MICC FAR Part 13 JA_ESS_Redacted.pdf

Control No.:

JUSTIFICATION REVIEW DOCUMENT

FAR 13.5 SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL ITEMS

SOLE SOURCE JUSTIFICATION AND APPROVAL

Program/Equipment: The Directorate of Emergency Services (DES) requires the maintenance of the Electronic Security Systems (ESS) on Fort Cavazos.

Authority: Simplified Procedures for Certain Commercial Items, Title 41 U.S.C. 1901as implemented by FAR 13.5.

Amount:

Prepared by:

Contracting Officer:

Technical:

Requirements:

Reviews: I have reviewed this justification and find it adequate to support sole source.

Program Manager:

Legal Counsel:

FAR 13.5 Simplified Procedures for Certain Commercial Items Sole Source Justification and Approval

1. Contracting Activity: U.S. Army Mission and Installation Contracting Command (MICC)-Fort Cavazos (FC), Shoemaker Center, 36000 Shoemaker Ln, Fort Cavazos, TX 76544-5095.

2. Description of Action: The Directorate of Emergency Services at Fort Cavazos, Texas, requests approval of a 5-month extension to the Electronic Security Systems (ESS) Maintenance Indefinite Delivery Indefinite Quantity (IDIQ) Firm-Fixed Price Contract (W91151-19-D-0004/W91151-23-F-0305). This is an interim action to allow continued performance with the incumbent contractor, Evergreen Fire and Alarm. The follow-on requirement is in the process of an unrestricted full and open procurement and the current contract period will end on 17 February 2025. An extension to the contract is necessary to prevent a break in service until the follow-on re-competed contract is awarded in July 2025. The extension will be fully funded through a task order using appropriate Fiscal Year 2025 (FY25) Operations and Maintenance (O&M) funds. An acquisition plan is not required because this procurement does not meet the threshold at Defense Federal Acquisition Regulation Supplement 207.103(d)(i)(B).

3. Description of Supplies/Services: Electronic Security Systems (ESS) Maintenance.

The Contractor shall provide all necessary personnel, management, equipment, supplies, transportation, tools, materials, supervision, to perform maintenance, repairs, replace to repair, adjustments, installations, surveying, system designs, removal, and replacement services during facility renovations, projects, system administration, and Cyber Security Information Assurance (IA) for each Electronic Security System (ESS) under this contract at Fort Cavazos, Texas. The ESS’s covered under the scope of this contract are the Intrusion Detection System (IDS), and Electronic Entry Control System (EECS). The Fort Cavazos IDS System is the Integrated Commercial Intrusion Detection System (ICIDS-II). The ICIDS II system protects arms rooms, headquarter buildings, firearm warehouses, document storage buildings, ammunition bunkers, in addition to other type zones. The EECS services 7 facilities and is an application within ICIDS II.

The contractor performing the required services shall be a Monitor Dynamics (MD) Certified ICIDS II Service Provider. The fielding of ICIDS-V is currently underway and will progressively phase out the ICIDS-II until complete. The Contractor shall ensure the ICIDS servers are maintained and remain Cyber Security IA compliant, at all times. The maintenance and cyber compliance include all monitoring workstations, and EECS enrollment stations associated with ICIDS II.

Period of Performance: 18 February 2025 to 17 July 2025 Total Value:

4. Authority Cited: Simplified Procedures for Certain Commercial Items, Title 41 U.S.C.

1901 (or Title 41 U.S.C. 1903 for Special Emergency Procurement) as implemented by FAR Subpart 13.5 and FAR Part 6.302-1(a)(2).

5. Reason for Authority Cited:

a. Pursuant to FAR 6.302-1(a)(2), When the supplies or services required by the agency are available from only one responsible source, or, for DoD, NASA, and the Coast Guard, from only one or a limited number of responsible sources, and no other type of supplies or services will satisfy agency requirements, full and open competition need not be provided for. DES and MICC-Fort Cavazos changes to the Independent Government Estimate (IGE) and CLIN structure for the solicitation have created delays which have impacted reviews and approvals of the acquisition strategy and solicitation. No other contractor can assume the ESS maintenance with full performance by 18 July 2025 without a break in service and serious risk system failures.

The current contract, W91151-19-D-0004, was awarded on 18 August 2019 to Evergreen Fire and Alarm with a base, plus three option years. Task Order, W91151-23-F-0305 was executed on 17 August 2023 for an additional year.

Modification P00002 was executed on 16 August 2024 to exercise FAR 52.217-8, Option to extend Services, for an additional 3 months. P00003 added 2-months and P00004 added the final month of the -8 extension.

The initial projection for award of ESS Maintenance contract was 17 July 2024.

MICC-FC and DES worked together to develop the requirements package, including updating the PWS, the IGE, and the CLINs. However, there continuous delays due to review timeline failures at MICC-FC. There were defined milestones for the submittals, however, due to circumstances with information inputs, reviews, and approvals, the milestones were continuously missed. Every missed milestone at the beginning of the timeline carried through to impact the completion date. The additional time it has taken to finalize the procurement ready package has precipitated the need for a 5-month extension to prevent a break-in service and award the follow-on contract.

b. Alternatives.

Suspension of Contract Support: The ESS Maintenance is ongoing and mission critical. Suspension of contract support will significantly impact the security on Fort Cavazos and would result in an acceptable level of risk for force protection on the installation. Therefore, this alternative is not viable.

Use of In-House Resources: DES lacks sufficient manpower, technical expertise, and resources to perform the required ESS Maintenance.

Attempting to initiate actions to increase the Government workforce to accomplish this mission would take years and result in mission failure during the time required to adequately recruit and staff a trained workforce.

Therefore, this alternative is not viable.

Another contractor cannot meet the requirement due to the unusual and compelling urgency that the Government would be seriously injured unless the agency is permitted to award the extension to the incumbent contractor, Evergreen Fire and Security. In addition, the incumbent Evergreen Fire and Security is the only contractor that is a certified dealer with manufacturer warranties, engineering support, technical support, and parts/materials for ICIDS-II.

9. Interested Sources:

10. Other Facts:

a. Procurement History Contract number, awarded Contractor: W91151-13-D-0011, Government Contracting Services (GCS) o Description of requirement: IDS/ESS Maintenance Method of procurement: Unrestricted IAW FAR Part 12 and Part 15 o Contract type: Fixed Price Requirements o Contract Period of performance: 28 August 2013 – 27 June 2019 o Total awarded amount: $6,503,164.46 o Number of option periods: 4 option periods o Number of Offerors: 2 o Source Selection Method: Lowest Priced Technically Acceptable o Basis for fair and reasonable pricing: Comparison to Competitive Offers

Received Contract number, awarded Contractor: W91151-19-D-0004, Evergreen Fire Alarms, LLC o Description of requirement: Electronic Security Systems (ESS) Maintenance Services o Method of procurement: Sole Source o Contract type: Fixed Price Requirements o Contract Period of performance: 18 August 2019 to 17 August 2023 o Total awarded amount: $4,877,452.16 o Number of option periods: 3 Option years o Number of Offerors: 1 o Source Selection Method: N/A o Basis for fair and reasonable pricing: Price Negotiation, Cost Analysis

Report o A justification was prepared for this contract due to the ICIDS-II system manufacturer, MD, only supporting one certified dealer, Evergreen Fire Alarms, LLC, with manufacturer warranties, engineering support, technical support, and parts/materials. This is no longer an issue for the follow-on requirement since the system has been updated from ICIDS-II to ICIDS-V.