LIMITED_SOURCE_JUSTIFICATION_70FA4018R00000003_FINAL_(003).pdf

LIMITED SOURCE JUSTIFICATION

For an order or BPA with an estimated value exceeding the simplified acquisition threshold

Date: 10/18/2017

This acquisition is conducted under the authority of the Section 201 of the Federal Property and Administrative Services Act of 1949 (40 U.S.C.501) Multiple Award Schedule Program FAR 8.401 and is justified by the following facts and rationale required under FAR 8.405-6.

1. Agency and Contracting Activity.

The Federal Emergency Management Agency proposes to enter into a contract on a basis of other than full and open competition

2. Nature and/or description of the action being approved

Under the FEMA Strategic Plan, the Office of the Chief Component Human Capital Officer (OCCHCO) is tasked with recruiting a diverse workforce that strengthens the Agency’s ability to support our citizens and first responders. In order to meet Agency staffing goals for steady and emergency states, the OCCHCO must implement a targeted recruitment approach based on data-driven evaluation of prioritized workforce gaps. The FEMA reservist onboarding is targeting intermittent specialists to fill reservist vacancies in the Public Assistance Division, Recovery Directorate, and FEMA. FEMA has a requirement for a limited source to provide lodging and training for the reservists at an estimated cost of $4,590,874.20

Proposed Contractor:

National Conference Center 18890 Upper Belmont Place Leesburg, VA 20176

3. Description of Supplies/Services

The government requires facility space to conduct FY2018 New Hire Onboarding training sessions during the week of November 13, 2017 through November 17, 2017; December 11, 2017 through December 15, 2017; January 22, 2018 through January 26, 2018; February 5, 2018 through February 9, 2018; March 19, 2018 through March 23, 2018; April 16, 2018 through April 20; 2018, May 14, 2018 through May 18, 2018; June 11, 2018 through June 15; 2018, July 23, 2018 through July 27; 2018, August 20, 2018 through August 24, 2018; and September 17, 2018 through September 21, 2018. This project will focus on providing reservists with the initial training that’s required to support disaster survivors during an event. This training is critical to maintaining the reservist cadre infrastructure in order to provide the necessary support to areas affected by a major disaster. It is the program office’s preference that conference facilities be located within a 20 mile radius of an airport.

The facility characteristics that are minimally necessary to support the training implementation, management, and administration of the FY2018 Reservist Onboarding training process. Specifically:

i) conference facility located within a 20 mile radius of a Washington DC Airport

ii) Preferred venue will be located in Virginia or Maryland

iii) lodging for up to 250 students and 40 support staff;

iv) transportation to-and-from the airport;

v) conference/ballroom space with at least 4 TV/Displays and A/V to conduct of the FY2018 Reservist Onboarding Training;

vi) AV Equipment Required: 4-60’’ LCD Monitor, Handheld/Wireless microphone, Channel Mixer, Computer Audio in each main meeting room

vii) securable breakout rooms or other workable space within the immediate proximity of the conference space for support of the FY2018 Security and Badging process

viii) internet connectivity to support government owned up to 250 laptops;

ix) Three meals: breakfast and standard buffet for lunch/ dinner for up to 250 students and 40 staff members (to be inclusive of vegetarian options) and beverages during training breaks.

4. Identification of the justification and the rationale

This acquisition is being conducted under the authority of the Multiple Award Schedule Program in accordance with FAR 8.405-6 Limited sources justification and approval.

In accordance with FAR 8.405-6 (a) (1)(B), the circumstances restricting competition for this acquisition are: Only one source is capable of responding due to unique or specialized nature of the work, the availability of the source being able to accommodate all the training dates, and meet the conference space and lodging requirements. Each session needs to begin on these specific dates because they are in conjunction with a pay-period and support new employees’ travel and pay arrangements.

Market research indicated that the National Conference Center was the only venue that could support our desired time-frame for training the new employees for all eleven (11) sessions. In addition, combining the request into one contract to be held at one location will allow for additional cost savings by reducing the amount of travel between different locations. This training is necessary in order to onboard as many reservists, PFT, and CORE employees with the goal of recruiting and retaining an expeditionary workforce capable of providing the highest quality assistance service to disaster survivors.

This year, FEMA redesigned its orientation and mission readiness courses, combining them into a one week emergency manager orientation. This new course provides our employees with a robust, team-focused introduction to the Agency’s mission, policies, and culture, building mission-connection and unit cohesion from the moment an employee joins our organization. FEMA’s intent is to complete the eleven (11) employee onboarding and training sessions by the end of FY 2018. Upon successful completion of the course, employees will have a broader understanding of the FEMA mission and culture, receive all equipment necessary to operate in the field, and be certified as a Level 4 Emergency Manager. The NCC is the only location that can support our requirement during the identified dates listed. In addition, this is an urgent need to support the three major hurricanes that have impacted Texas, Florida, Puerto Rico, and the Virgin Islands.

5. Determination by the ordering activity Contracting Officer that the anticipated order represents the best value consistent with 8.404(d)

The contracting officer determines that the anticipated price(s) will be fair and reasonable based on market research that was conducted, and this effort represents the best value and will result in the lowest overall cost alternative, considering price and administrative costs, to meet the government’s needs. This order will be placed in accordance with FAR 8.404- Use of Federal Supply Schedules. GSA has already negotiated fair and reasonable pricing. Prior to issuing the task order, the ordering activity will consider the proposed quote for determining that the total price is fair and reasonable, as well as ensuring the meal cost does not exceed the Federal Travel Regulation meal rate of the applied location.

6. A determination of the market research conducted among schedule holders and the results or a statement of the reason market research was not conducted

The internet was searched for a list of contractors that would be able to provide the lodging and meeting space that would be satisfactorily meeting FEMA’s requirements.

Based on the market research conducted the National Conference Center was the only venue available to support FEMA’s requirement to provide training for up to 250 reservists and 40 staff during the week of November 13, 2017 through November 17, 2017; December 11, 2017 through December 15, 2017;

January 22, 2018 through January 26, 2018; February 5, 2018 through February 9, 2018; March 19, 2018 through March 23, 2018; April 16, 2018 through April 20; 2018, May 14, 2018 through May 18, 2018;

June 11, 2018 through June 15; 2018, July 23, 2018 through July 27; 2018, August 20, 2018 through August 24, 2018; and September 17, 2018 through September 21, 2018.

7. Any other facts supporting justification

There are no other facts to cite in this request

8. A statement of the actions, if any, the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services is made

Going forward the agency will look to extend the venue search across several states to increase competition. We may look into splitting the lodging between locations to reduce the demand for 290 rooms in one location.

9. Evidence that any supporting data that is the responsibility of technical or requirements personnel and which form a basis for the justification have been certified as complete and accurate by the technical or requirements personnel.

The market research that was conducted was used to create the IGCE that provides a description of the contractor’s ability to meet/not meet the agency requirements. This information was provided by the requesting program office to the contracting specialist for review.

10. Technical/Requirements Personnel Certification

In accordance with FAR 8.405-6(c)(2)(ix), I certify that the data supporting the recommended use of other than full and open competition is accurate and complete to the best of my knowledge and belief.

Stevie Graham, Technical Representative Date

11. Contracting Officer’s Certification

Pursuant to FAR 8.405-6(c)(2)(ix), I certify that the Limited-Sources Justification is accurate and complete to the best of my knowledge and belief:

30 Oct 17

Meeka Tilahun, Contracting Officer Date

12. Approval:

Over $650,000, but not exceeding $12.5 million Date Component Competition Advocate