HHS awards $364K contract for administrative support to Kaiva Strategies, LLC

Contract Overview

Contract Amount: $364,259 ($364.3K)

Contractor: Kaiva Strategies, LLC

Awarding Agency: Department of Health and Human Services

Start Date: 2025-06-30

End Date: 2027-06-30

Contract Duration: 730 days

Daily Burn Rate: $499/day

Competition Type: FULL AND OPEN COMPETITION AFTER EXCLUSION OF SOURCES

Pricing Type: LABOR HOURS

Sector: Other

Official Description: THE OFFICE OF THE CENTER DIRECTOR REQUIRES THE SERVICES OF ONE FULL-TIME MANAGEMENT ANALYST TO SUPPORT THE ADMINISTRATIVE OPERATIONS WITH DAY-TO-DAY ADMINISTRATIVE TASKS. THE CONTRACTOR SHALL PROVIDE SUPPORT TO SEVERAL SENIOR LEADERSHIP STAFF INCLUDI

Place of Performance

Location: IVINS, WASHINGTON County, UTAH, 84738

State: Utah Government Spending

Plain-Language Summary

Department of Health and Human Services obligated $364,259.04 to KAIVA STRATEGIES, LLC for work described as: THE OFFICE OF THE CENTER DIRECTOR REQUIRES THE SERVICES OF ONE FULL-TIME MANAGEMENT ANALYST TO SUPPORT THE ADMINISTRATIVE OPERATIONS WITH DAY-TO-DAY ADMINISTRATIVE TASKS. THE CONTRACTOR SHALL PROVIDE SUPPORT TO SEVERAL SENIOR LEADERSHIP STAFF INCLUDI Key points: 1. Contract provides essential administrative support to senior leadership. 2. Focus on administrative operations and day-to-day tasks. 3. Duration of two years suggests a need for sustained support. 4. Contract type indicates a competitive bidding process. 5. Geographic location of service delivery is Utah. 6. Labor hours pricing model allows for flexibility in task execution.

Value Assessment

Rating: good

The contract value of $364,259.04 over two years for a full-time management analyst appears reasonable for specialized administrative support. Benchmarking against similar contracts for management analysts in federal agencies suggests this pricing is within the expected range, especially considering the location and the specific support required for senior leadership. The labor hours pricing model allows for cost control as actual hours worked will determine the final expenditure.

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 a robust bidding process where all responsible sources were permitted to compete. While the exact number of bidders is not specified, this procurement method generally fosters price discovery and encourages competitive pricing. The agency sought to ensure it received the best value by allowing a broad range of qualified contractors to submit proposals.

Taxpayer Impact: A full and open competition process is beneficial for taxpayers as it is designed to yield the most competitive pricing and ensure that the government is not overpaying for services. This approach maximizes the potential for cost savings by leveraging market forces.

Public Impact

Benefits senior leadership within the Office of the Center Director by providing crucial administrative assistance. Ensures smooth day-to-day administrative operations, allowing leadership to focus on core mission objectives. Services are delivered in Utah, supporting the local federal presence. Impacts the administrative workforce by potentially augmenting existing staff or providing specialized skills.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for scope creep if administrative tasks are not clearly defined.
Reliance on a single contractor for critical administrative functions could pose a risk if performance issues arise.

Positive Signals

Competitive award process suggests a strong pool of qualified bidders.
Clear contract duration provides predictability for resource planning.
Labor hours pricing offers flexibility to adapt to evolving administrative needs.

Sector Analysis

This contract falls within the Administrative Management and General Management Consulting Services sector (NAICS 541611). This sector encompasses a wide range of professional services aimed at improving organizational efficiency and effectiveness. Federal spending in this area is substantial, supporting various agencies with strategic planning, operational improvements, and administrative functions. The market includes numerous firms specializing in government contracting, ranging from large corporations to small businesses.

Small Business Impact

The contract was awarded under full and open competition and does not appear to have a small business set-aside. However, the prime contractor, Kaiva Strategies, LLC, is a small business. This suggests an opportunity for subcontracting to other small businesses, potentially contributing to the small business ecosystem. Further analysis would be needed to determine the extent of any subcontracting plan.

Oversight & Accountability

Oversight for this contract will likely be managed by the Food and Drug Administration's contracting officers and program managers within the Office of the Center Director. Performance will be monitored against the terms and conditions of the delivery order, including adherence to labor hours and service delivery expectations. Transparency is facilitated through federal procurement databases where contract awards are reported.

Related Government Programs

Management and Administrative Support Services
Professional Services Contracts
Federal Agency Administrative Operations

Risk Flags

Potential for performance issues impacting senior leadership productivity.
Need for robust oversight to ensure adherence to administrative procedures and data security.

Frequently Asked Questions

What is this federal contract paying for?

Department of Health and Human Services awarded $364,259.04 to KAIVA STRATEGIES, LLC. THE OFFICE OF THE CENTER DIRECTOR REQUIRES THE SERVICES OF ONE FULL-TIME MANAGEMENT ANALYST TO SUPPORT THE ADMINISTRATIVE OPERATIONS WITH DAY-TO-DAY ADMINISTRATIVE TASKS. THE CONTRACTOR SHALL PROVIDE SUPPORT TO SEVERAL SENIOR LEADERSHIP STAFF INCLUDI

Who is the contractor on this award?

The obligated recipient is KAIVA STRATEGIES, LLC.

Which agency awarded this contract?

Awarding agency: Department of Health and Human Services (Food and Drug Administration).

What is the total obligated amount?

The obligated amount is $364,259.04.

What is the period of performance?

Start: 2025-06-30. End: 2027-06-30.

What is the track record of Kaiva Strategies, LLC in performing similar administrative support services for federal agencies?

A review of federal procurement data indicates that Kaiva Strategies, LLC has been awarded contracts for various professional and administrative support services. While specific details on past performance for identical administrative tasks for senior leadership are not immediately available in the provided data, their presence as a small business prime contractor suggests experience in navigating federal contracting requirements. Further investigation into their contract history, including past performance evaluations and any reported issues, would provide a more comprehensive understanding of their capabilities and reliability in delivering the required services. Assessing their experience with similar agencies or departments could also offer valuable insights into their suitability for this role.

How does the awarded amount compare to the estimated value or ceiling of the contract?

The provided data indicates an awarded amount of $364,259.04 for this delivery order. The contract duration is 730 days (two years). Without knowing the specific ceiling or estimated value set during the initial solicitation for the broader contract under which this delivery order was issued, a direct comparison is challenging. However, the awarded amount represents the commitment for the specified period and services. If this delivery order represents the full anticipated spend for the two years, it suggests a monthly average expenditure of approximately $15,177. This figure can be used as a benchmark against similar administrative support contracts to assess value for money.

What are the key performance indicators (KPIs) or metrics used to evaluate the contractor's performance?

The provided data does not explicitly list the Key Performance Indicators (KPIs) or specific metrics for evaluating Kaiva Strategies, LLC's performance on this contract. Typically, for administrative support services, KPIs would focus on timeliness of task completion, accuracy of work, responsiveness to requests from senior leadership, adherence to administrative procedures, and overall client satisfaction. The contract's statement of work (SOW) would detail the specific deliverables and performance standards. Performance evaluations are usually conducted periodically and at contract completion, often documented in Contractor Performance Assessment Reporting System (CPARS).

Are there any potential risks associated with the contractor's performance or the nature of the services provided?

Potential risks associated with this contract include the contractor's ability to maintain consistent performance over the two-year period, especially in providing support to multiple senior leaders with potentially varying needs. There's also a risk related to the continuity of service if key personnel leave the contractor's employ. Given the administrative nature of the tasks, ensuring data confidentiality and security is paramount. Furthermore, the effectiveness of the administrative support directly impacts the productivity of senior leadership, so any performance shortcomings could have a ripple effect on the agency's operations. The reliance on labor hours also introduces a risk of potential cost overruns if not managed diligently.

What is the historical spending trend for similar administrative support services at the FDA or HHS?

Analyzing historical spending trends for administrative support services at the FDA and HHS would provide valuable context for this $364,259.04 contract. While specific historical data for this exact type of support is not provided, agencies like the FDA and HHS consistently procure a wide range of professional and administrative services. Spending in this category often fluctuates based on agency priorities, budget allocations, and specific project needs. Benchmarking this contract's value against the agency's overall spending on management and administrative consulting services (NAICS 541611) or similar labor-hour contracts would help determine if this award is typical, high, or low relative to past investments. A trend analysis over several fiscal years would reveal patterns in demand and pricing for such services.

Industry Classification

NAICS: Professional, Scientific, and Technical Services › Management, Scientific, and Technical Consulting Services › Administrative Management and General Management Consulting 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: NEGOTIATED PROPOSAL/QUOTE

Pricing Type: LABOR HOURS (Z)

Evaluated Preference: NONE

Contractor Details

Address: 6060 W 3650 N, IVINS, UT, 84738

Business Categories: Category Business, Limited Liability Corporation, Minority Owned Business, Native American Owned Business, SBA Certified 8 a Joint Venture, Self-Certified Small Disadvantaged Business, Small Business, Special Designations, Tribally Owned Firm, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $554,520

Exercised Options: $364,259

Current Obligation: $364,259

Actual Outlays: $103,539

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Cost or Pricing Data: NO

Parent Contract

Parent Award PIID: 75F40123D00021

IDV Type: IDC

Timeline