Federal, state, and local agencies use Smartsheet to manage grants, capital projects, compliance, and inter-agency programs. We're the partner that builds it to last beyond the procurement officer who signed the PO — and through the inevitable rep rotations on Smartsheet's side.
Most agencies adopt Smartsheet to escape the chaos — then rebuild the chaos inside Smartsheet because no one specialized helped them stand it up. Six months later they're filing tickets faster than features are getting built.
We design architectures that survive turnover, scale across program areas, and meet the audit, security, and procurement requirements public-sector environments actually have.
Application intake through close-out reporting. Standardized scoring rubrics, automated reviewer assignment, federal reporting packet generation, and clean audit trails for every dollar tracked.
Control Center blueprints that provision new projects in minutes instead of days, with rolled-up portfolio dashboards that satisfy both project managers in the weeds and execs who only want the red/yellow/green.
Bridge workflows that pull data from your sheets, transform it into the format your funder or oversight body needs, and route it through approvals — without a human re-keying anything.
Permission architectures that let multiple departments contribute to a single program without exposing each other's internal data. Workspace strategy, cross-sheet references, and Dynamic View configurations done right the first time.
Most Smartsheet projects die at go-live because no one owns optimization. We provide ongoing managed support — adding features as needs evolve, refining what's not landing, training new admins as your team grows.
Legacy SharePoint workflows, abandoned Microsoft Project files, Access databases nobody understands anymore. We migrate the data, redesign the workflow, and document the architecture so the next person can take it forward.
Anonymized snapshots of recent and ongoing public-sector engagements. Specific clients available on request, subject to communications-team approval.
A provincial ministry needed to coordinate land development permits across multiple departments while honoring strict access-to-information privacy laws. We designed a phased solution: Phase 1 using INDEX/MATCH cross-sheet references for immediate value; Phase 2 (planned) introducing Smartsheet Control Center once governance was in place. Negotiated IP ownership terms preserving consulting methodology while transferring all client-facing assets.
A state health department's annual performance review process lived in a mix of Word documents, a SharePoint folder, and institutional memory. We architected a Dynamic View-based solution where managers, employees, and HR each see only their relevant slice of the data — with audit-ready trails for every signature and revision. June–July pilot targeted across one division before agency-wide rollout.
Built a 5-criteria scoring model that filters incoming program proposals before they consume staff time on full evaluation. Behind the gate, two Control Center blueprints — one for funded programs, one for evaluation pilots — provision new initiatives in minutes with consistent reporting structure across the entire portfolio.
A major airport managed vendor compliance — insurance, security clearance, badging — across hundreds of vendor relationships through a fragile spreadsheet-and-email process. We replaced it with a single Control Center blueprint that provisions a tracking project per vendor, surfaces expirations before they happen, and routes renewals through automated approvals.
Most consulting firms treat Smartsheet as one platform among many. We treat it as the only one — which means we know what your agency's edge cases look like before you describe them.
We hold active partnerships with both Carahsoft (our primary vehicle, strong on federal civilian and DoD-adjacent work) and SHI (alternate vehicle, strong on state/local cooperatives and education). Most agencies can engage us through existing contracts they already use — without running a new RFP. Learn how we procure →
We work in both commercial Smartsheet and Smartsheet Gov environments. We understand the workflow constraints that come with Gov tenancy and design around them from day one.
The consultant who scopes your engagement is the one who builds it, trains your team, and stays available after launch. No project transitions, no re-explaining, no losing context to the next account-rep rotation.
Yes. We are a Carahsoft partner and Carahsoft is our primary procurement vehicle for federal civilian, DoD-adjacent, and many state engagements. This typically means you can use existing contract vehicles like GSA Schedule, SEWP, NASPO ValuePoint, or state-specific cooperatives without running a new procurement. Carahsoft acts as the prime contractor with Apex as the subcontractor delivering the consulting work.
Yes — SHI is available as an alternate procurement vehicle for organizations whose existing infrastructure favors it. SHI is particularly strong for state and local cooperatives, K-12 (E&I, BuyBoard), and higher education (E&I). The mechanics are similar: SHI as prime, Apex as subcontractor delivering the work. If your procurement office already buys through SHI, we can be procured through that channel.
Yes. We work in both the commercial Smartsheet environment and Smartsheet Gov. Smartsheet Gov has some workflow constraints that don't exist in commercial — particularly around third-party integrations and certain premium apps — and we design solutions with those constraints in mind from the start.
We design permission architectures that align with your privacy and access-to-information obligations from the beginning, not as an afterthought. For Canadian engagements we've drafted ATIPP-specific contractual carve-outs; for U.S. agencies we work with your records-management team to ensure FOIA-responsive data is identifiable and exportable. Specific requirements are scoped during discovery before any solution is built.
Most engagements are time-and-materials with a Not-To-Exceed cap, scoped from a discovery conversation. Smaller engagements (under your agency's procurement threshold for sole-source) are sometimes structured as fixed-fee. Maintenance retainers are monthly. Government rates available through both Carahsoft and SHI procurement.
Often, yes — and a meaningful share of our work is exactly this. Smartsheet environments that grew organically without architectural discipline tend to suffer the same set of pathologies: orphaned sheets, broken cross-sheet references, manual processes that should be automated, dashboards that nobody trusts. We do environment audits and remediation engagements specifically for this case.
Yes. Training is included in most implementation engagements and available standalone. We deliver tailored sessions for end-users, system administrators, and report builders. Training material is customized to the actual environment we built — not generic Smartsheet content you could get elsewhere.
Whether you're already deep in Smartsheet or just exploring whether it's right for your organization — we'll listen first and tell you honestly what we'd recommend.
Pick a time that works. We'll come prepared with questions about your workflows and walk away with a clear next step.
Quick question, project scoping, or RFI? Drop us a line — submissions land directly in our Smartsheet, no black hole.