National Archives spent $11.15M on facilities management at LBJ Library, a sole-source contract

Contract Overview

Contract Amount: $11,151,965 ($11.2M)

Contractor: University of Texas AT Austin

Awarding Agency: National Archives and Records Administration

Start Date: 2005-03-01

End Date: 2012-09-28

Contract Duration: 2,768 days

Daily Burn Rate: $4.0K/day

Competition Type: NOT COMPETED

Number of Offers Received: 1

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: CONSOLIDATED FACILITIES MANAGEMENT SERVICES AT THE LYNDON BAINES JOHNSON PRESIDENTIAL LIBRARY

Place of Performance

Location: AUSTIN, TRAVIS County, TEXAS, 78705

State: Texas Government Spending

Plain-Language Summary

National Archives and Records Administration obligated $11.2 million to UNIVERSITY OF TEXAS AT AUSTIN for work described as: CONSOLIDATED FACILITIES MANAGEMENT SERVICES AT THE LYNDON BAINES JOHNSON PRESIDENTIAL LIBRARY Key points: 1. The contract value of $11.15 million over its duration suggests a significant investment in maintaining a presidential library. 2. As a sole-source award, the absence of competitive bidding raises questions about potential price efficiencies and market-driven rates. 3. The duration of the contract (over 7 years) indicates a long-term need for these services. 4. The specific service category, 'Security Systems Services (except Locksmiths)', points to a focus on the library's physical and digital security infrastructure. 5. The award to the University of Texas at Austin, a local entity, may reflect a strategic partnership or a unique capability. 6. The lack of small business participation noted suggests this contract did not involve set-aside provisions.

Value Assessment

Rating: fair

Benchmarking the value of this contract is challenging without comparable sole-source facilities management contracts for presidential libraries. The fixed-price nature provides some cost certainty for the government. However, the absence of competition means there's no direct market comparison to assess if the price was the best achievable. The total value of over $11 million spread across more than seven years indicates a substantial, ongoing commitment to maintaining the facility and its security systems.

Cost Per Unit: N/A

Competition Analysis

Competition Level: sole-source

This contract was awarded on a sole-source basis, meaning it was not competed among multiple vendors. This approach is typically used when only one vendor is capable of providing the required services, or in specific circumstances where competition is not feasible or practical. The lack of competition limits the government's ability to leverage market forces to secure the most favorable pricing and terms.

Taxpayer Impact: Taxpayers may have paid a premium due to the absence of competitive pressure. Without bids from other providers, it's difficult to ascertain if the negotiated price represents the best value for the government.

Public Impact

The primary beneficiaries are the users and stewards of the Lyndon B. Johnson Presidential Library, ensuring its continued operation and preservation. The services delivered include the maintenance and operation of security systems, crucial for protecting historical artifacts and sensitive information. The geographic impact is localized to Austin, Texas, where the library is situated. The contract supports the operational workforce required for facilities and security management at the library.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Sole-source award limits price discovery and potential savings.
Lack of competition may lead to higher costs than a competed contract.
Long contract duration without competitive re-evaluation could mask inefficiencies.

Positive Signals

Contract ensures continuous operation and security of a national historical asset.
Fixed-price contract provides budget predictability.
Award to a local entity may foster community ties and efficient local resource utilization.

Sector Analysis

This contract falls within the broader facilities management and security services sector, which is a significant market supporting government operations and infrastructure. Presidential libraries, as unique historical and cultural institutions, require specialized maintenance and security. Benchmarking against similar contracts is difficult due to the specific nature of presidential libraries and the sole-source award mechanism. The total value of $11.15 million over its term represents a substantial, long-term investment in preserving a national resource.

Small Business Impact

The data indicates that this contract was not awarded under small business set-aside provisions (ss: false, sb: false). Therefore, there is no direct analysis of small business participation or subcontracting opportunities stemming from this specific award. The absence of set-asides means that the primary contractor, the University of Texas at Austin, was not obligated to prioritize small businesses for this particular contract.

Oversight & Accountability

Oversight for this contract would typically fall under the National Archives and Records Administration (NARA). As a federal agency, NARA is expected to have internal oversight mechanisms to ensure contract compliance and performance. Transparency is generally facilitated through contract databases like FPDS, which provide basic award information. Specific details on performance reviews or inspector general involvement would require deeper investigation beyond the provided data.

Related Government Programs

Presidential Libraries Operations
Federal Building and Facilities Management
Government Security Systems Maintenance
National Archives and Records Administration Contracts

Risk Flags

Sole-source award
Lack of competition
Long contract duration

Frequently Asked Questions

What is this federal contract paying for?

National Archives and Records Administration awarded $11.2 million to UNIVERSITY OF TEXAS AT AUSTIN. CONSOLIDATED FACILITIES MANAGEMENT SERVICES AT THE LYNDON BAINES JOHNSON PRESIDENTIAL LIBRARY

Who is the contractor on this award?

The obligated recipient is UNIVERSITY OF TEXAS AT AUSTIN.

Which agency awarded this contract?

Awarding agency: National Archives and Records Administration (National Archives and Records Administration).

What is the total obligated amount?

The obligated amount is $11.2 million.

What is the period of performance?

Start: 2005-03-01. End: 2012-09-28.

What is the track record of the University of Texas at Austin as a federal contractor, particularly for facilities management and security services?

The provided data indicates the University of Texas at Austin was awarded this specific contract for consolidated facilities management services. To assess their broader track record, one would need to examine other federal contract awards to the university. This would involve searching databases like FPDS or USAspending for other contracts, noting the agencies involved, the services provided, contract values, and performance history. Without this broader search, it's difficult to generalize their capabilities beyond this single award. However, as a large educational institution, it likely possesses significant internal facilities management expertise.

How does the per-year cost of this contract compare to similar facilities management contracts for other presidential libraries or large federal facilities?

The total contract value is $11,151,964.54 over a duration of 2768 days, which is approximately 7.58 years. This equates to an average annual cost of roughly $1,470,000. Benchmarking this against similar contracts is challenging due to the sole-source nature of this award and the unique operational requirements of presidential libraries. Typically, facilities management costs vary significantly based on facility size, age, location, and the specific services included (e.g., HVAC, janitorial, security, groundskeeping). A comprehensive comparison would require identifying other presidential library contracts, noting their duration, total value, and scope of services, and then calculating their annual costs for a like-for-like comparison, which is not readily available from the provided data.

What specific risks were identified or mitigated for this sole-source facilities management contract?

The primary risk associated with a sole-source contract is the potential for inflated pricing due to the lack of competitive bidding. Without competition, there's less incentive for the contractor to offer the lowest possible price. Another risk could be vendor lock-in, where the government becomes dependent on a single provider, making future transitions difficult or costly. Furthermore, ensuring the quality and efficiency of services over a long-term contract requires robust oversight. The data does not explicitly detail specific risks identified or mitigation strategies employed, but standard government procurement practices would involve a justification for the sole-source award and potentially performance-based metrics to manage quality.

What is the historical spending pattern for facilities management and security services at the LBJ Presidential Library prior to this contract?

The provided data only details this specific contract awarded on March 1, 2005, with an end date of September 28, 2012. To understand historical spending patterns, one would need to access historical procurement data for the LBJ Presidential Library for periods preceding this contract. This would involve searching federal procurement databases for awards made by the National Archives and Records Administration (NARA) or other relevant agencies for facilities management, security, or related services at this specific location. Without access to that historical data, it's impossible to determine prior spending trends or compare this contract's value to previous expenditures.

What are the implications of awarding facilities management services to a university rather than a private sector company?

Awarding facilities management services to a university like the University of Texas at Austin can have several implications. Universities often have extensive experience managing large, complex physical plants and may possess in-house expertise in areas like building maintenance, energy management, and security. This can sometimes lead to cost efficiencies if the university can leverage existing resources and personnel. However, universities may not operate with the same profit motives as private sector companies, which could affect pricing strategies. Furthermore, the procurement process for universities, even when contracting with federal agencies, might differ from standard government contracting with private firms, potentially impacting oversight and flexibility. The sole-source nature here further complicates direct comparison to private sector norms.

Industry Classification

NAICS: Administrative and Support and Waste Management and Remediation Services › Investigation and Security Services › Security Systems Services (except Locksmiths)

Product/Service Code: UTILITIES AND HOUSEKEEPING › HOUSEKEEPING SERVICES

Competition & Pricing

Extent Competed: NOT COMPETED

Solicitation Procedures: NEGOTIATED PROPOSAL/QUOTE

Offers Received: 1

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Parent Company: University of Texas System (UEI: 042000273)

Address: 101 E. 27TH ST. ROOM 4.308, AUSTIN, TX, 90

Business Categories: Category Business, Educational Institution, Higher Education, Not Designated a Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $11,151,965

Exercised Options: $11,151,965

Current Obligation: $11,151,965

Timeline