DJJ2530-0002_Limited_Sources_-_Modification_to_Extend_the_Term_of_the_Order_GH_signed.pdf

Justification to Extend the Term of BPA Call No. DJJ2533-0001 Page 1

U.S. Department of Justice Washington, DC 20530

Limited Sources Justification

1. Identification of the agency and the contracting activity.

This justification is prepared by the United States Department of Justice (Department or DOJ) in accordance with Federal Acquisition Regulation (FAR) 8.405-6. The requiring organization is the Justice Management Division, Finance Staff. The contracting activity is the Justice Management Division, Procurement Services Staff.

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

The Department intends to modify Blanket Purchase Agreement (BPA) Call # DJJ2530-0002 for Grants Budget, Financial and Program Support for the Office on Violence against Women (OVW) to extend the term of the order for a period of six (6) months. The modification, which will extend the BPA Call expiration date from October 1 2019 to March 31, 2020, will ensure continuity of mission critical services until the new order is awarded.

BPA Call DJJ2530-0002 was awarded to Guidehouse (formerly Pricewaterhouse Coopers) on October 1, 2015 under the Financial Management Assistance Support Services (FMASS) BPAs using fair opportunity procedures. The order is currently valued at $3.4M and is scheduled to expire on September 30, 2019.

A new procurement for Financial Management Assistance Support Services (FMASS II) is underway and the result will be the award of four (4) BPAs and five (5) Call orders to the vendors determined to provide the best value to the government. The six-month extension, estimated at 506,895.68, will allow time to complete the new award.

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

Under the current BPA Call the Contractor provides:

Grant Program Support

1. Provides support for programmatic queries from OVW management and program staff.

2. Provides grants management and grant program administration support to OVW.

3. Assists OVW staff in addressing ad-hoc programmatic requests.

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4. Organizes the current and new files on the internal OVW drive and make all information, processes and related materials centrally available to OVW staff, in order to standardize processes.

5. Assists in the tracking of programmatic monitoring activities. Ensure that all processes and databases have detailed user guides, available on the OVW shared drive according to the government internal control (OMB Circular A-123) format.

6. Assists with the review of processes for each stage of the grants management lifecycle including, but not limited to, solicitations, application review and award, grant monitoring, and grantee corrective actions.

7. Maintains a grant assessment tool and assists with conducting and tracking grant assessments.

8. Assists with tracking on-site monitoring of grantees and updating the site visit monitoring tool.

9. Provides quarterly status reports.

10. Assists program staff with using the OVW grant assessment tool/database, including updating the tool’s functions to meet the needs of each OVW program.

11. Assists program staff with developing annual programmatic Recommendation

Notebooks through Access Databases.

12. Updates Program Recommendation Database Tool to reflect statutory changes and

OVW management needs. Provide training on various in-house systems/databases for new and existing OVW personnel. Track Quarterly Conference Expenditures.

Budget Formulation and Execution

1. Assists Budget Officer with annual budget development, execution and formulation activities.

2. Assists in preparation of budget exhibits, cost modules and base adjustments.

3. Assists with development of Technical Assistance, Evaluation, Peer Review and other budget set-asides.

4. Assists in preparation and maintenance of budget cross-cuts and ad hoc budget analysis.

5. Provides commitment support.

6. Maintains an existing in-house tool for assigning and tracking grant commitments as compared to budgeted and recommended amounts by program.

7. Assists with commitment number assignment and processing of grant award packages (“Redbooks”). Processes grant commitments in GMS and FMIS2+. Assist in Monthly Open Obligation Reviews. Provide ad-hoc budget analysis upon request and support the development of quarterly budget reports, operating plan updates, and SF-133 reports.

Financial Support

1. Assists with coordinating and updating data mapping criteria and data structure for OVW non-grant obligations in FMIS2+.

2. Provides support for ad-hoc financial queries.

3. Establishes and maintains accounting control registers for all types of transactions.

Enters, reviews, and reports transactional data in FMIS2+. Reconciles transaction and obligation documents; tracking and resolving discrepancies.

Justification to Extend the Term of BPA Call No. DJJ2533-0001 Page 3

4. Processes travel authorizations, travel vouchers, requisitions, reimbursable agreements, purchase orders, and invoices. Tracks transaction activity on reimbursable agreements and purchase orders against the budgeted amounts on a weekly basis using RA and PO analysis worksheets to identify and reconcile discrepancies within FMIS2+.

5. Produces financial reports by account classification and consolidated reports.

6. Updates OVW’s database tool with non-grant related financial data.

7. Conducts quality financial reviews of grants commitments and obligations.

Obligates grants in FMIS2+. Develops and employs data verification procedures for OVW grants obligation. Track obligations, recoveries, de-obligations, and re-obligations.

8. Provides data entry and/or interface transfers for awards, modifications, supplements, extensions, and signing of OVW awards into the FMIS2+ financial system.

9. Assists with coordinating and updating data mapping criteria and updating the data structure for OVW grant obligations in FMIS2+.

10. Assists with development of report format and content requirements to assist in extracting relevant grant obligation data from the FMIS2+ system. Develops customized reports that serve to detail the current financial state and provide a forum for financial analysis.

11. Conducts financial cash reconciliation of OVW grants and non-grant activity.

Establishes reports to track all obligation, and cash activity on a monthly.

12. Reconciles OVW’s financial activity (GMS, FMIS, OVW database, etc.) with the general ledger to ensure data is reflected properly. Coordinates with the accounting office to facilitate corrections or make suggestions for enhancements.

13. Assist with preparation of implementing the Unified Financial Management System into the OVW environment.

Management Analysis Support

1. Provides support to the Administration Division on various organizational management and human capital management initiatives to include document analysis, to support workforce planning and implementation.

2. Provides support on the OVW Workforce Model “The Model” to include:

a. Confirms work processes, and workforce attributes; research; fact finding;

etc.

b. Provides comprehensive updates of the data attributes.

c. Conducts periodic tests to verify and analyze the data against the workforce analysis and planning matrix developed by the U.S. Office of Personnel Management.

d. Documents all changes to “The Model” in accordance with the Operational Manual.

e. Incorporated any and all process changes into The Model Operational Manual. Updated “The Model” Operational Manual. Coordinate responses to GAO, DOJ, other federal entities, or Congress in reference to “The Model” and the OVW Workforce Plan.

Justification to Extend the Term of BPA Call No. DJJ2533-0001 Page 4

f. Assist with the development of an OVW Workforce Plan in accordance with the U.S. Office of Personnel Management guidance to be incorporated into the OVW Strategic Human Capital Plan.

g. Assists with the development of an OVW Strategic Human Capital Plan.

h. Recommends at least one no-cost process improvement to “The Model” on an annual basis and i suggests ways to improve and/or update “The Model.”

i. Develops additional attributes using EXCEL, for “The Model” to include OVW positions in the Legal Counsel, Policy, Communication and Eval Evaluation, Budget and Financial Management, and Administration Divisions.

j. Participates in meetings and discussions to obtain data and workforce attributes for inclusion in “The Model,” to include data gathering, fact finding, updating and/or analyzing current and past manpower resources and grant data information.

k. Tracks and compares the GAO findings against the GAO matrix/standards to help OVW staff ensure “The Model” is in compliance with the requirements.

l. Coordinates the development, modification and/or updating of the OVW Workforce Model Training Deck.

m. Participates in annual meetings with OJP and COPS to collaborate, develop and recommend new and innovative approaches and ideas to improve “The Model.”

n. Coordinate and participate in the development of various training deck(s) for use with “The Model,” which may be used to inform and/or train staff, managers, DOJ employees, Congress and or other stakeholders identified by

OVW.

o. Coordinates “The Model” data and assists the Budget and Financial Management Division with incorporating the information into the annual OVW Spring Call to justification resources.

p. Assists with implementing a comprehensive Staff Development Program.

q. Identifies training trends and cost savings and assists in the drafting of the

OVW Annual Training Plan.

r. Assists with the coordination of OVW specific training.

s. Assists with drafting administrative processes and improvements to increase the Administrative Division efficiency to include documentation, flow charts, workflows and the identification of any internal control weaknesses. Documents various administrative processes to include OVW's Human Resources recruitment process, Property Management Process, etc.

Communications Support

1. Assists with the management of OVW’s communication and outreach program.

Assists with creating a strategic communications plans and policies in coordination with senior OVW management. Assists with identification of communications needs and develops multi-level, multi-faceted outreach campaigns that support OVW’s core mission.

2. Provides an analysis of the effectiveness of communication activities in furthering OVW’s goals. Assists with the development of public education and awareness initiatives.

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3. Advises OVW staff on perceptions of OVW policies and decisions, recommending actions to share accurate information, correct misperceptions, and enhance public understanding.

4. Updates and builds social media presence. Updates web site content and related blogging platforms; develops/writes new content as needed.

5. Writes quarterly organizational e-newsletter. Creates annual report. Creates presentations or presentation at OVW events.

6. Develops promotional materials. Drafts press releases, talking points, fact sheets, annual reports, etc.

7. Acts as the liaison between OVW Staff and other DOJ and federal components on communications issues. Develops and manage email lists, merge multiple email lists and segment appropriately. Develops templates for various communication responses.

8. Works with the department ExecSec to manage the OVW controlled correspondence process.

9. Coordinates with DOJ’s Office of Public Affairs to respond to press inquiries.

10. Assists with drafting press releases and talking points about major initiatives and coordinates the timing of the press releases. Manages, edits, and reviews material drafted by OVW staff for submission to publications or media. Drafts messages about OVW activities and assists with dissemination of materials via appropriate digital technology.

11. Assist the Deputy Director for Policy, Communication and Outreach by researching key information and assist with drafting the response to Congressional and White House requests for information and coordinates with DOJ’s Office of Legislative Affairs.

12. Converts for digital communications, particularly those related to accessibility such as 508 compliance, closed captioning, etc. Makes recommendations to management concerning changes in policy, procedures, content, organization, information architecture, infrastructure and usability of OVW’s web site.

13. Recommends evolving digital media trends and techniques and advises on how OVW can best join digital conversations.

14. Drafts and posts tweets regularly. Evaluates the efficacy of OVW’s digital and social media strategy.

Anticipated expenditures during the six-month extension will be approximately $506,895.68.

Approval of this extension will increase the overall total cost of the Call to $3,904,297.94.

4. Authority and supporting rationale including, if applicable, demonstration of the proposed contractor’s unique qualifications to provide the required supply or service.

The services obtained through this BPA Call support mission critical operations for which continuity is essential. The statement of work for the solicitation of a new BPA Call is nearing completion and will be one of the five (5) Call orders included in the FMASS II solicitation. The Department must also account for unforeseen events, such as a protest, that could delay the acquisition process or lengthen the transition period.

Justification to Extend the Term of BPA Call No. DJJ2533-0001 Page 6

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

The General Services Administration has already determined that the prices under Guidehouse’s GSA PSS Contract GS-00F-045DA are fair and reasonable. To determine best value, prices proposed for the extension period will be compared with prior prices paid under the competitively awarded call order and similar services available from other GSA PSS vendors.

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

As explained above in section 4 above, the Department in the process of awarding new multi-award FMASS II BPAs. The Department has determined that further market research in support of the extension period would not yield meaningful additional information. For these reasons, the Government does not intend to compete the extension period.

7. Any other facts supporting the justification.

None.

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8. 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.

None.

**The Rest of the Page is Intentionally Left Blank**

Justification to Extend the Term of BPA Call No. DJJ2533-0001 Page 8

9. Certifications, Concurrences and Approval

Technical/Requirements Personnel Certification:

I certify that the information contained in this document for which I am responsible is accurate and complete to the best of my knowledge and belief.

Sybil Barksdale Executive Officer Administration Division Office on Violence Against Women (OVW)

Date

Contracting Officer Certification:

I certify that this justification is accurate and complete to the best of my knowledge and belief.

Cindy Gold, Contracting Officer Procurement Services Staff Justice Management Division

Date