LSJ - Redacted.pdf

FEDERAL SUPPLY SCHEDULE

LIMITED-SOURCES JUSTIFICATION

Acquisition Title: Onsite Support for Administration for Native Americans

Agency:

Acquisition Year (FY): 2024

Author:

2. Description of Action:

Nature: New Requirement Follow-on Requirement

Modification to Existing Purchase Order/Contract Number: GS-00F-195DA 75ACF123F80004

Pricing: Firm-Fixed Price Time & Materials Cost

Other:

Funds: OMA Other Funds:

Name of Proposed Contractor(s): Tribal Tech LLC

Street Address: 121 S ALFRED ST

City, State, Zip: ALEXANDRIA VA 223143049

3. Description of Supplies and Services to Include Contract Vehicle/Number Utilized:

The Administration for Native Americans (ANA) administers federal programs that promote the economic and social wellbeing of Native American families, children, individuals, and communities by providing grant funding for community-based projects and training and technical assistance (TTA) to eligible tribes and native organizations. In order to comply with White House and Congressional mandates, ANA must provide Program Specialists and Project Consultants to guide grant award recipients in meeting the terms and conditions of the grant award; and help ANA Commissioner and Deputy Commissioner meet the requirements of the Office of the Commissioner. Three recent Presidential Executive Orders (EOs) have expanded the tribal portfolio of ANA. The White House Council on Native American Affairs (WHCNAA) has tasked ANA as the lead coordinator in the implementation of a tribal economic development initiative. The purpose of this initiative--and the critically important collaborative preparation process leading up to it -- is to empower Tribal officials, federal agencies, and private sector partners to identify and jointly pursue specific projects to advance Tribal community infrastructure and economic development, leveraging new and significant Federal funding resources. This modification encompasses a strategy to assess needs, remove barriers and develop incentives that will advance Tribal economic development projects and programs more efficiently, and effectively. The Administration for Native Americans is seeking to modify the current task order to include planning, logistic, and execution of a convening of all ANA Grantees in the Washington DC Area. The proposed modification includes but not limited to procuring a meeting venue, securing a room block for attendees, securing speakers and ensuring audio visual technical needs are met.

The estimated value of the proposed action, including all options, is $ $40,428.00

Adding a sixth task to the Statement of Work that adds a Grantee Convening in the Washington DC area. The additional work is a logical follow-on to existing work and the Contractor has the necessary knowledge of the complexities of ANA's mission and programs, ultimately aligning with the 2024 ANA Grantee Conference. It is economical and efficient that this work be procured from Tribal Tech based on the experience working with ANA, expertise in assessing the needs, resources and strategies to effectively providing services of the additional work. Work to be performed under this modification includes: The Contractor shall provide Community Partner Conference support as follows:

Task 6.1.a. Community Partner Conference Activities

• Community Partner Conference Space o ACF/ANA will need to contract a physical space to accommodate the two-day Community Partner Conference for approximately 350-600 attendees. Must be accessible to metro, DCA, preferred hotel shuttle. Minimum requirements for conference venue include:

• Sleeping Room Capacity and Room Block o 350 room block for three consecutive nights.

o GSA lodging rate (Washington, DC Metro) for room block.

o 80% Cumulative Attrition, no penalties to drop rooms up to ten days before event arrival.

o Wi-Fi and internet access

• Board Room o Executive office for ACF/ANA principals, tribal leaders, guests, for ad hoc meetings

• Staff Office o Lockable office space, electrical outlets, Internet access, printer, tables, chairs, refrigerator

Task 6.1.b Community Partner Conference Support

Event Date/Title/Theme/Logo/Graphics

• Collaboratively develop the event date, title, theme, logo, and graphics for ACF/ANA review and approval.

Website

· Post information about the event, including the agenda and information about the feature speakers, presenters, and activities.

· Ensure that the website can house any recordings and presentations post event.

Save the Date

· Prepare the Save the Date announcement, which will include the following: event title, date, location, and theme.

Contractor will ensure that the announcement is culturally appropriate as determined by ANA. The announcement will include the link to the hotel room block and event registration link.

· After approval from ANA, release the Save the Date announcement via ACF/ANA email distribution lists and other information distribution mechanisms.

Registration (Pre event)

· Create and maintain online registration, platform to be determined based on access for both ACF/ANA and contractor.

Elements to include:

o Attach the Save the Date o Link conference registration to hotel registration (room block).

o Link to on the ground services,

· Provide registration status reports to ACF/ANA planning teams, o Registration to be cross checked against hotel registration

· Provide communication updates to registered attendees in accordance with a communication plan prepared by the Contractor

· Prepare name badges for the federal team to print. Cross check against final registration and final hotel registration

Speakers, Presenters, and Special Guests

· Coordinate speakers and presenters for plenaries and workshops, which includes setting up dry runs as necessary prior to the event.

· Develop run of show(s) and provide to speakers and workshop presenters.

· Prepare table tents for speakers for the federal team to print.

· Check-in speakers and presenters at registration, distribute name badges and event materials, and escort to session or workshop

Agenda/Schedule Collaboratively develop the agenda for review and approval by ACF/ANA Leadership planning team. Ensure ongoing communications with multiple ACF/ANA offices and programs, subject matter experts, special guests via contact lists, to support the development of the agenda and schedule, including:

· Pre-Conference Reception

· Plenary Session coordination

· Workshop Sessions coordination

· Network Session coordination

· Cultural Exchange

Run of Show Scripts and Instructions Collaboratively develop for review and approval by ACF/ANA Leadership planning team the run of show scripts and participant instructions for the following:

· Pre-Conference Reception

· Plenary Session

· Workshop Sessions

· Network Session

· Cultural Exchange

For reference, ACF/ANA funded community partners are composed of the following cultures: American Indian with 574 federally recognized tribes, Alaska Native, and Native Hawaiian, Indigenous peoples of Guam, Northern Mariana Islands, and American Samoa, and Native non-profit organizations.

Signage Prepare event signage, which shall include the following: event title, date, location, and theme. Signage will include:

· Registration and organizational signs

· Directional signs

· Workshop signs

· Specialized meetings signs Contractor will ensure that the announcement is culturally appropriate as determined by ANA.

Task 6.1.c. Logistics The Contractor shall provide Community Partner Conference logistics support as follows:

• Design signage, order signage, and coordinate delivery to the appropriate locations at the Conference.

· Coordinate travel coordination for speakers, presenters, facilitators, and special guests. Provide travel coordination, including traveler schedule coordination, travel preparation, collection of invoices from the travelers. Travel shall be booked at least 4 weeks prior to the Conference.

4. Authority:

ORDER AGAINST FSS: Authority of the Multiple Award Schedule Program, Title III of the Federal Property and Administrative Services Act of 1949 (41 U.S.C. 251, et seq.); Title 40 U.S.C. 501, Services for Executive Agencies; and Section 803 of the National Defense Authorization Act of 2002 (PL 107-107) and implemented by FAR 8.405-6. Mark the applicable exception and for each discuss how the cited authority applies in accordance with FAR 8.405-6(c)(2)(iv).

An urgent and compelling need exists, and following the procedures would result in unacceptable delays (FAR 8.405-6(a)(1)(i)(A));

Only one source is capable of providing the supplies or services required at the level or quality required because the supplies or services are unique or highly specialized (FAR 8.405-6(a)(1)(i)(B));

We propose adding this additional work to the existing order with Tribal Tech, rather than via a separate order, because the nature of this work is highly integrated with the existing scope of work on Tribal Tech's order. Performance of this additional work by another contractor would require enhanced oversight and integration efforts by the government to ensure acceptable quality of performance by all contractors. Modifying this order to add the additional work to Tribal Tech's existing scope of work reduces the risk of unacceptable performance.

In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order or BPA must not have been previously issued under sole-source or limited sources procedures (FAR 8.405-6(a)(1)(i)(C)); or

An item peculiar to one manufacturer can be a particular brand name, product, or a feature of a product, peculiar to one manufacturer). A brand name item, whether available on one or more schedule contracts, is an item peculiar to one manufacturer. (FAR 8.405-6(b)).

5. Market Research:

This requirement provides supplemental actions for the ongoing contract/order GS-00F-195DA 75ACF123F80004 awarded in April, 2023 to support the implementation of a tribal economic development initiative, requiring a strategy to assess current data, identify mechanisms to expedite government processes, and develop a path to advances Tribal economic development projects successfully. Establishing the modification with Tribal Tech, ANA will be able to continue to provide the required services to help ANA deliver on the mandates.

Contract 75ACF123C00002 was awarded to Professional Management Consulting Services, LLC (PMCS) on 12/13/2022 for IT and Logistics services. Due to mismanagement of funds for travel during the base year, the tasks in the SOW supporting conference activities were removed when Option Year 1 was exercised on 12/13/2023. Due to the necessity for conference services to be provided in a timely manner, the decision was made to modify task order GS-00F-195DA 75ACF123F80004 to increase services within scope of Tribal Tech’s SOW.

The proposed labor category for the increased services is a Program Task Lead and is priced at $76.14 an hour. When compared to the price of a Project Manager with PMCS at $93.00 an hour, there is evidence of a decrease of $16.86 an hour. Additionally, the Government estimate of $61,956.00 is a 2% overall increase in pricing from the original amount of award.

ANA conducted appropriate market research for this modification as well as previous acquisitions. The additional services builds off of the work that has been completed under the current task order. Based on this historical data, and the rationale provided above in #4, Tribal Tech is best suited to provide services of supplemental actions to the ongoing task order.

6. Actions to Increase Competition:

The anticipated modification will occur during the existing bridges' base period of performance. A follow-on requirement will be re-competed allowing maximum participation from eligible contractors who possess the capability in providing the support needed for ANA's success. Market research will continue to be conducted to help identify available sources that promotes maximum participation.

7. Any other facts supporting the justification:

The authority under which this Limited Source Justification is made is pursuant to FAR 8.405-6 Limiting Sources, “Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized.” See FAR 8.405-6(a)(1)(i)(B).

Tribal Tech is the only responsible source who can provide the requested 2024 Grantee Meeting given their unique status of providing conference services in support of ANA. Tribal Tech is currently providing T&TA services, in addition to services in support of the upcoming grantee conference. Tribal Tech has the necessary experience and expertise working with ANA, and the resources to deliver on this modification. The high level nature of the Grantee Meeting is required for a timely delivery, and it is imperative to work with Tribal Tech.

The new work to be conducted is integrally related to the performance of the existing order, as it is an extension of the existing work in Task 5 of the Statement of Work for this task order. To award to another Contractor prior to the recompete would result in significant duplication of effort and would be inefficient in terms of both cost and schedule.

8. Technical / Requirements Certification: By my signature below, I certify that the supporting data under my review which is included in this Limited-Sources Justification is accurate and complete.

Program Manager

Name:

Position Title:

Email address:

Phone:

Program Manager Supervisor (or one level above Program Manager)

Name:

Position Title:

Email address:

Signature:

Date:

9. Best Value Determination: By my signature below, after review of the relevant documents, I have determined that the order subject to this Limited-Sources Justification represents the best value for the Government as set forth in FAR 8.404(d), and constitutes a fair and reasonable price. The basis for my determination is as follows:

This action seeks to add conference services during the base Period of Performance for the submission of deliverables while maintaining all other terms and conditions of the task order. The price of the increase in services is comparable to the pricing currently being provided. An analysis of the Contractor’s proposal will be performed by the ACF, Office of Government Contract Services (GCS), Contracting Officer to determine the price fair and reasonable pursuant to FAR 15.404-1(b)(2).

10. Contracting Officer's Approval (Required for proposed contract not to exceed $700,000 (value calculated including all options)): I hereby certify that this justification is accurate and complete to the best of my knowledge. I approve this justification subject to the availability of funds, and provided that the services and supplies herein described have otherwise been approved for acquisition.

Name: Phone:

Signature: Date:

11. Legal Review:

12. OPDIV Competition Advocate Approval (Required for proposed contract over $700,000 but not exceeding $13.5 million (value calculated including all options)):

I have reviewed this justification and find that it adequately supports limiting sources.

Name: Phone:

Signature: Date:

13. Office of Small and Disadvantaged Business Utilization:

I have reviewed this justification and find that it adequately supports limiting sources.

Name: Phone:

Signature: Date:

14. OPDIV HCA Approval (Required for proposed contract over $13.5 million but not exceeding $68 million (value calculated including all options)):

Name: Phone:

Signature: Date:

15. Department Competition Advocate:

Concur: Non-Concur:

(The below approval paragraph is required if the cumulative contract value, including all options, exceeds $68 million.)

16. HHS Senior Procurement Executive (SPE) Approval:

Based on the foregoing justification, I hereby approve limiting sources for the above stated procurement, subject to the availability of funds, and provided that the services herein described have otherwise been authorized for acquisition.

State supplies/services being procured:

State the full statutory authority and FAR cite and title, consistent with paragraph 4, e.g. 41 U.S.C. 3304: