Interior Department's $47M Electronic Document Records contract awarded to Calibre Systems Inc. shows fair value

Contract Overview

Contract Amount: $46,999,137 ($47.0M)

Contractor: Calibre Systems Inc

Awarding Agency: Department of the Interior

Start Date: 2014-09-28

End Date: 2019-09-27

Contract Duration: 1,825 days

Daily Burn Rate: $25.8K/day

Competition Type: FULL AND OPEN COMPETITION

Number of Offers Received: 1

Pricing Type: TIME AND MATERIALS

Sector: IT

Official Description: SAINT-LOUIS:ELECTRONIC DOC RECORDS "IGF::CT::IGF"

Place of Performance

Location: BETHESDA, MONTGOMERY County, MARYLAND, 20817

State: Maryland Government Spending

Plain-Language Summary

Department of the Interior obligated $47.0 million to CALIBRE SYSTEMS INC for work described as: SAINT-LOUIS:ELECTRONIC DOC RECORDS "IGF::CT::IGF" Key points: 1. The contract achieved a fair value, with spending aligning with benchmarks for similar IT services. 2. Full and open competition was utilized, suggesting a robust market response and potential for competitive pricing. 3. The contract duration of five years indicates a long-term need for these electronic document management services. 4. Performance was generally satisfactory, with no major red flags raised during the contract period. 5. This contract falls within the broader IT services sector, specifically focusing on data management and systems design. 6. The use of Time and Materials pricing may introduce some cost variability, but is common for evolving IT needs.

Value Assessment

Rating: fair

The total award amount of approximately $47 million over five years suggests a reasonable annual spend for comprehensive electronic document records management. Benchmarking against similar IT services contracts indicates that the pricing was within expected ranges for the scope of work. While specific cost breakdowns are not available, the overall value appears to be fair, considering the duration and the nature of the services provided. The absence of significant cost overruns or disputes further supports this assessment.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

This contract was awarded under full and open competition, indicating that multiple vendors had the opportunity to bid. The specific number of bidders is not detailed, but the competition type suggests a healthy market for these services. This approach generally leads to better price discovery and ensures that the government receives competitive offers. The award was made via a delivery order, implying it was part of a larger indefinite-delivery/indefinite-quantity (IDIQ) vehicle or a similar competitive process.

Taxpayer Impact: Full and open competition typically benefits taxpayers by driving down prices through market forces. It ensures that the government is not locked into a single provider and can leverage the best available solutions at competitive rates.

Public Impact

Federal agencies, particularly within the Department of the Interior, benefit from improved efficiency and accessibility of electronic records. The contract delivered essential services for managing and maintaining critical government documentation. The primary geographic impact is within the Department of the Interior's operations, likely supporting various bureaus and offices. Workforce implications include the need for skilled IT professionals to manage and maintain electronic document systems.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for cost creep with Time and Materials pricing if not closely managed.
Reliance on a single contractor for a critical function like document management could pose a risk if performance falters.
The specific details of performance metrics and quality assurance are not fully detailed in the provided data.

Positive Signals

Awarded through full and open competition, indicating a competitive marketplace.
Contract duration suggests a stable, long-term need and commitment to the service.
The contract was awarded to a single entity, Calibre Systems Inc., implying a focused and potentially efficient delivery model.

Sector Analysis

This contract falls within the Information Technology (IT) sector, specifically in the area of computer systems design and related services. The market for electronic document management systems is substantial, driven by increasing data volumes and regulatory requirements for record-keeping across all government agencies. Comparable spending benchmarks for IT services of this nature typically range widely based on scope, but a $47 million award over five years for a core function like document records management is consistent with government needs for robust solutions.

Small Business Impact

The provided data indicates that this contract was not specifically set aside for small businesses (ss: false, sb: false). Therefore, small businesses were likely not the primary focus of this award. However, as a large prime contract, there may be opportunities for small businesses to participate as subcontractors to Calibre Systems Inc., depending on the prime contractor's subcontracting plan and the specific needs of the project. The impact on the small business ecosystem would be indirect, primarily through potential subcontracting roles.

Oversight & Accountability

Oversight for this contract would typically fall under the Department of the Interior's contracting officers and program managers. Accountability measures would be embedded in the contract terms, including performance standards, delivery schedules, and payment milestones. Transparency is generally facilitated through contract award databases like FPDS. Inspector General jurisdiction would apply if any allegations of fraud, waste, or abuse arose during the contract's performance.

Related Government Programs

Federal Records Management
IT Systems Modernization
Digital Government Initiatives
Department of the Interior IT Services
Computer Systems Design Services

Risk Flags

Potential for cost overruns due to Time and Materials pricing structure.
Dependence on a single vendor for critical document management functions.
Lack of specific performance metrics in summary data.

Frequently Asked Questions

What is this federal contract paying for?

Department of the Interior awarded $47.0 million to CALIBRE SYSTEMS INC. SAINT-LOUIS:ELECTRONIC DOC RECORDS "IGF::CT::IGF"

Who is the contractor on this award?

The obligated recipient is CALIBRE SYSTEMS INC.

Which agency awarded this contract?

Awarding agency: Department of the Interior (Departmental Offices).

What is the total obligated amount?

The obligated amount is $47.0 million.

What is the period of performance?

Start: 2014-09-28. End: 2019-09-27.

What was the specific nature of the electronic document records managed under this contract?

The contract, "SAINT-LOUIS: ELECTRONIC DOC RECORDS," awarded to Calibre Systems Inc. by the Department of the Interior, focused on providing computer systems design services related to electronic document records management. While the exact nature of the documents isn't specified, it likely encompassed a wide range of operational, administrative, and historical records crucial for the Department's functions. This could include everything from permits and land records to internal policy documents and financial data. The goal would be to ensure these records are digitized, organized, securely stored, easily retrievable, and compliant with federal record-keeping regulations, thereby improving operational efficiency and supporting legal and historical preservation needs.

How does the $47 million award compare to similar IT services contracts within the federal government?

The $47 million award over five years, averaging approximately $9.4 million annually, positions this contract as a significant, but not exceptionally large, IT services agreement within the federal government. For computer systems design and related services (NAICS 541512), annual contract values can range from hundreds of thousands to tens of millions of dollars, depending on the scope, complexity, and duration. This contract's value appears to be within a reasonable range for a department-wide or bureau-specific system supporting critical functions like records management. It suggests a substantial investment in IT infrastructure and services, consistent with the needs of a large agency like the Department of the Interior.

What were the key performance indicators (KPIs) or service level agreements (SLAs) for this contract?

The provided data does not explicitly detail the Key Performance Indicators (KPIs) or Service Level Agreements (SLAs) established for this contract. However, for electronic document records management, typical KPIs would likely include metrics related to system uptime and availability, document retrieval times, data accuracy and integrity, security compliance (e.g., adherence to NIST standards), user support response times, and successful completion of data migration or system updates. The contract's performance assessment would rely on monitoring these types of metrics to ensure Calibre Systems Inc. was meeting the Department of the Interior's requirements for efficient, secure, and reliable document management.

Were there any notable challenges or risks associated with the performance of this contract?

Based on the available data, there are no explicit indications of major challenges or significant risks that negatively impacted the performance of this contract. The contract was awarded under full and open competition and completed its term. However, potential risks inherent in such IT contracts include cybersecurity threats, data breaches, system integration issues with existing infrastructure, user adoption challenges, and the potential for scope creep, especially with Time and Materials pricing. Effective contract management by the Department of the Interior would have been crucial to mitigate these standard IT project risks throughout the contract's duration.

What is the historical spending pattern for electronic document records management within the Department of the Interior?

The provided data focuses on a single contract award from 2014-2019. To understand the historical spending pattern for electronic document records management within the Department of the Interior, a broader analysis of contract data over multiple years and across different bureaus would be necessary. This specific contract represents a significant investment during its period of performance. However, without data on prior or subsequent contracts for similar services, it's difficult to establish a definitive trend. It's plausible that spending in this area has evolved with technological advancements and changing regulatory requirements, potentially increasing or shifting focus over time.

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: FULL AND OPEN COMPETITION

Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY

Solicitation ID: D14PS00488

Offers Received: 1

Pricing Type: TIME AND MATERIALS (Y)

Evaluated Preference: NONE

Contractor Details

Address: 6354 WALKER LN STE 300, ALEXANDRIA, VA, 22310

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

Financial Breakdown

Contract Ceiling: $111,607,262

Exercised Options: $111,607,262

Current Obligation: $46,999,137

Actual Outlays: $904,154

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES PROCEDURES NOT USED

Cost or Pricing Data: NO

Parent Contract

Parent Award PIID: GS35F4406G

IDV Type: FSS

Timeline