State Department awards $4.1M administrative support contract to A. Prentice Ray & Associates, LLC

Contract Overview

Contract Amount: $4,125,386 ($4.1M)

Contractor: A. Prentice RAY & Associates, LLC

Awarding Agency: Department of State

Start Date: 2022-01-24

End Date: 2027-01-23

Contract Duration: 1,825 days

Daily Burn Rate: $2.3K/day

Competition Type: NOT COMPETED

Number of Offers Received: 1

Pricing Type: TIME AND MATERIALS

Sector: Other

Official Description: ACQUIRING ADMINISTRATIVE AND ACQUISITION SUPPORT SERVICES FROM 8(A) CONTRACTOR TO PROVIDE SUPPORT SERVICES FOR CONSULAR AFFAIR'S OFFICES (CA/GSD AND CA/HRD).

Place of Performance

Location: WASHINGTON, DISTRICT OF COLUMBIA County, DISTRICT OF COLUMBIA, 20052

State: District of Columbia Government Spending

Plain-Language Summary

Department of State obligated $4.1 million to A. PRENTICE RAY & ASSOCIATES, LLC for work described as: ACQUIRING ADMINISTRATIVE AND ACQUISITION SUPPORT SERVICES FROM 8(A) CONTRACTOR TO PROVIDE SUPPORT SERVICES FOR CONSULAR AFFAIR'S OFFICES (CA/GSD AND CA/HRD). Key points: 1. Contract awarded to a small business, potentially supporting economic development. 2. Administrative management and general management consulting services are the focus. 3. The contract is a definitive contract with a time and materials pricing structure. 4. The duration of the contract is 5 years, indicating a long-term need. 5. The contract was not competed, raising questions about price discovery and value. 6. The awardee is an 8(a) contractor, suggesting a focus on small disadvantaged business participation.

Value Assessment

Rating: questionable

Benchmarking the value for this contract is challenging due to the lack of competitive bidding. The time and materials pricing structure can sometimes lead to cost overruns if not managed closely. Without comparable contract data or a competitive process, it's difficult to definitively assess if the government is receiving excellent value for the $4.1 million allocated.

Cost Per Unit: N/A

Competition Analysis

Competition Level: sole-source

This contract was not competed, indicating a sole-source award. The lack of competition means there was no opportunity to solicit bids from multiple vendors, which typically drives down prices and encourages innovation. The rationale for a sole-source award, especially for administrative support services, would need further justification to ensure fair pricing and optimal resource allocation.

Taxpayer Impact: Taxpayers may not be receiving the best possible price due to the absence of a competitive bidding process. This could result in higher costs than if multiple firms had vied for the contract.

Public Impact

Consular Affairs' offices (CA/GSD and CA/HRD) will benefit from enhanced administrative and acquisition support. The services provided will ensure the smooth functioning of critical consular operations. The contract supports the Department of State's mission to facilitate international travel and protect U.S. citizens abroad. The award to an 8(a) contractor may provide opportunities for workforce development within that firm.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Lack of competition may lead to suboptimal pricing.
Time and materials contract type carries inherent risk of cost escalation.
Limited transparency into the selection process due to sole-source award.

Positive Signals

Supports an 8(a) small disadvantaged business.
Provides essential administrative support to critical State Department functions.
Long-term contract duration suggests a stable and ongoing need for services.

Sector Analysis

This contract falls within the administrative and management consulting services sector, a broad category that supports various government functions. The market for these services is competitive, with many firms offering expertise in areas like human resources, acquisition support, and general management. However, specific niche services or set-aside contracts can limit the playing field. The value of such contracts can vary widely based on the complexity of the support required and the specific agency needs.

Small Business Impact

The contract is awarded to an 8(a) contractor, which is a Small Business Administration program designed to help small disadvantaged businesses compete for federal contracts. While this specific contract is not explicitly a small business set-aside, the awardee's 8(a) status suggests a focus on supporting small business growth. There is no information provided on subcontracting requirements, but typically, larger contracts encourage or mandate subcontracting to other small businesses, which could further benefit the small business ecosystem.

Oversight & Accountability

Oversight for this contract would primarily fall under the Department of State's contracting officers and program managers. As a definitive contract, it is subject to standard federal procurement regulations and oversight. The specific mechanisms for monitoring performance, ensuring compliance with the time and materials pricing, and verifying the necessity of all expenditures would be detailed within the contract itself. Transparency is limited due to the sole-source nature of the award.

Related Government Programs

Administrative Support Services
Management Consulting Services
8(a) Small Business Contracting
Department of State Contracts

Risk Flags

Sole-source award lacks competitive pricing.
Time and Materials contract type poses cost escalation risk.
Limited public information on contractor's past performance.

Frequently Asked Questions

What is this federal contract paying for?

Department of State awarded $4.1 million to A. PRENTICE RAY & ASSOCIATES, LLC. ACQUIRING ADMINISTRATIVE AND ACQUISITION SUPPORT SERVICES FROM 8(A) CONTRACTOR TO PROVIDE SUPPORT SERVICES FOR CONSULAR AFFAIR'S OFFICES (CA/GSD AND CA/HRD).

Who is the contractor on this award?

The obligated recipient is A. PRENTICE RAY & ASSOCIATES, LLC.

Which agency awarded this contract?

Awarding agency: Department of State (Department of State).

What is the total obligated amount?

The obligated amount is $4.1 million.

What is the period of performance?

Start: 2022-01-24. End: 2027-01-23.

What is the specific justification for awarding this contract on a sole-source basis?

The provided data does not include the specific justification for the sole-source award. Typically, sole-source contracts are justified when only one responsible source can satisfy the agency's needs, such as in cases of unique capabilities, urgent requirements, or follow-on work where competition is not feasible. For administrative support services, a sole-source award is less common unless there are highly specialized requirements or a specific program mandate. Further investigation into the contract file or agency justifications would be necessary to understand the rationale behind this decision.

How does the pricing structure (Time and Materials) compare to other administrative support contracts within the Department of State?

Time and Materials (T&M) contracts are often used when the level of effort or the exact scope of work cannot be precisely determined in advance. While T&M can offer flexibility, it also carries a higher risk of cost overruns compared to fixed-price contracts. Benchmarking T&M pricing for administrative support requires detailed analysis of labor categories, hourly rates, and estimated hours against similar contracts awarded by the Department of State or other agencies. Without access to specific rate structures and historical performance data for this contract and comparable ones, a direct comparison of value-for-money is difficult. Agencies often implement T&M contract ceilings and require detailed reporting to mitigate cost risks.

What is the track record of A. Prentice Ray & Associates, LLC in performing similar government contracts?

Information regarding the specific track record of A. Prentice Ray & Associates, LLC in performing similar government contracts is not provided in the data. A comprehensive assessment would require reviewing past performance evaluations, contract history, and any reported issues or successes on previous federal awards. As an 8(a) contractor, their history may reflect a focus on developing capabilities and meeting program objectives. Further due diligence would involve searching federal procurement databases like SAM.gov or FPDS for detailed contract performance information and client feedback.

What are the potential risks associated with a 5-year Time and Materials contract for administrative support?

A significant risk with a 5-year Time and Materials (T&M) contract for administrative support is the potential for cost escalation over the contract's lifespan. Without strict oversight and well-defined labor categories and rates, the contractor could incur higher costs than anticipated, leading to budget overruns for the agency. Another risk is scope creep, where the services provided expand beyond the original intent without a corresponding adjustment in the contract's fixed price components (if any). Ensuring the contractor's efficiency and the necessity of all hours billed is crucial. The long duration also means that market rates could change significantly, potentially making the initial T&M rates less competitive over time.

How does this contract align with the Department of State's overall spending on administrative and acquisition support services?

To assess alignment, one would need to compare this $4.1 million contract against the Department of State's total annual or multi-year spending on similar administrative and acquisition support services. This would involve analyzing historical spending patterns, the number and value of other contracts in this category, and whether this award represents a significant portion of the department's budget for such services. Understanding the agency's strategic sourcing and category management approaches would also provide context. If the Department of State frequently uses sole-source 8(a) awards for these services, it suggests a deliberate strategy to support small disadvantaged businesses, though it may come at a potential cost premium compared to full and open competition.

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) › MANAGEMENT SUPPORT SERVICES

Competition & Pricing

Extent Competed: NOT COMPETED

Solicitation Procedures: ONLY ONE SOURCE

Solicitation ID: 19AQMM22R0073

Offers Received: 1

Pricing Type: TIME AND MATERIALS (Y)

Evaluated Preference: NONE

Contractor Details

Parent Company: A. Prentice RAY & Associates LLC

Address: 300 NEW JERSEY AVE NW STE 900, WASHINGTON, DC, 20001

Business Categories: 8(a) Program Participant, Black American Owned Business, Category Business, Corporate Entity Not Tax Exempt, Economically Disadvantaged Women Owned Small Business, HUBZone Firm, Limited Liability Corporation, Minority Owned Business, Self-Certified Small Disadvantaged Business, Small Business, Special Designations, U.S.-Owned Business, Woman Owned Business, Women Owned Small Business

Financial Breakdown

Contract Ceiling: $4,218,464

Exercised Options: $4,183,695

Current Obligation: $4,125,386

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES PROCEDURES NOT USED

Cost or Pricing Data: NO

Timeline