EPA's $12.7M contract for record center management services awarded to G R B Environmental Services, Inc

Contract Overview

Contract Amount: $12,705,606 ($12.7M)

Contractor: G R B Environmental Services, Inc.

Awarding Agency: Environmental Protection Agency

Start Date: 2006-08-10

End Date: 2012-10-31

Contract Duration: 2,274 days

Daily Burn Rate: $5.6K/day

Competition Type: FULL AND OPEN COMPETITION AFTER EXCLUSION OF SOURCES

Number of Offers Received: 4

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: RECORD CENTER MANAGEMENT SERVICES

Place of Performance

Location: SAN FRANCISCO, SAN FRANCISCO County, CALIFORNIA, 94105

State: California Government Spending

Plain-Language Summary

Environmental Protection Agency obligated $12.7 million to G R B ENVIRONMENTAL SERVICES, INC. for work described as: RECORD CENTER MANAGEMENT SERVICES Key points: 1. The contract was awarded under full and open competition, suggesting a competitive bidding process. 2. The duration of the contract (2274 days) indicates a long-term need for these services. 3. The firm-fixed-price contract type helps to control costs for the government. 4. The contract was awarded by the Environmental Protection Agency (EPA) to support its operations. 5. The North American Industry Classification System (NAICS) code 519120 points to libraries and archives services. 6. The contract was awarded in California, indicating a specific geographic focus for the services.

Value Assessment

Rating: fair

Benchmarking the value of this contract is challenging without more specific service details and comparable contract data. However, the total value of approximately $12.7 million over nearly six years suggests a moderate annual expenditure. The firm-fixed-price nature of the contract is a positive indicator for cost control. Further analysis would require comparing the per-record or per-service cost against industry standards and other government contracts for similar record management solutions.

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 that the opportunity was broadly advertised, but specific sources may have been excluded prior to the final competition. Four bids were received, which suggests a reasonable level of competition. This competitive process is generally expected to yield fair market pricing.

Taxpayer Impact: A competitive bidding process helps ensure that taxpayer dollars are used efficiently by driving down costs through market forces.

Public Impact

The Environmental Protection Agency (EPA) benefits from efficient and organized management of its records. Services delivered include the management and archiving of important agency documents and data. The contract has a geographic impact in California, where the services are likely performed or managed. The contract supports the operational infrastructure of the EPA, indirectly impacting its ability to carry out its environmental protection mission.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Lack of detailed performance metrics in the provided data makes it difficult to assess the quality of services delivered.
The specific nature of 'record center management services' could encompass a wide range of activities, making value assessment difficult without further breakdown.
The exclusion of sources prior to full and open competition warrants further investigation into the rationale.

Positive Signals

The use of a firm-fixed-price contract type provides cost certainty for the government.
The receipt of four bids indicates a degree of market interest and competition for this requirement.
The contract's long duration suggests a stable and ongoing need, potentially leading to efficiencies through established processes.

Sector Analysis

This contract falls within the administrative and support services sector, specifically related to information management and archival services. The market for record center management is diverse, encompassing both physical and digital record-keeping solutions. Government spending in this area is driven by regulatory compliance, historical preservation, and operational efficiency needs. Comparable spending benchmarks would typically be found within the broader category of professional, scientific, and technical services, with a focus on data management and archival functions.

Small Business Impact

The provided data indicates that this contract was not set aside for small businesses (ss: false, sb: false). Therefore, there are no direct subcontracting implications for small businesses stemming from a set-aside provision. The prime contractor, G R B ENVIRONMENTAL SERVICES, INC., is likely a large business, and opportunities for small businesses would depend on their subcontracting plans, which are not detailed here.

Oversight & Accountability

Oversight for this contract would primarily reside with the Environmental Protection Agency's contracting officers and program managers. Accountability measures are typically embedded within the contract's performance work statement, requiring adherence to specific service levels and reporting. Transparency is facilitated through contract award databases like FPDS. Inspector General jurisdiction would apply if any allegations of fraud, waste, or abuse arise concerning the contract's execution.

Related Government Programs

Federal Records Centers Program
National Archives and Records Administration (NARA) services
Information Management Services
Document Archiving and Retrieval

Risk Flags

Potential for cost overruns if scope is not clearly defined.
Risk associated with data security and privacy of managed records.
Dependence on contractor performance for critical agency record-keeping functions.
Need for robust oversight to ensure compliance with federal records management regulations.

Frequently Asked Questions

What is this federal contract paying for?

Environmental Protection Agency awarded $12.7 million to G R B ENVIRONMENTAL SERVICES, INC.. RECORD CENTER MANAGEMENT SERVICES

Who is the contractor on this award?

The obligated recipient is G R B ENVIRONMENTAL SERVICES, INC..

Which agency awarded this contract?

Awarding agency: Environmental Protection Agency (Environmental Protection Agency).

What is the total obligated amount?

The obligated amount is $12.7 million.

What is the period of performance?

Start: 2006-08-10. End: 2012-10-31.

What specific types of records are being managed under this contract?

The provided data does not specify the exact types of records managed under this contract. The NAICS code 519120, 'Libraries and Archives,' suggests a broad range of materials, potentially including administrative documents, scientific data, legal filings, historical records, and other information critical to the Environmental Protection Agency's operations. A detailed understanding of the record types would be crucial for assessing the contract's scope, risk, and value, as different record formats (physical vs. digital, sensitive vs. public) have varying management requirements and associated costs.

How does the cost per record managed compare to industry benchmarks?

Calculating a precise cost per record is not feasible with the current data, as the total contract value ($12.7 million) and duration (2274 days) are provided, but the volume of records managed is not. To perform this comparison, one would need to know the total number of records stored, retrieved, or processed over the contract's life. Industry benchmarks for record management vary significantly based on record type (physical vs. digital), retention periods, security requirements, and the specific services provided (e.g., digitization, destruction, active file management). Without this volume data, a meaningful per-unit cost analysis against market rates or similar contracts cannot be conducted.

What is the track record of G R B ENVIRONMENTAL SERVICES, INC. in managing federal contracts?

Information regarding the specific track record of G R B ENVIRONMENTAL SERVICES, INC. on federal contracts is not detailed in the provided data snippet. While this contract award indicates they secured a significant federal opportunity, further investigation into their past performance, including any previous contracts with the EPA or other agencies, would be necessary. This would involve reviewing contract performance evaluations (e.g., CPARS reports), any history of contract disputes or terminations, and their overall success in delivering similar services. A thorough review of their federal contracting history is essential for a comprehensive risk assessment.

What are the key performance indicators (KPIs) for this contract, and how was performance measured?

The provided data does not include specific Key Performance Indicators (KPIs) or details on how the performance of G R B ENVIRONMENTAL SERVICES, INC. was measured for this contract. Typically, record center management contracts would include metrics related to response times for record retrieval, accuracy rates, security compliance, data integrity, and adherence to retention schedules. The effectiveness of oversight and accountability relies heavily on these defined KPIs and the rigorous measurement and reporting against them by the contracting agency. Without this information, assessing the contractor's performance and the overall effectiveness of the contract is limited.

How does the $12.7 million spending on record center management compare to historical EPA spending in this category?

The provided data shows a single contract award of $12.7 million for record center management services to G R B ENVIRONMENTAL SERVICES, INC. To compare this to historical EPA spending, one would need access to historical contract data for similar services over previous fiscal years. Analyzing trends in spending on record management, information archiving, and related services would reveal whether this $12.7 million award represents an increase, decrease, or stable level of investment in this area. Such historical context is vital for understanding the agency's long-term resource allocation and the significance of this particular contract within its broader budget.

Industry Classification

NAICS: Information › Other Information Services › Libraries and Archives

Product/Service Code: SUPPORT SVCS (PROF, ADMIN, MGMT) › ADMINISTRATIVE SUPPORT SERVICES

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION AFTER EXCLUSION OF SOURCES

Solicitation Procedures: NEGOTIATED PROPOSAL/QUOTE

Solicitation ID: PRR90610052

Offers Received: 4

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: ONE PENN PLAZA - SUITE 2509, NEW YORK, NY, 90

Business Categories: 8(a) Program Participant, Category Business, Self-Certified Small Disadvantaged Business, Small Business, Small Disadvantaged Business, Special Designations, U.S.-Owned Business, Woman Owned Business

Financial Breakdown

Contract Ceiling: $13,211,250

Exercised Options: $13,211,250

Current Obligation: $12,705,606

Timeline