Attachment_8_-_CONTRACT_CONSOLIDATION_D_F.pdf

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Department of Interior

Contract Consolidation Determination and Findings

Instructions: Complete each section then remove italicized, red text before finalizing.

1. Purchase Request Number: Gateway ID: AGBOR300150

2. Solicitation Number: 140R3026Q0036

3. Contracting activity/agency: U.S. Department of the Interior, Bureau of Reclamation, Lower Colorado Basin

4. Project Name: Facilities Maintenance and Repair IDIQ

5. Description of supplies or services required to meet agency needs.

The Bureau of Reclamation, Lower Colorado Basin Regional Office (LCBRO) has a requirement to establish Indefinite Delivery/Indefinite Quantity (IDIQ) contracts for repairs, inspection, testing, technical consulting, equipment condition assessment, and preventive maintenance performance evaluations for a Delta Building Management System (BMS), HVAC equipment, chiller and cooling tower, condensing hot water boiler system, power and water meters, electrical equipment, and emergency repair services for 22 buildings located on the LCBRO campus in Boulder City, NV.

The services are required throughout the LCBRO campus as it supports the government’s mission to operate safe, reliable, and cost-effective buildings. Centralizing these services ensures consistent performance across multiple campuses, reduces duplication of effort, and creates a unified standard for system maintenance and regulatory compliance.

It is anticipated that the Government intends to award three or more IDIQ contracts on a Firm- Fixed-Price basis with time-and-material line items. The combined total estimated value for all awards over the five-year ordering period will not exceed $2.2 million. This requirement will be set aside for small business concerns.

Task orders are expected to range between $50,000.00 and $250,000.00. The purchase request for the first three task orders, boiler preventative maintenance, chiller and cooling towers preventative maintenance, and water treatment for the cooling towers have been fully funded and will be issued concurrently with the IDIQ award to the selected task order contractor. All other IDIQ awardees will receive a minimum guarantee of $2,500, which will also be issued at the time of award.

The NAICS Code applicable to this requirement is 561210, Facilities Support Services and the small business size standard is $47 mil.

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6. Market Research In accordance with FAR 7.107-2, I have reviewed this requirement and associated market research and determined that consolidation of the referenced contract requirements is both necessary and justified. My review resulted in the following findings:

In accordance with FAR 7.107-2, I have reviewed this requirement and associated market research and determined that consolidation of the referenced contract requirements is both necessary and justified. My review resulted in the following findings:

Market research was conducted in accordance with FAR part 10 by both the end user and the Contracting Officer within the last six months to determine potential sources who can perform the specified requirements. The end user identified four potential sources capable of performing one or more of the services under the IDIQ requirement. Three of these sources are Small Businesses; however, one currently has an inactive SAM registration. The fourth source is a Large Business.

Additionally, a sources sought notice was issued via SAM.gov to assist in identifying potential sources. The notice was open for 15 days and fifteen (15) capability statements were received and were evaluated by the subject matter expert (SME). It was determined that two contractors demonstrated the capability to perform all services of the IDIQ, twelve (12) contractors demonstrated the capability in performing one or more of the services of the IDIQ, while one (1) contractor was deemed not capable. The fifteen statements were received from the following socioeconomic categories:

• Small Business (SB) – 13

• Small Disadvantaged Business (SDB) – 8

• Women-Owned Small Business (WOSB) – 4

• Economically disadvantaged WOSB (EDWOSB) – 1

• Service-Disabled Veteran-Owned Small Business (SDVOSB) – 2

• HUBZone Small Business – 3

• 8(a) – 3

• Large Business (LB) – 2

Based on the market research results and current small business goals, the Contracting Officer has determined that it is in the best interest of the Government to issue the solicitation as a small business set aside.

7. Any alternative contracting approaches and rationale for rejection:

Alternative contracting approaches, such as standalone contracts, were considered. However, if consolidated under this multiple award IDIQ, the PALT times for competitive task orders are significantly less than those of a standalone effort, resulting in savings in both time and money while continuing to support small businesses. Consolidation of this requirement promotes and provides better contracting efficiencies.

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The consolidation of HVAC, chiller plant, boiler systems, water treatment, metering, electrical services, and emergency repairs into a single, integrated facilities maintenance approach directly supports the government’s mission to operate safe, reliable, and cost-effective buildings. Centralizing these services ensures consistent performance across multiple campuses, reduces duplication of effort, and creates a unified standard for system maintenance and regulatory compliance. By coordinating HVAC, heating, cooling, and electrical infrastructure under one program, the government improves energy efficiency, prolongs the lifespan of major assets, and reduces operational risks that could disrupt essential public services. Integrated metering and data management allow for informed, data-driven decisions on resource use, sustainability, and capital planning. Additionally, consolidated emergency repair services ensure rapid response across all facilities, safeguarding public safety, mission-critical operations, and the continuity of government functions. Overall, this unified approach delivers improved reliability, better cost control, higher operational efficiency, and increased accountability, fully aligning with the government’s requirement for responsible stewardship of facilities and taxpayer resources.

Routine preventive maintenance of all components covered under this IDIQ is essential to sustaining the operational integrity of mission‑critical infrastructure at the LCBRO campus.

Consolidating these services under a single contract ensures consistent standards, timely response, and uninterrupted support needed to maintain safe and reliable facility operations.

Without the consolidation, the Government would face the risk of increased equipment failures, prolonged outages, and diminished capacity to protect the health and safety of employees and visitors. Such delays or service gaps would create substantial mission risk and directly impair Reclamation’s ability to maintain essential operational capabilities.

Consolidation of this requirement will yield substantial benefits. An evaluation of labor costs for issuing one consolidated IDIQ is estimated at $8,308.96, compared to $25,595.44 to award six separate IDIQs. This results in overall savings of $13,286.48 (61.5%) in acquisition labor costs. In addition to immediate cost savings, consolidation streamlines the procurement process by eliminating redundant acquisition steps and enabling faster task-order issuance as needs arise.

It also maintains full competition, since each task order will continue to be competed among all awardees.

A single award IDIQ could lead to administrative efficiency, but this approach is not guaranteed and would limit opportunities for small business primes. Issuing a multiple award IDIQ is in the best interest to obtain the most competitive pricing and quickly respond to mission needs as they arise. In addition to seeking small business competition for this multiple-award IDIQ, the solicitation will state that the Government anticipates awarding between one and five contracts, with one award reserved for an SDVOSB.

8. Any negative impact by the acquisition strategy on contracting with small business concerns has been identified:

The market research conducted by both the end user and the contract specialist did not reveal negative impacts on small business concerns. The results of the market research verified that

Version 2.0 Page 4 of 5 there are sufficient small business sources capable of performing the efforts outlined in the requirement, which would also allow for subcontracting opportunities with other small businesses. Based on market research, it is anticipated that there is sufficient interest from sources to allow for a competitive small business set-aside for this action. Therefore, the Government intends to award three (3) or more IDIQ contracts to small business sources.

9. Considerations, Facts, and Reasoning Supporting the Determination:

Consolidating this contract effort across LCBRO will increase the Government’s efficiency, effectiveness, and ability to meet mission objectives by optimizing resource management, enhancing contractor performance, and promoting strategic collaborations. This consolidation will allow the Government to centralize these services which improves the standardization of maintenance practices, enhances oversight of critical infrastructure, and provides better alignment with mission-continuity requirements. Consolidation reduces duplicative contract administration, minimizes procurement delays, and ensures consistent service levels across geographically dispersed campuses. It also strengthens the government’s ability to monitor performance, manage risk, and apply uniform compliance and safety requirements.

Additionally, this consolidation will also foster greater collaboration between customers and contractors, resulting in more accurate and higher-quality deliverables.

The Government utilize on-ramping strategies, consistent with FAR 16.504(c)(1)(ii)(A), to maintain adequate competition and ensure sufficient contractor capacity throughout the ordering period. On ramping actions may include initiating an open season, requesting and evaluating proposals using substantially the same evaluation factors as those in the original solicitation, and awarding additional contracts with terms and conditions materially consistent with existing awards. Notices of any on-ramp opportunities will be published in accordance with FAR Part 5.

10. Summary:

A consolidated requirement allows for substantial benefits to the Government to include reduced procurement lead times, flexibility in awarding task orders on an as-needed basis, competition of each task order and providing contracting opportunities to small business concerns.

Approvals All supporting data provided, and the contents of this justification are complete and accurate to the best of my knowledge and belief.

CONTRACTING OFFICER CERTIFICATION:

Contracting Officer Date

HEADQUARTERS SMALL BUSINESS SPECIALIST CERTIFICATION:

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Headquarters Small Business Specialist Date

DIRECTOR, OFFICE OF SMALL AND DISADVANTAGED BUSINESS UTILIZATION CERTIFICATION:

Director, Office of Small and Disadvantaged Business Utilization Date

SENIOR PROCUREMENT EXECUTIVE

Upon the basis of the findings above, I hereby determine, pursuant to the authority of FAR 7.107-2, that the consolidation of contract requirements is both necessary and justified.

Senior Procurement Executive Date