Interior's USGS awards $2.1M for library system, with 4 bidders competing for a firm-fixed-price contract

Contract Overview

Contract Amount: $2,100,538 ($2.1M)

Contractor: EX Libris USA Inc

Awarding Agency: Department of the Interior

Start Date: 2016-09-21

End Date: 2027-03-19

Contract Duration: 3,831 days

Daily Burn Rate: $548/day

Competition Type: COMPETED UNDER SAP

Number of Offers Received: 4

Pricing Type: FIRM FIXED PRICE

Sector: IT

Official Description: NEXT GENERATION INTEGRATED LIBRARY SYSTEM (NGILS) AND ANNUAL MAINTENANCE "OTHER FUNCTION" - IGF::OT::IGF

Place of Performance

Location: DES PLAINES, COOK County, ILLINOIS, 60018

State: Illinois Government Spending

Plain-Language Summary

Department of the Interior obligated $2.1 million to EX LIBRIS USA INC for work described as: NEXT GENERATION INTEGRATED LIBRARY SYSTEM (NGILS) AND ANNUAL MAINTENANCE "OTHER FUNCTION" - IGF::OT::IGF Key points: 1. The contract value of $2.1 million over approximately 6.4 years suggests a moderate annual investment in library system technology. 2. Competition among four bidders indicates a reasonably contested market for integrated library systems, potentially leading to better pricing. 3. The firm-fixed-price contract type shifts performance risk to the contractor, Ex Libris USA Inc. 4. The contract's duration and scope suggest a focus on maintaining and potentially enhancing a critical information resource for the USGS. 5. The NAICS code 541511 points to custom computer programming services, aligning with the need for specialized library system development and maintenance. 6. The contract is categorized under 'Other Function' within the IGF framework, suggesting it supports administrative or operational needs rather than core mission functions.

Value Assessment

Rating: good

The contract value of $2.1 million over nearly 6.5 years equates to an approximate annual spend of $323,000. This figure appears reasonable for a specialized IT system like an integrated library system, especially considering the need for ongoing maintenance and potential upgrades. Benchmarking against similar government contracts for library systems or large-scale database management would provide further context, but the initial assessment suggests a fair valuation for the services rendered.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

This contract was competed under Simplified Acquisition Procedures (SAP), with four bidders participating. The 'full-and-open' competition level, even under SAP, suggests that multiple vendors had the opportunity to bid. The presence of four bidders indicates a healthy level of interest and competition for this type of specialized IT service, which generally supports effective price discovery and encourages competitive pricing.

Taxpayer Impact: The competition among four vendors is beneficial for taxpayers as it likely drove down the final price compared to a sole-source award. This level of competition helps ensure that federal funds are used efficiently for this library system.

Public Impact

The U.S. Geological Survey (USGS) benefits directly, gaining access to an updated and maintained integrated library system. Researchers, scientists, and staff within the USGS will have improved access to geological information, data, and publications. The contract supports the operational infrastructure necessary for managing and disseminating scientific knowledge. The geographic impact is primarily within the USGS's operational locations, supporting its mission nationwide. The contract supports the IT workforce involved in developing, maintaining, and operating the library system.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for scope creep if 'other function' requirements are not clearly defined and managed.
Reliance on a single contractor for critical library system maintenance could pose a risk if performance issues arise.
The duration of the contract (over 6 years) may require careful monitoring to ensure continued alignment with evolving technological needs.

Positive Signals

The contract was competed, indicating a proactive approach to seeking competitive solutions.
The firm-fixed-price structure transfers cost overrun risk to the contractor.
The award to Ex Libris USA Inc., a known entity in the library solutions market, suggests a degree of pre-qualification and expertise.

Sector Analysis

The market for integrated library systems (ILS) is a specialized segment within the broader IT services sector. These systems are crucial for managing, cataloging, and providing access to vast collections of information. The USGS's need for an ILS, particularly one with annual maintenance and 'other function' support, aligns with the ongoing demand for robust digital information management solutions in government and academic institutions. Spending in this area is driven by the need to modernize legacy systems, enhance user experience, and ensure data integrity and accessibility.

Small Business Impact

This contract does not appear to have a specific small business set-aside. The award was made to Ex Libris USA Inc., which is likely a larger entity. There is no explicit information provided regarding subcontracting plans for small businesses. Further analysis would be needed to determine if subcontracting opportunities exist within the scope of this contract and if they are being utilized to engage the small business ecosystem.

Oversight & Accountability

Oversight for this contract would typically fall under the U.S. Geological Survey's contracting and program management offices. The firm-fixed-price nature of the award implies that the government's primary oversight will focus on ensuring the contractor meets the defined deliverables and performance standards. Transparency is facilitated through contract award databases like FPDS. Inspector General jurisdiction would apply in cases of suspected fraud, waste, or abuse related to the contract.

Related Government Programs

Federal Library and Information Network (FEDLINK)
Library Services and Technology Act (LSTA) Grants
National Archives and Records Administration (NARA) IT Systems
Smithsonian Institution Library Systems
General Services Administration (GSA) IT Schedule Contracts

Risk Flags

Contract Duration
Potential for Vendor Lock-in
Clarity of 'Other Function' Scope

Frequently Asked Questions

What is this federal contract paying for?

Department of the Interior awarded $2.1 million to EX LIBRIS USA INC. NEXT GENERATION INTEGRATED LIBRARY SYSTEM (NGILS) AND ANNUAL MAINTENANCE "OTHER FUNCTION" - IGF::OT::IGF

Who is the contractor on this award?

The obligated recipient is EX LIBRIS USA INC.

Which agency awarded this contract?

Awarding agency: Department of the Interior (U.S. Geological Survey).

What is the total obligated amount?

The obligated amount is $2.1 million.

What is the period of performance?

Start: 2016-09-21. End: 2027-03-19.

What is the track record of Ex Libris USA Inc. in delivering similar integrated library systems to federal agencies?

Ex Libris USA Inc. is a well-established provider of library automation solutions, with a significant presence in both academic and government sectors. Their offerings typically include comprehensive library management systems covering cataloging, acquisitions, circulation, and digital resource management. While specific details on past federal performance for this exact system are not provided in the summary data, the company's general reputation suggests a capacity to handle complex library system implementations and maintenance. A deeper dive into contract performance history, past performance evaluations, and any reported issues on previous federal contracts would be necessary for a complete assessment of their track record.

How does the annual cost of this contract compare to other federal library system procurements?

The approximate annual cost of $323,000 for the USGS library system contract falls within a moderate range for specialized IT services. Without direct access to a comprehensive database of comparable federal library system contracts, a precise benchmark is difficult. However, larger federal agencies often invest significantly more in enterprise-wide information management systems. Smaller or more specialized systems might cost less. The 'Other Function' designation and the specific scope (NGILS and annual maintenance) suggest this might not be a full-scale, agency-wide ILS replacement but rather a focused enhancement or maintenance effort, making the cost appear reasonable in that context.

What are the primary risks associated with this firm-fixed-price contract for the USGS?

The primary risk for the USGS with this firm-fixed-price contract is ensuring that the contractor, Ex Libris USA Inc., can deliver the specified 'NEXT GENERATION INTEGRATED LIBRARY SYSTEM (NGILS) AND ANNUAL MAINTENANCE' to the required standards within the agreed price. While the FFP structure shifts cost overrun risk to the contractor, there's a risk of the contractor cutting corners on quality or support to maintain profitability if the initial pricing was too aggressive or if unforeseen technical challenges arise. Another risk is vendor lock-in and the potential difficulty in transitioning to a new system or vendor at the end of the contract period, especially if the system becomes deeply integrated into USGS workflows.

How effective is the 'full-and-open' competition under SAP likely to be in ensuring value for money?

The 'full-and-open' competition under Simplified Acquisition Procedures (SAP), with four bidders, is generally effective in promoting value for money for contracts of this size. SAP is designed to streamline the procurement process for acquisitions below certain thresholds, allowing for more efficient competition. Having four bidders suggests that the market is sufficiently interested and that a reasonable range of pricing and technical solutions were likely presented. This competitive pressure encourages bidders to offer their best terms, leading to a price that is more likely to reflect fair market value compared to a sole-source or limited competition scenario.

What are the historical spending patterns for integrated library systems at the Department of the Interior or USGS?

The provided data does not include historical spending patterns for integrated library systems at the Department of the Interior or the U.S. Geological Survey. To assess historical trends, one would need to analyze past contract awards for similar services (e.g., library systems, information management software, IT maintenance) issued by these entities over several fiscal years. This analysis would reveal whether spending on such systems has been consistent, increasing, or decreasing, and how this specific $2.1 million award fits into that broader financial context.

What does the 'Other Function' designation imply about the criticality of this library system to USGS operations?

The 'Other Function' designation within the IGF framework suggests that this contract, while supporting the Next Generation Integrated Library System (NGILS) and its maintenance, may not be classified as a core, mission-critical operational system in the same way as, for example, direct scientific data collection or analysis platforms. 'Other Functions' often encompass administrative, support, or infrastructure services that enable primary missions. This implies that while the library system is important for information access and research support, its failure might not immediately halt core USGS scientific operations, though it would significantly impede research and data dissemination.

Industry Classification

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

Product/Service Code: INFORMATION TECHNOLOGY EQUIPMENT (INCLD FIRMWARE) SOFTWARE,SUPPLIES& SUPPORT EQUIPMENT

Competition & Pricing

Extent Competed: COMPETED UNDER SAP

Solicitation Procedures: SIMPLIFIED ACQUISITION

Solicitation ID: G15PS00459

Offers Received: 4

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Parent Company: Clarivate PLC

Address: 1350 E TOUHY AVE STE 150W, DES PLAINES, IL, 60018

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

Financial Breakdown

Contract Ceiling: $2,100,538

Exercised Options: $2,100,538

Current Obligation: $2,100,538

Actual Outlays: $1,271,510

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Timeline