JOTFOC McIntyre Janitorial and O&M Services signed 2020 01 14 - Copy.pdf

JUSTIFICATION FOR OTHER THAN

FULL AND OPEN COMPETITION

Temporary

Operations and Maintenance Combined Services T. J. McIntyre Federal Building, Portsmouth, NH

I. Contracting Activity

The General Services Administration (GSA) North Service Center, Boston, MA, requires temporary janitorial services, operations and maintenance (combined services) for the T.J.

McIntyre Federal Building, Portsmouth, NH. GSA, Acquisition Management Division, will be procuring this requirement.

II. Nature and/or Description of the Action being processed

Approval is sought to award a sole source, temporary operations and maintenance combined services contract for the T. J. McIntyre Federal Building. This temporary contract provides continuity of services, directly resulting from expiration of a bridge contract which was issued for the Period of Performance 9/1/2018 to 8/31/2019, with a 6 month extension. This current contract 47PB0018D0013 will expire on 2/29/2020.

This is a follow on, short-term, contract that will be a firm, fixed-price contract for 12 months, March 1, 2020 through February 28, 2021, with a possible 6-month extension period, March 1, 2021 through August 31, 2021, with the incumbent, LB&B Associates, Inc., Columbia, MD 21046. The estimated value of the new contract is approximately $340,000.

III. Description of the Supplies/Services required to meet the agency’s needs

GSA will procure standard commercial janitorial services, to include all labor and equipment to provide cleaning, trash & recycling services, policing and ground maintenance, and snow shoveling, plowing and snow removal services. This requirement also includes standard commercial services for the operations and maintenance, scheduled and unscheduled maintenance, and repair of equipment and systems located within the property line of the T.J.

McIntyre Federal Building. A statement of objectives (SOO) will be issued to meet this short-term need.

IV. Statutory Authority permitting other than full and open competition

The statutory authority supporting this justification is 6.303-2, modified to reflect the procedures in FAR subpart 13.5 were used in accordance with 41 U.S.C. 1901 or the authority of 41 U.C.S.

1903. Only One Responsible Source and no Other Supplies or Services will Satisfy Agency Requirements. This action supersedes the prior justification dated April 24, 2018, due to unforeseen delays in finalizing the lease actions and related build-out required to move the various tenants out of the facility.

V. Demonstration that the contractor’s unique qualifications or nature of the acquisition requires the use of the authority cited above

GSA, PBS, Region 1 is faced with a timing constraint; the GSA is in the process of turning the T.J. McIntyre Federal Building over to the City of Portsmouth, NH, through the “Historic Monument” program and is in the process of moving tenants to leases for the remaining agencies in the building. The prior timeline was to turn the building over in September 2018, which slipped to October 2020. This planned date for turnover would have been sufficient to cover services required for this facility. However, the last remaining tenants in the building will not move to their lease location prior to October 2020. This leaves a lapse in services under the current contract which expires February 29, 2020. Therefore, a new procurement is needed to cover the remaining months while the tenants are still occupying the building. It will also cover minimum services required over the winter 2020-2021 season until the facility is turned over to the City of Portsmouth, NH.

GSA thought the previous bridge contract would provide continuity of services until the building changed hands. Through no fault or our own, the transition has taken longer than expected and we need a few more months of coverage. This recent development has caused the timing constraint GSA now faces. In order to provide continuing service to our clients, the pool of potential contractors is limited. The duration of a new procurement would be required for a short-term, through April of 2021, approximately fourteen (14) months; possibly less if leasing actions are completed sooner. These services are essential to the mission of the client agencies occupying the building.

One of the biggest hurdles to this process is ensuring that a contractor can provide personnel that are cleared to work in a federal building. Under normal circumstances, this process can take up to eight months. GSA plans to issue the short-term contract to LB&B Associates, Inc.

They are the current operations and maintenance contractor for the T.J. McIntyre Federal Building. LB&B Associates has the ability to promptly obtain the additional staffing with security clearances that will be necessary to fulfill this short-term requirement. Since LB&B is the incumbent, no other contractor is familiar with the existing conditions of the building equipment and facilities to be able to satisfactorily perform these services at a fair market price. Therefore, it is not foreseeable that another contractor would be able to meet the requirement of a) having personnel available with a clearance to perform the tasks required and b) being able to provide the continuity of janitorial and mechanical maintenance services required. It is considered in the best interest of the Government to limit competition to the incumbent contractor, LB&B Associates, and negotiate a short term, monthly price for the required services.

Furthermore, LB&B Associates has numerous contracts nationwide that are combined operations and maintenance with janitorial services as well as standalone janitorial contracts with various government agencies. A review of CPARS showed positive past performance on these types of services.

VI. Description of Efforts made to ensure that offers are solicited from as many potential sources as deemed practicable

GSA sought interest from LB&B Associates because they have the necessary experience and management to perform the services during the final short-term contract. No other contractor is familiar with this facility and tenants who could meet this need on a short-term basis.

VII. Determination by the Contracting Officer that the Anticipated Cost to the government will be fair and reasonable

GSA developed an independent government estimate (IGE) based on the temporary services required. The detailed IGE is broken down into labor, materials, equipment. The contractor will provide a detailed cost proposal which will be evaluated by a team and negotiations will be conducted to ensure the final proposal is considered fair and reasonable.

VIII. Description of the Market Research conducted and the results, or a statement of the reasons market research was not conducted

No further market research was conducted to fulfill this temporary need.

IX. Any Other Facts supporting the use of other than full and open competition

There is no long-term requirement for GSA to procure these services at this building beyond the completion of the leasing actions to move the current tenants out of the building.

X. List of Sources, if any, that expressed interest in the acquisition

As mentioned in section VI, only LB&B Associates expressed interest due to the limited period of performance of this requirement with no future potential for a long-term contract.

XI. A statement of the actions, if any, the agency may take to remove or overcome any barriers to Competition before making subsequent acquisitions for the supplies or services required

As mentioned in section IX, there is no long-term requirement for GSA to procure these services at this building beyond the completion of the leasing action to move the current tenants out of the building.

XII. Contracting Officer’s Certification

The contracting officer’s signature on the Coordination and Approval Document evidences that he/she has determined this document to be both accurate and complete to the best of his/her knowledge and belief (FAR 6.303-2(a)(12)).

Name Date Contracting Officer

XIII. Technical/Requirements Personnel’s Certification

As evidenced by their signatures on the Coordination and Approval Document, the technical and/or requirements personnel have certified that any supporting data contained herein, which is their responsibility, is both accurate and complete (FAR 6.303-2(b)).

Name Date Technical Representative

ANN GOODRIDGE

Digitally signed by ANN

GOODRIDGE

Date: 2019.12.23 14:05:37 -05'00'