7200AA19M00015_Limited Sources Justification_No_24-095 LPA-JR Reingold.pdf

LIMITED SOURCES JUSTIFICATION

TO: Nadeem Shah, Activity Competition Advocate, M/OAA

FROM: Lauren Shaw, Contracting Officer’s Representative, LPA

SUBJECT: Limited-Sources Justification, GSA Task Order No. GS-23F-0168L/7200AA19M00015

1. This document sets forth the facts and rationale justifying the use of limited sources, in accordance with FAR 8.405-6.

The U.S. Agency for International Development’s (USAID), Office of Acquisition and Assistance, Regional Management Division, A Team (M/OAA/RM/A) within the Management Bureau (M) in coordination with the Office of Legislative and Public Affairs (LPA) has prepared this limited sources justification for an acquisition, under the authority of Limited Sources, pursuant to 8.405-6(a)(1)(C) of the Federal Acquisition Regulation (FAR). This document sets forth the facts and rationale justifying the proposed non-competitive contract extension of the LPA Task Order (TO) contract for communications expertise and training services to support USAID’s Development Outreach and Communication (DOC) specialists and align global communications and outreach activities with U.S. Government development priorities, a Firm Fixed Price (FFP)/Labor Hour Hybrid Type Contract awarded to J.R. Reingold & Associates, Inc. through a small business competition under the GSA schedule for the original period of October 14, 2019 to October 13, 2024. There is a critical need to ensure continuity of services during a political transition and proper time for a smooth transition to the competitive follow-on contract award with an estimated award in January 2026. Therefore, the justification herein requests an additional fifteen-month extension of the current award to January 2026.

2. The nature and/or description of the action being approved:

This is a request to approve a 15-month contract extension to the period of performance from October 2024 to January 2026, for the LPA GSA TO No. GS-23F-0168L/7200AA19M00015 with J.R. Reingold & Associates, Inc. An increase in the Total Estimated Cost (TEC) of $3.14 million is being requested in alignment with the extension period. This contract was originally awarded competitively with a total estimated amount of $5,732,004.39 under the GSA Multiple Award Schedule (MAS) solicitation/RFQ

no. 7200AA19Q00007, GSA MAS 00CORP, Category 541 for support to USAID’s Development Outreach & Communications Program.

3. Description of the supplies or services required to meet the agency’s needs, including the estimated value:

J.R. Reingold and Associates, Inc. was awarded a competitive TO supporting LPA to provide communications expertise and training services to support USAID’s DOC specialists and align global communications and outreach activities with U.S. Government development priorities.

Limited Sources Justification - GSA Task Order (TO) No.

GS-23F-0168L/7200AA19M00015

USAID’s Bureau for Legislative and Public Affairs (LPA), through the Office of International Communications and DOC Program (J.R. Reingold), provides approximately 190 DOCs worldwide with strategic communications support and training to ensure they are supported as the communications environment evolves.

The contractor creates training curricula and other resources for DOCs to support knowledge and skill-building for their role, provides communications guidance to DOCs overseas and disperses priority information to DOCs, therefore supporting global efforts to create awareness of USAID programs among local audiences.The contractor is tasked with running a customer service center for all Missions and developing comprehensive communication training modules and conducting both in-person and virtual training sessions internationally, regionally, and domestically. This includes planning and executing field training events tailored to various levels of Development Outreach and Communications experience and specialized topics. They will also provide daily support to DOCs, develop training materials, and launch e-Learning modules. Additionally, the contractor will support the institutionalization of communication practices across the Agency, collect and disseminate best practices, position strategic communications within missions, and provide support to standardize and elevate DOC offices worldwide. Coordination with related offices, bureaus, and agencies is also part of the mandate, overseen by the LPA.

If granted, the contract extension will allow J.R. Reingold support staff to continue working in LPA on critical and sensitive workstreams related to communications and information needs. For example, the current team of active and vital members serves on the Agency-wide Council, which explores avenues for USAID to prepare for future technologies and protect USAID and its reputation management in the information age. The information landscape evolves on a daily basis and sometimes hour-by-hour and continues to grow exponentially. Therefore, is it critical that USAID staff and partners working around the world have a working knowledge of the current scope and form of information manipulation at any given time period since it impacts many levels of USAID programming and interventions across all development sectors. Secretary Blinken, on March 18 in Seoul, Korea, spoke about “one long standing problem that’s become increasingly complicated and increasingly consequential, and that’s the challenge of disinformation – of material deliberately meant to deceive and divide – as well as other forms of false and misleading content.” This is a critical priority for USAID in order to educate the workforce on information integrity and current and ongoing disinformation campaigns as well as find ways to ward off the constant threats to USAID’s reputation around the world. Cultivating resources and sharing lessons learned among Missions is essential for the health and stability of USAID now and in the future.

The additional time will be used to continue the following in-scope tasks:

Make progress on Objectives and Key Results under the Agency’s Information Integrity and Resilience council Communications Working Group

Manage the USAID workforce communications training, which includes modules on mal/dis/and misinformation

Continue training for the DOC program, including new DOCs who have not yet received any USAID communications training

Support the DOC network with ongoing professional development and training/networking opportunities

Support the potential creation of a new Foreign Service Officer backstop in communications, if approved by the Administrator

Provide critical strategic communications support to DOCs in Missions around the world via in person or virtual TDYs, particularly to those most at risk for information manipulation and in need of support with their strategic communications strategies

Oversee USAID reputational campaigns for designated priority Missions Potentially manage an analytics fund to support DOCs’ information needs in Missions around the world

The requirements covered by the extension fulfills an existing government need and front-office supported initiative: to provide communications expertise in critically emerging areas of information resilience and advancements of technology in industry standards; and training services to support USAID’s DOC specialists and align global communications and outreach activities with U.S.

Government development priorities.

The contractor, J.R. Reingold and Associates, Inc., is responsible within the meaning of FAR 9.104-1, “General Standards,” and has performed in an exceptional manner.

The total estimated value of these services is $3.14 million.

4. Authority and supporting rationale (see 8.405-6(a)(1)(i) and (b)(1)) and, if applicable, a demonstration of the proposed contractor’s unique qualifications to provide the required supply or service.

Logical Follow-on - FAR 8.405-6(a)(1)(i)(C) In the interest of economy and efficiency, this action must be issued on a sole source basis because it is a logical follow-on to order no. 7200AA19M00015, which was placed in accordance with the applicable Federal Supply Schedule order procedures. J.R. Reingold can provide the necessary and critical communications and training services in support of LPA’s requirements in fulfilling the Agency’s objectives to provide comprehensive knowledge management, communications and web/digital support services to USAID offices across the globe.

A logical follow-on and continuation of these critical services with the contractor incumbent are required to avoid a substantial duplication of costs to the Government that is not expected to be recovered through competition, or unacceptable delays in fulfilling the Government's need. The logical follow-on will ensure services continue during the current, uncertain U.S. political landscape which will soon undergo a transition, as well as during the ongoing competitive procurement process for the follow-on vehicle which will provide transition services to the new contractor incumbent, if applicable. A continuation of these services with the current contractor until the new LPA political appointees and new contract are in place will substantially reduce the risk of lack of program direction and operations and duplication of procurement and program costs and will reduce unacceptable delays that could otherwise increase the risks of loss or significant degradation of these critical communication services that the Agency has been developing under the current contract.

In addition to potential financial loss, programmatically, the Agency's global reputation could be affected if a crisis arises from a lack of cohesion in global communications. Over time, this impact may escalate if additional reputational risks remain unidentified or inadequately addressed by LPA within the critical time frame necessary to keep pace with the 24/7 news cycle and the communications industry at large.

Furthermore, if the ongoing efforts to mitigate escalating challenges resulting from advancements in technology, among other factors, are not effectively addressed by the support team that has been dedicated to this task under the current contract, USAID risks being ill-prepared to navigate the communication challenges of the near future. Being ill-prepared to address communications challenges could lead to significant issues such as misunderstandings or misrepresentations of the United States among its partners, potentially causing disruptions to USAIDprograms.

As the technology landscape surrounding information transmission continues to evolve, transitioning contractors at this time poses significant risk to USAID's ability to respond promptly and may also lead to the loss of the financial investment made in developing this robust communications program.

The current contractor stands as the logical entity capable of providing the requisite level of quality communications and training services and within the specified timeline. The contractor has navigated through the intricacies of addressing USAID's most urgent challenges in this field via extensive traversing of trial and error. The depth of their experience means that transferring this knowledge to a new contractor would be a time-consuming endeavor, creating an unacceptable delay, as it encompasses the extensive learning curve involved in resolving USAID's pressing communications issues.

Specifically, as the Agency endeavors to develop a robust communications landscape and combat information manipulation across diverse work streams and operations, the contractor's extensive years-long collaboration with various USAID business units has bestowed upon them unparalleled expertise and knowledge management. This expertise has been refined through hands-on engagement in crisis communications for numerous USAID Missions facing urgent and compelling communications challenges. Leveraging these experiences, alongside their advanced proficiency and leadership in this complex field, the contractor has actively contributed to, and led, the development of external communications solutions for USAID, benefiting all working groups engaged in solution-building.

Furthermore, the contractor has played a pivotal role in tackling the communications equities in highly complex and technology-driven challenges, including digital challenges and external partnerships. Their involvement has not only informed but also shaped innovative solutions in these critical domains for USAID. The contractor's distinction lies in their establishment of the U.S. federal government's inaugural Trust & Safety team for the 2020 Census and U.S. Census Bureau. The contractor spearheaded several groundbreaking initiatives to further the goals of USAID, addressing its distinctive yet analogous requirements. This included the research to discern, monitor, and counteract information manipulation within country operations, encompassing tasks such as uncovering fraud, moderating content, and identifying potential crisis communications. Their specialized suite of materials, systems, digital advertising, information campaigns and software, bolstered by their unique status as a Google Premier Partner renders their service unparalleled in the market. Google Premier Partners have learned advanced concepts for creating, managing, measuring, and optimizing Google Ads products and online content surpassing the criteria for earning Google Partner status by meeting higher performance and certification requirements. This contractor also participates in Google’s Preferred Partnership Program, giving them access to additional products and features like attribution lab programs, behavior change studies, and product alphas and betas — all of which can help strengthen the highly specialized and technologically advanced campaign deliverables used for Missions.

In essence, the contractor's singular integration of developing cutting-edge systems dedicated to addressinging communications challenges for USAID is especially unique and thus a logical follow-on to continue this work during the specified period. The contractor has provided high quality services in all task areas and at an exceptional level in many areas. Consequently, restarting this comprehensive suite, pivotal in advancing and sustaining USAID's communications, the Trust & Safety equivalent initiatives, and addressing inaccurate global narratives, not only constitutes a waste of taxpayer funds but also regresses USAID's capacity to swiftly deploy solutions when exigencies arise.

When considering a competitive action for these services to continue under the extension period, the government did not expect to recoup the additional costs or realize any cost benefit through the means of competition for only the specified period.

5. Determination by the ordering activity contracting officer that the order represents the best value consistent with 8.404(d).

GSA has already determined the prices of supplies and fixed-price services, and rates for services offered at hourly rates, under schedule contracts to be fair and reasonable. Therefore, ordering activities are not required to make a separate determination of fair and reasonable pricing, except for a price evaluation as required by 8.405-2(d). By placing an order against a schedule contract using the procedures in 8.405, the ordering activity has concluded that the order represents the best value (as defined in FAR 2.101) and results in the lowest overall cost alternative to meet the Government’s needs. Although GSA has already negotiated fair and reasonable pricing, ordering activities may seek additional discounts before placing an order (see 8.405-4) and the government did so. The contracting officer in coordination with LPA has determined the expenditure rate and relative funding required for the anticipated 15-month extension to be fair and reasonable and in the best interest of the government.

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

LPA in collaboration with M/OAA is conducting market research for the ongoing competitive, follow-on award which resulted in a decision to compete this requirement among at least three vendors under the GSA MAS. Any potential bidders will have the opportunity to bid on the follow-on requirement under the respective solicitation. As stated under Section 4, a competitive process for the required extension period would result in unacceptable delays in providing these critical communications services to the Agency during an executive transition year and the government does not expect to recover the duplication of costs relative to starting up a new contract and costs to re-procure these same services through a new competition. Given the critical need to continue with the implementation of LPA’s worldwide support to USAID staff, the need for timely transition, the need to address strategic and crisis communications reputation management options in a rapidly evolving technological space and the capability of the incumbent to implement the requirements, continuing services for 15 months with Reingold is determined to be a logical follow-on.

7. Any other facts supporting the justification.

Allowing the current contract to end without a replacement/follow-on mechanism in place will result in the loss of 100% of the contracted staff supporting LPA’s Office of International Communications and DOC Program, potentially causing significant adverse impacts to the Agency’s international public image and global reputation, ongoing activities in LPA and overseas, and support to almost 200 communications specialists in our Missions and offices around the world as described in Section 3 (including numerous queries from Mission leaders and staff in program offices globally). The Office’s customer service center would cease to function as the two direct hires could not possibly answer all of the strategic communications questions for all 80+ Missions around the world.

Maintaining continuity in communications expertise and training is essential during times of transition for many reasons, not least because LPA is charged with maintaining USAID’s public reputation by presenting cohesive and well-coordinated public messaging to external audiences globally. With many politically appointed staff departing in the coming months due to the upcoming Presidential election (with LPA having the highest percent of ADs in the Agency) in LPA and the Agency, there will be gaps in institutional knowledge and expertise. Extending the contract ensures that there will be no disruption in critical, public-facing communications work to support 80 Missions overseas and the LPA DOC program, ensuring LPA’s policies, guidance and immediate responses to Missions are thorough, accurate and well-coordinated from all offices of LPA, including but not limited to website management, social media usage, speechwriting, strategic communications, initiative outreach, crisis communications, public events, branding and marking, multi-media production, press and media relations, visual communications and creative development areas.

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.

USAID is currently conducting market research for a competitive contract to serve as the follow-on for the required work. This will allow for adequate time to consider additional needs in the new contract, determine evaluation criteria, and allow firms time to prepare their proposals as well as time for a Technical Evaluation Committee to evaluate them, and for OAA to negotiate the new award. To overcome the logistical challenges presented by LPA’s competing and ever-changing priorities, as well as M/OAA staff turnover, and to allow for an orderly transition to a new contract, USAID is planning to submit the new follow-on full procurement package to M/OAA by quarter one of FY 25, in order for an award to be made prior to the end of the extension period in January 2026.

9. Technical or Requirement Personnel Certification

In accordance with FAR 8.405-6(c)(2)(x), I hereby certify that the technical statements included above, which form a basis for the justification, are complete and accurate.

Lauren Shaw Date Contracting Officer's Representative

LAUREN KATHLEEN

SHAW

Digitally signed by LAUREN

KATHLEEN SHAW

Date: 2024.06.14 12:58:50 -04'00'

10. Contracting Officer Certification

Based on the limited sources circumstance described above, I hereby certify that the justification is accurate and complete to the best of my knowledge and belief.

Hillary A. Marshall Date Contracting Officer

11. Approving Official Determination

I have determined that FAR 8.405-6(a)(1)(i)(C), as described above, appropriately applies to this order and approve by signing below.

Nadeem Shah Date Activity Competition Advocate

HILLARY ANN MARSHALL

(affiliate)

Digitally signed by HILLARY ANN MARSHALL (affiliate) Date: 2024.06.18 11:27:38 -04'00'

1. Clearance

Diane Perone cleared with comments 5/14/2024

Diane Perone Date Deputy Assistant General Counsel, GC/A&A

2. Clearance

Deborah Ryan Broderick Date Agency Competition Advocate

DEBORAH RYAN

BRODERICK (affiliate)

Digitally signed by DEBORAH RYAN BRODERICK (affiliate) Date: 2024.06.24 09:20:44 -04'00'