

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

Financial Breakdown

Contract Ceiling: $8,260,741

Exercised Options: $8,260,741

Current Obligation: $8,260,741

Contract Characteristics

Multi-Year Contract: Yes

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Cost or Pricing Data: NO

Parent Contract

Parent Award PIID: 19AQMM24D0052

IDV Type: IDC

Timeline