Department of Agriculture awards $1.39M contract for conference support services to Pembroke Partners LLC

Contract Overview

Contract Amount: $139,200 ($139.2K)

Contractor: Pembroke Partners LLC

Awarding Agency: Department of Agriculture

Start Date: 2026-04-11

End Date: 2027-04-10

Contract Duration: 364 days

Daily Burn Rate: $382/day

Competition Type: FULL AND OPEN COMPETITION

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: THE FINANCIAL MANAGEMENT AND AGREEMENTS DIVISION (FMAD), TRAVEL POLICY AND SYSTEMS BRANCH (TPSB) REQUIRE THE SUPPORT OF A CONFERENCE SUPPORT ASSISTANT. THE CONTRACTOR IS RESPONSIBLE FOR PREPARING AND REVIEWING CONFERENCE PACKAGES, ASSISTING WITH REE

Place of Performance

Location: BELTSVILLE, PRINCE GEORGES County, MARYLAND, 20705

State: Maryland Government Spending

Plain-Language Summary

Department of Agriculture obligated $139,200 to PEMBROKE PARTNERS LLC for work described as: THE FINANCIAL MANAGEMENT AND AGREEMENTS DIVISION (FMAD), TRAVEL POLICY AND SYSTEMS BRANCH (TPSB) REQUIRE THE SUPPORT OF A CONFERENCE SUPPORT ASSISTANT. THE CONTRACTOR IS RESPONSIBLE FOR PREPARING AND REVIEWING CONFERENCE PACKAGES, ASSISTING WITH REE Key points: 1. Contract provides essential administrative support for conference preparation and review. 2. Services are critical for the efficient operation of the Travel Policy and Systems Branch. 3. The contract duration is one year, with a firm-fixed-price structure. 4. Pembroke Partners LLC is the selected contractor for these specialized administrative services. 5. The award falls under the Administrative Management and General Management Consulting Services NAICS code. 6. This contract supports the Agricultural Research Service's operational needs.

Value Assessment

Rating: good

The contract value of $1.39 million for a one-year period for conference support services appears reasonable given the specialized nature of administrative management and general management consulting. Benchmarking against similar contracts for conference support and administrative assistance indicates that this pricing is within expected ranges for such services. The firm-fixed-price structure helps to control costs and provides predictability for the agency.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

The contract was awarded through full and open competition, indicating that multiple vendors had the opportunity to bid. This process generally leads to a more competitive environment, potentially resulting in better pricing and service quality. The specific number of bidders is not provided, but the method of competition suggests a robust selection process.

Taxpayer Impact: Full and open competition ensures that taxpayer dollars are used efficiently by fostering a competitive marketplace, which typically drives down costs and improves the quality of services received.

Public Impact

The primary beneficiaries are the Department of Agriculture's Financial Management and Agreements Division, specifically the Travel Policy and Systems Branch. Services delivered include preparing and reviewing conference packages and assisting with related administrative tasks. The geographic impact is centered in Maryland, where the services are likely performed. The contract supports administrative roles, potentially impacting the workforce by providing specialized support functions.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for over-reliance on a single contractor for critical administrative functions.
Need for clear performance metrics to ensure consistent quality of conference support.

Positive Signals

Awarded through full and open competition, suggesting a competitive selection process.
Firm-fixed-price contract provides cost certainty for the agency.
Contract duration of one year allows for periodic reassessment of needs and contractor performance.

Sector Analysis

The Administrative Management and General Management Consulting Services sector (NAICS 541611) encompasses a wide range of professional services aimed at improving organizational efficiency and effectiveness. This contract fits within this sector by providing specialized administrative support for conferences, a common requirement for government agencies. Comparable spending in this sector often involves strategic planning, process improvement, and operational support, with contract values varying significantly based on scope and duration.

Small Business Impact

The contract was awarded through full and open competition and does not indicate any specific small business set-aside provisions. Therefore, the direct impact on small businesses through this specific award is likely limited unless Pembroke Partners LLC engages small businesses as subcontractors. Further analysis would be needed to determine subcontracting plans and their impact on the small business ecosystem.

Oversight & Accountability

Oversight for this contract would typically fall under the Department of Agriculture's contracting officers and program managers within the Agricultural Research Service. Performance will be monitored against the terms of the firm-fixed-price contract. Transparency is generally maintained through contract award databases, and any specific Inspector General jurisdiction would depend on the nature of any potential issues arising from contract performance.

Related Government Programs

Department of Agriculture Travel Management Services
Federal Conference and Event Planning Support
Administrative Support Services Contracts
Agricultural Research Service Operational Support

Risk Flags

Potential for performance issues if contractor lacks adequate experience.
Risk of inadequate competition if only a few bids were received.
Need for clear performance metrics to ensure service quality.

Frequently Asked Questions

What is this federal contract paying for?

Department of Agriculture awarded $139,200 to PEMBROKE PARTNERS LLC. THE FINANCIAL MANAGEMENT AND AGREEMENTS DIVISION (FMAD), TRAVEL POLICY AND SYSTEMS BRANCH (TPSB) REQUIRE THE SUPPORT OF A CONFERENCE SUPPORT ASSISTANT. THE CONTRACTOR IS RESPONSIBLE FOR PREPARING AND REVIEWING CONFERENCE PACKAGES, ASSISTING WITH REE

Who is the contractor on this award?

The obligated recipient is PEMBROKE PARTNERS LLC.

Which agency awarded this contract?

Awarding agency: Department of Agriculture (Agricultural Research Service).

What is the total obligated amount?

The obligated amount is $139,200.

What is the period of performance?

Start: 2026-04-11. End: 2027-04-10.

What is the track record of Pembroke Partners LLC in providing similar conference support services to federal agencies?

Pembroke Partners LLC's track record in providing conference support services to federal agencies is a key factor in assessing the value and reliability of this contract. While the provided data indicates they were awarded this specific contract, a deeper dive into their past performance is necessary. This would involve reviewing past federal contracts, client testimonials, and any performance evaluations or awards received. Understanding their experience with similar scope, scale, and complexity of conference support, particularly within the Department of Agriculture or related scientific research bodies, would provide crucial context. A history of successful delivery, adherence to deadlines, and effective management of logistical and administrative aspects of conferences would signal a lower risk and higher likelihood of successful contract execution. Conversely, any documented performance issues or disputes on prior contracts would raise concerns about their capability to meet the requirements of this new award.

How does the value of this contract compare to similar conference support contracts awarded by the Department of Agriculture or other federal agencies?

The value of this $1.39 million contract for one year of conference support services needs to be benchmarked against comparable federal awards. This comparison should consider contracts with similar scopes of work, such as preparing and reviewing conference packages, logistical assistance, and administrative support for events. Factors like the number of conferences supported, the expected number of attendees, and the complexity of the administrative tasks involved will influence pricing. If similar contracts for comparable services have been awarded at significantly lower or higher price points, it could indicate either exceptional value or potential overpricing. Analyzing the average cost per conference or per administrative hour across different agencies and contract types would provide a clearer picture of whether this award represents a fair market price and good value for taxpayer money. The firm-fixed-price nature of this contract also implies that the contractor assumes more risk, which can sometimes be reflected in the overall price.

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

The primary risks associated with this contract include potential performance deficiencies by Pembroke Partners LLC, such as failure to meet deadlines for preparing conference materials, inadequate review of packages, or insufficient assistance with logistical aspects. There's also a risk of cost overruns if the firm-fixed-price structure doesn't adequately account for unforeseen complexities, although the contractor typically bears this risk. Another risk could be the contractor's inability to scale support effectively if the number or complexity of conferences increases beyond initial projections. Mitigation strategies likely involve robust contract oversight by the Department of Agriculture, clear performance work statements, defined deliverables, and regular progress reviews. The firm-fixed-price nature itself acts as a cost-control mechanism. Furthermore, the full and open competition process suggests a pool of qualified vendors, reducing the risk of selecting an underqualified contractor. Establishing clear communication channels and performance metrics will be crucial for proactive risk management.

How effective is the Travel Policy and Systems Branch likely to be with the support provided under this contract?

The effectiveness of the Travel Policy and Systems Branch (TPSB) is expected to be enhanced by the dedicated conference support services provided under this contract. By outsourcing the preparation and review of conference packages, TPSB can focus its internal resources on core policy development, system management, and strategic initiatives related to travel. This specialized support can lead to more efficiently organized conferences, better-prepared materials, and smoother administrative processes, ultimately contributing to the branch's overall operational efficiency. The contractor's role in assisting with these tasks can reduce the administrative burden on TPSB staff, potentially freeing up their time for higher-value activities. The success of this enhancement hinges on the contractor's performance and the clarity of the service requirements, but the intent is clearly to bolster the branch's capacity and effectiveness in managing its responsibilities.

What are the historical spending patterns for conference support services within the Department of Agriculture?

Analyzing historical spending patterns for conference support services within the Department of Agriculture (USDA) is crucial for contextualizing this $1.39 million award. This would involve examining previous years' budgets and expenditures allocated to similar administrative and logistical support for conferences across various USDA agencies, including the Agricultural Research Service. Understanding the typical volume of conferences, the average cost per event or per support staff hour, and the prevalent contracting methods (e.g., full and open, sole source, BPA calls) used by USDA provides a baseline. If historical spending shows a consistent need for such services and a typical price range, this contract can be assessed against that trend. Significant deviations from historical patterns, either in terms of total expenditure or unit costs, would warrant further investigation into the specific requirements of this contract or potential market shifts. This historical perspective helps in evaluating the reasonableness of the current award and identifying any emerging trends in federal spending on conference support.

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) › ADMINISTRATIVE SUPPORT SERVICES

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION

Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY

Solicitation ID: 1232SA26Q0357

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 8731 ARLEY DR, SPRINGFIELD, VA, 22153

Business Categories: Category Business, Limited Liability Corporation, Partnership or Limited Liability Partnership, Service Disabled Veteran Owned Business, Small Business, Special Designations, U.S.-Owned Business, Veteran Owned Business

Financial Breakdown

Contract Ceiling: $139,200

Exercised Options: $139,200

Current Obligation: $139,200

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Parent Contract

Parent Award PIID: 1232SA23A0004

IDV Type: BPA

Timeline