LSJ_-_60_day_Bridge_for_Management_Accounting_and_Budget_Support_Services(8-17-15).pdf

Task/Delivery Order Number: DJO-OCFO-15-G-0137

LIMITED-SOURCES JUSTIFICATION FOR FEDERAL SUPPLY SCHEDULE

PROGRAM

Upon the basis of the following justification, I, as a Contracting Officer, hereby approve the use of sources limited to fewer than those required in FAR 8.405-1, FAR 8.405-2, and FAR 8.405-3 pursuant to the authority of 41 U.S.C. 251 as implemented by FAR 8.405-6(a)(1)(i)(C), which states: 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. This acquisition is conducted under the authority of the Multiple-Award Schedule Program (FAR 8.401).

1. Identification of the agency and the contracting activity.

The contracting activity is the Office of Justice Programs (OJP), Office of Administration (OA), Acquisition Management Division (AMD), located at 810 7th Street, NW, Washington, DC 20531.

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

The Office of the Chief Financial Officer has a need to issue a bridge task order under FSS Contract GS-23F-8126H. This bridge task order was necessary to prevent an interruption of accounting and budget support services while OJP re-competed the requirement and awarded the new task order.

3. A complete description of the supplies and/or services required to meet the agency’s needs

The contractor will provide on-going accounting support services that are necessary in assisting the OJP, OCFO in financial accounting, management and auditing to ensure a clean audit opinion of OJP’s financial statements. This requires the contractor to prepare and submit financial statements, external financial reports and provide accounting support of reconciliation activities. OJP, OCFO is operating under strict deadlines that are set by the Office of Management and Budget (OMB), the U.S. Department of Treasury, the Department of Justice, Justice Management Division (JMD) and the Office of the Inspector General (OIG), which requires year-end external financial statements to be prepared and submitted to the above mentioned entities during the month of October. Secondly, there are external reports, Government-wide Treasury Account Symbol Adjusted Trial Balance (GTAS) Data file, that are also due to the Department of Treasury at the end of each month.

Finally, OJP/OCFO is in the middle of their external audit and anticipate heavy audit requests in the next couple of months. In order for OCFO to successfully meet these deadlines and submit accurate data, the new contactor will have to be trained in a timely manner on the following: operation of OJP’s financial systems, OJP’s standard operating procedures, and the various tasks that they will be required to complete. This can only be accomplished successfully and timely with an organized transfer of tasks, which involves clear written procedures and hands on training by the current IBM contractor performing these tasks.

4. An identification of the LSJ rationale, and if applicable, a demonstration of the contractor’s unique qualifications to provide the required supply or service.

FAR 8.405-6(a(1)(i)(C) applies to this limited-sources justification.

OCFO has a need for accounting and budget support services to continue. The requirement for complete, accurate and timely financial statements is a top priority throughout the government. It is in the best interest of the government that the current contractor, IBM, be allowed to continue performing the services from the prior task order while transitioning the required services to the new contractor. This will limit the risk to the Department of Justice consolidated financial statements and audit opinion by ensuring that OJP’s financial reports are produced timely and are accurate.

The current access tools that are used to prepare OJP’s financial statements and external reports were designed, implemented and is operated by the IBM contractor. These tools are highly technical and various analysis must be completed along with source documents required to be uploaded before the final products are produced. OCFO will benefit from allowing the contractor who built and operates the tools to train and transition these tools to the new contractor.

Without this task order, OJP’s and the department’s risk of not producing timely and accurate external financial reports for year-end and monthly GTAS data files is greatly increased; if this transition period, conducted by IBM, is not available and the new contractor is forced to learn about how OJP/OCFO conducts business related to how these access tools operates on their own, then tasks and deadlines may not be met. Due to the risk of delays in the onboarding process and educating the new vendor on the standard operating procedures and financial systems of OJP it is feasible to have IBM continue to provide the current services while transitioning the work to the new vendor.

5. A determination by the ordering activity Contracting Officer that the order represents the best value consistent with FAR 8.404(d).

The previous contract utilized IBM’s GSA Financial and Accounting Business Solutions (FABS) Schedule 520-11 contract, which has approved labor rates and labor categories. The government will utilize the same contract vehicle to acquire these required services, and by doing so, the estimated costs to the government are determined to be fair and reasonable and represents the best value for the Department of Justice, Office of Justice Program.

6. A description of the market research conducted among schedule holders, and the results of the research, or a statement why market research was not conducted. A statement must be made that the supplies and services are available from the FSS.

This bridge task order will be awarded to IBM and market research was not conducted; however, market research was conducted from vendors listed on the General Services Administration (GSA) Financial and Business Solutions

(FABS) Schedule for the re-compete. This task order is for a 60 day bridge to transition the previous contract, which IBM provided accounting and budget support services for, to the awardee of the rec-compete.

7. Any other facts supporting the limited source justification.

N/A

8. A statement of the actions, if any, the agency will take to remove or overcome any barriers that led to restricted consideration before any subsequent acquisition for supplies and services is made.

On July 23, 2015, OJP awarded the re-compete for accounting and budget support services to Integrated Finance and Accounting Solutions, LLC (IFAS).

This 60 days bridge will allow OJP, OCFO time to transition the task order from IBM to IFAS.

9. The ordering activity Contracting Officer’s certification that the justification is accurate and complete to the best of the Contracting Officer’s knowledge and belief and evidence that the supporting data that form a basis for the justification have been certified as complete and accurate by technical/program personnel.

Certification

Acquisition Initiator:

I certify that the facts and representations under my cognizance, which are included in this justification and which form a basis for this justification, are complete and accurate.

Sanita Gamble (COR) Signature Date

Contracting Officer:

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

Katona Bryan (Contracting Officer) Signature Date burkep Typewritten Text 08/20/2015 burkep Typewritten Text bryank Typewritten Text 09/03/2015