EPA awards $4.6M contract for records management services to Agile Decision Sciences, LLC

Contract Overview

Contract Amount: $4,599,017 ($4.6M)

Contractor: Agile Decision Sciences, LLC

Awarding Agency: Environmental Protection Agency

Start Date: 2023-01-31

End Date: 2026-04-30

Contract Duration: 1,185 days

Daily Burn Rate: $3.9K/day

Competition Type: FULL AND OPEN COMPETITION AFTER EXCLUSION OF SOURCES

Number of Offers Received: 3

Pricing Type: TIME AND MATERIALS

Sector: Other

Official Description: IMCS V: RECORDS MANAGEMENT SERVICES FOR REGION 10, INFORMATION SERVICES BRANCH, SUPERFUND AND EMERGENCY MANAGEMENT DIVISION RECORDS CENTER.

Place of Performance

Location: SEATTLE, KING County, WASHINGTON, 98101

State: Washington Government Spending

Plain-Language Summary

Environmental Protection Agency obligated $4.6 million to AGILE DECISION SCIENCES, LLC for work described as: IMCS V: RECORDS MANAGEMENT SERVICES FOR REGION 10, INFORMATION SERVICES BRANCH, SUPERFUND AND EMERGENCY MANAGEMENT DIVISION RECORDS CENTER. Key points: 1. Contract focuses on essential records management for Superfund and Emergency Management. 2. Competition was full and open, suggesting a competitive bidding process. 3. Contract duration extends over three years, indicating a need for sustained services. 4. The contract type is Time and Materials, which can pose cost control challenges. 5. Services are geographically focused on Region 10, Washington state. 6. No small business set-aside was utilized for this procurement.

Value Assessment

Rating: fair

The contract value of $4.6 million over approximately three years for records management services appears reasonable for the scope of work. However, the Time and Materials pricing structure warrants close monitoring to ensure cost efficiency. Benchmarking against similar records management contracts for federal agencies of comparable size and scope would provide a clearer picture of value for money. Without specific performance metrics or detailed cost breakdowns, a definitive assessment of excellent value is difficult.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

The contract was awarded under 'full and open competition after exclusion of sources,' indicating that the solicitation was broadly advertised and multiple bids were likely received. The presence of three bidders suggests a moderate level of competition. While this is positive, a higher number of bidders could potentially drive prices lower and foster greater innovation.

Taxpayer Impact: A competitive bidding process generally benefits taxpayers by encouraging lower prices and better service offerings. The fact that this contract was competed openly suggests that the EPA sought the best value available in the market.

Public Impact

The Environmental Protection Agency (EPA) benefits from organized and accessible records, crucial for Superfund and emergency management operations. Services include the management of vital records, ensuring compliance and operational continuity. The geographic impact is concentrated in Region 10, Washington state, supporting regional EPA functions. The contract supports a workforce involved in records management and information services.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Time and Materials contract type can lead to cost overruns if not closely managed.
Limited public information on specific performance metrics makes it difficult to assess effectiveness.
The number of bidders (3) is moderate; a higher number could indicate stronger competition.

Positive Signals

Full and open competition suggests a fair and accessible procurement process.
The contract duration indicates a recognized need for these essential services.
Services directly support critical EPA functions like Superfund and emergency management.

Sector Analysis

Records management services are a critical component of government operations, ensuring data integrity, compliance, and accessibility. The market for these services is diverse, encompassing both specialized information management firms and broader professional services companies. This contract fits within the broader professional, scientific, and technical services sector, specifically under NAICS code 541990. Comparable spending benchmarks would involve looking at other federal agencies' expenditures on similar records management or archival services.

Small Business Impact

This contract did not include a small business set-aside, nor is there an indication of significant subcontracting opportunities for small businesses based on the provided data. The primary contractor, Agile Decision Sciences, LLC, is likely a small business itself, but the contract was competed broadly. Further analysis would be needed to determine the extent of small business participation through subcontracting.

Oversight & Accountability

Oversight for this contract would primarily fall under the Environmental Protection Agency's contracting officers and program managers. The contract's performance will be monitored against the terms and conditions outlined in the delivery order. Transparency is facilitated through public contract databases like FPDS. Inspector General jurisdiction would apply if any fraud, waste, or abuse is suspected.

Related Government Programs

Superfund Program
Emergency Management Division
Information Management Services
Federal Records Management

Risk Flags

Potential for cost overruns due to Time and Materials pricing.
Need for robust oversight to ensure efficient performance and data integrity.
Moderate competition level (3 bidders) may limit price discovery.

Frequently Asked Questions

What is this federal contract paying for?

Environmental Protection Agency awarded $4.6 million to AGILE DECISION SCIENCES, LLC. IMCS V: RECORDS MANAGEMENT SERVICES FOR REGION 10, INFORMATION SERVICES BRANCH, SUPERFUND AND EMERGENCY MANAGEMENT DIVISION RECORDS CENTER.

Who is the contractor on this award?

The obligated recipient is AGILE DECISION SCIENCES, LLC.

Which agency awarded this contract?

Awarding agency: Environmental Protection Agency (Environmental Protection Agency).

What is the total obligated amount?

The obligated amount is $4.6 million.

What is the period of performance?

Start: 2023-01-31. End: 2026-04-30.

What is the track record of Agile Decision Sciences, LLC in performing federal records management contracts?

Agile Decision Sciences, LLC has a history of performing various federal contracts, though specific details on their track record in records management are not immediately apparent from the provided data. A deeper dive into their contract history, past performance evaluations, and any awards or penalties associated with previous government engagements would be necessary for a comprehensive assessment. Examining their experience with similar agencies or programs, particularly those involving environmental or emergency management records, would provide further insight into their capabilities and reliability for this specific EPA contract.

How does the awarded amount compare to similar records management contracts within the federal government?

The awarded amount of approximately $4.6 million over roughly three years for records management services for EPA Region 10 is difficult to benchmark precisely without more granular data on contract scope and deliverables. However, federal records management contracts can range significantly in cost depending on the volume of records, digitization requirements, storage needs, and security protocols. Contracts for large agencies or those dealing with highly sensitive or voluminous data (like Superfund records) can easily reach millions of dollars. To provide a more accurate comparison, one would need to analyze contracts with similar NAICS codes (e.g., 541990, 518210) awarded by agencies of comparable size and complexity, considering factors like contract duration, labor categories, and specific services rendered.

What are the primary risks associated with a Time and Materials (T&M) contract for records management?

The primary risk associated with a Time and Materials (T&M) contract for records management is the potential for cost overruns. Unlike fixed-price contracts, T&M contracts pay the contractor for the actual time and materials used. If the scope of work is not clearly defined, or if the contractor's efficiency is low, costs can escalate beyond initial estimates. For records management, this could manifest as extended labor hours for tasks that should be straightforward, or the use of more expensive materials or resources than necessary. Effective oversight, detailed task tracking, and strong contract management are crucial to mitigate these risks and ensure the government receives good value.

How effective are the oversight mechanisms for this specific EPA contract?

The effectiveness of oversight for this EPA contract depends heavily on the agency's internal processes and the diligence of the contracting officer and program managers. Standard oversight mechanisms include regular progress reports from the contractor, site visits, performance reviews, and invoice audits. Given the critical nature of Superfund and emergency management records, robust oversight is essential to ensure data integrity, security, and compliance. The contract's Time and Materials nature necessitates particularly vigilant oversight to control costs and ensure efficient performance. Publicly available data provides limited insight into the day-to-day effectiveness of these mechanisms.

What has been the historical spending trend for records management services within EPA Region 10 or similar divisions?

Analyzing historical spending trends for records management services within EPA Region 10 or similar divisions requires access to detailed procurement data over multiple fiscal years. Without this specific historical data, it's challenging to establish a trend. Generally, federal agencies face increasing needs for digital records management, data security, and compliance with evolving regulations, which can lead to fluctuating or increasing expenditures in this area. Contracts for services like these are often re-competed, so year-over-year spending can vary based on contract duration, scope changes, and market competition. A review of past contracts awarded under NAICS 541990 or related codes by EPA Region 10 would be necessary to identify trends.

Industry Classification

NAICS: Professional, Scientific, and Technical Services › Other Professional, Scientific, and Technical Services › All Other Professional, Scientific, and Technical Services

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

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION AFTER EXCLUSION OF SOURCES

Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY

Solicitation ID: 68HE0723R0014

Offers Received: 3

Pricing Type: TIME AND MATERIALS (Y)

Evaluated Preference: NONE

Contractor Details

Parent Company: Arctic Slope Regional Corporation

Address: 350 VOYAGER WAY STE 100B, HUNTSVILLE, AL, 35806

Business Categories: 8(a) Program Participant, Alaskan Native Corporation Owned Firm, Category Business, Corporate Entity Not Tax Exempt, Minority Owned Business, Native American Owned Business, Self-Certified Small Disadvantaged Business, Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $4,601,835

Exercised Options: $4,601,835

Current Obligation: $4,599,017

Actual Outlays: $3,972,361

Subaward Activity

Number of Subawards: 3

Total Subaward Amount: $494,363

Contract Characteristics

Multi-Year Contract: Yes

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Cost or Pricing Data: NO

Parent Contract

Parent Award PIID: 68HERD23D0003

IDV Type: IDC

Timeline