final_J A_FY16_Security_Guards_Redacted.pdf

LIMITED-SOURCES JUSTIFICATION

FAR Subsection 8.405-6 Limiting sources

National Archives and Records Administration 8601 Adelphi Road Room 3340 College Park MD 20740-6001

Security Guard Services at Archives I (Washington, D.C.) and Archives II (College Park, MD)

Technical Requirements Certification:

I hereby certify that this justification for other than full and open competition is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge and belief, and that I would not be making this request if it were feasible to fully compete this requirement. I further certify this request is not the result of lack of advanced planning or a desire to expend funds while those funds are still available.

//Signed// 08/31/2016 ANDREW M. STROUP Date Technical Representative, BX

Contracting Officer Concurrence:

I have reviewed this justification and conclude it meets all FAR requirements.

//Signed// 08/31/2016 SANTO E. PLATER Date Contracting Officer, BCN

General Counsel Concurrence:

I have reviewed this justification and consider it legally sufficient.

//Signed// 08/31/2016 JENNIFER KLEIN for Date

STEPHANI ABRAMSON

Procurement Counsel, NGC

Senior Acquisition Concurrence:

In accordance with FAR 8.405-6(d)(2) as well as NARA 501, I concur with this justification for an Urgent and Compelling Need That Exists.

//Signed// 08/31/2016 LA VERNE FIELDS Date Director, BCN

Competition Advocate Approval:

In accordance with FAR 8.405-6(d)(2) and NARA 501, I hereby approve this justification for an Urgent and Compelling Need That Exists.

//Signed// 08/31/2016 _ STEFANIE W. HUTCHINS Date Competition Advocate, A

I. IDENTIFICATION OF THE AGENCY AND THE CONTRACTING

ACTIVITY, AND SPECIFIC IDENTIFICATION OF THE DOCUMENT

AS A “LIMITED-SOURCES JUSTIFICATION”

See Page 1

II. NATURE AND/OR DESCRIPTION OF THE ACTION BEING

APPROVED

The National Archives and Records Administration (NARA) requires approval of a non-competitive, 12-month GSA task order pursuant to FAR 8.405- 6(a)(1)(i)(A), due to urgent and compelling circumstances.

III. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO

MEET THE AGENCY’S NEEDS (INCLUDING THE ESTIMATED

VALUE)

The National Archives and Records Administration (NARA) requires security guard services at the National Archives I facility in Washington, DC and at the National Archives II facility in College Park, MD. The requirement includes unusually strict specifications for contract management, supervision, personnel training, and experience that exceed the normal specifications for traditional "guard II" service contracts typically applicable to Federal office buildings.

The National Archives facilities have over three million square feet of combined space. Frequently, the President, members of Congress, Senators, judges, cabinet officers, and other high level Federal officials take part in ceremonies at the National Archives buildings. In addition, the buildings are often visited by leaders and officials of other nations. The NARA Security staff is responsible for coordination of security operations with federal, state, and local law enforcement agencies, and other emergency services. The security guard services vendor may be required, during special events, emergency situations or visits of high risk persons, to coordinate security operations with federal, state and local services, commensurate with the situation at hand. The security guard services will include monitoring and operation of the electronic security systems, intrusion alarms, smoke and fire alarms and the closed circuit Television (CCTV) system in addition to normal guard services.

National Archives I. The National Archives I facility is the heart of the Federal Government's national archival system. The site encompasses an eight (8) story

1.375 million square foot building, parking area, dry moat, plaza, and two (2) guard houses. The building contains 936,438 square feet of occupied area, including offices, records processing offices and storage areas, an Exhibition Hall and Gallery, a research complex, media laboratories, an auditorium, conference and training facilities, a cafeteria, and a gift shop. The National Archives I facility houses the Declaration of Independence, the United States Constitution, and thousands of other both invaluable and irreplaceable original documents and records memorializing the history of the United States Government. The Charters of Freedom and other documents on display in the Archives Building Rotunda are considered prime targets for terrorist groups, hostile forces, and/or others who are intent on disgracing the American Government and causing National embarrassment. The NARA security guard services contractor will be responsible for safeguarding these irreplaceable records and documents.

Public activities in the Archives I facility are varied and occur throughout the building. The Rotunda houses the Declaration of Independence, the Constitution, and other significant documents from the formative period of the nation and is host to more than one million visitors annually. The Central Research Room, where original documents are viewed; the Microfilm Research Room; and several smaller research rooms operated by records holding units are visited by thousands of researchers annually. Special events occur frequently and take place throughout the facility. These events include, but are not limited to, receptions for up to 1,000 persons; and visits of high level officials, and special interest groups, and may occur in and around the facility with little or no notice to management.

The security system includes exterior intrusion detection; interior intrusion detection for selected offices and secure storage areas; a closed circuit television surveillance system that monitors exterior exits, parking ramps, and the Rotunda;

and a limited intercom system that provides communications with the stack elevator lobbies and front entrance. Alarms are displayed on an operator's console located in the security control center. Actions from this console are limited to alarm annunciation and acknowledgment. The system's master console is located in a secure space, and is maintained by NARA personnel. The National Archives I building has 28 armed security posts.

National Archives II. The Archives II facility is comprised of the Archives II building and site on the northwest corner of the University of Maryland campus at 8601 Adelphi Road, College Park, Maryland. The 33-acre site encompasses a six story 1.8 million square foot Archives II building, a three level parking garage with 763 spaces, an overflow parking lot with 300 spaces, a cooling tower structure, and five (5) exterior guard shelters. The Archives II building contains 1,374,384 square feet of occupiable area including offices, records processing offices and storage areas, a research complex, extensive conservation and special media laboratories, an auditorium, conference and training facilities, a cafeteria, vending area, a convenience store, a daycare center, and a physical fitness center.

Public activities at Archives II are largely confined to the research complex. The complex is composed of various research rooms (textual, cartographic, etc.)

located on five floors, Levels 2 through 6. The research complex accommodates 390 researchers at one time. The research complex also contains all of the public use areas such as the conference rooms, theater, and cafeteria. Special events will occur frequently and will be largely confined to this area. The Vendor shall be responsible for traffic control for these special events.

The security system is a fully integrated security system that includes interior intrusion detection; an entry access control system; a closed circuit television surveillance system; and an intercom system. The high security components of the system are controlled by NARA personnel from a console located in the Security Control Center. The access control subsystem is also controlled by NARA personnel from a secure location. The main operator's console is located in the Security Control Center, with an auxiliary control station in the loading dock security office. The National Archives II Building has 21 armed security posts.

The Independent Government Cost Estimate (IGCE) for this contract action is $XXXX, and is based actual historical data1.

IV. THE AUTHORITY AND SUPPORTING RATIONALE (SEE 8.405-

6(a)(1)(i) AND (b)(1)) AND, IF APPLICABLE, A DEMONSTRATION OF

THE PROPOSED CONTRACTOR’S UNIQUE QUALIFICATIONS TO

PROVIDE THE REQUIRED SUPPLY OR SERVICE

The authority for this action is 41 U.S.C. 3304(a)(2) as implemented by FAR 8.405-6(a)(1)(i)(A). This proposed contract action meets the requirement of FAR 8.405-6(c)(2).

NARA determined on August 24, 2016 not to exercise Option Year II for the existing security guard task order in order to mitigate risk to the agency. The period of the performance for the existing guard task order ends on August 31, 2016. NARA had only a week to transition to a new guard contractor to assume duties on September 1, 2016. It is essential that security guard services are provided without interruption. NARA must therefore pursue a non-competitive procurement given the urgent and compelling circumstances and to obtain the necessary services and complete transition on September 1st.

Given the one week time frame between the decision not to exercise Option Year II and the start date for the new contractor, NARA contacted only one schedule contractor, American Security Programs, Inc., based upon their prior experience with the agency, ability to meet the extremely quick transition deadline, and their ability to provide NARA with the time necessary to review the proposal and pricing information before beginning transition activities.

American Security Programs, Inc. (ASP) performed security guard services at NARA’s Archives I and II facilities 2009 through 2014, receiving excellent ratings in past performance. ASP participated in implementation of NARA’s exit

1 Task order NAMA-14-F-0127 http://uscode.house.gov/ screening program to include training. ASP has demonstrated experience booking arrests with Metropolitan Police Department. ASP has 10 Federal Protective Service contracts similar to NARA’s requirement. These sites include Department of Agriculture, FBI, Health & Human Services, U.S. Customs and

GSA.

The period of performance under the current security guard services task order expires August 31, 2016. ASP has proven experience transitioning contracts, similar in scope to NARA’s requirement, in a very short period of time. ASP has provided start-up services in less than 30 days for four DHS facilities. ASP is capable and willing to assume full responsibility for security guard services at Archives I and II, starting September 1, 2016. This is important under the current situation, as the short transition to service can be expedited to ensure NARA operations are not greatly impacted or level of service reduced.

V. A DETERMINATION BY THE ORDERING ACTIVITY CONTRACTING

OFFICER THAT THE ORDER REPRESENTS THE BEST VALUE

CONSISTENT WITH 8.404(d)

GSA has already determined the prices of supplies and fixed-price services, and rates for services offered at hourly rates, under schedule contracts to be fair and reasonable. Therefore, ordering activities are not required to make a separate determination of fair and reasonable pricing, except for a price evaluation as required by FAR 8.405-2(d). Pursuant to FAR 8.405-2(d) NARA assessed the vendor’s quotation for the level of effort and the mix of labor proposed to perform a specific task being ordered, and determined that the total price is reasonable.

VI. A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED

AMONG SCHEDULE HOLDERS AND THE RESULTS OR A

STATEMENT OF THE REASON MARKET RESEARCH WAS NOT

CONDUCTED

NARA is aware that the required services are available for competition among GSA vendors on category 246 54 Protective Service Occupations of GSA Schedule 84, Total Solutions For Law Enforcement, Security, Facilities Management, Fire, Rescue, Clothing, Marine Craft And Emergency/Disaster Response. In light of this information, but also, NARA’s need for these services in such a short period of time, NARA’s proposed contract action is only for one year. Based on NARA’s experience, the administrative lead time to conduct the procurement and transition a new contractor require the year period of performance. During the one year task order, NARA will conduct a full and open competitive procurement for these services that will have a service period of performance start date of September 1, 2017.

VII. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL

AND OPEN COMPETITION.

N/A

VIII. A 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

See Paragraph VI.

IX. 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

See Page 1.

X. EVIDENCE THAT ANY SUPPORTING DATA THAT IS THE

RESPONSIBILITY OF TECHNICAL OR REQUIREMENTS

PERSONNEL (E.G., VERIFYING THE GOVERNMENT’S MINIMUM

NEEDS OR REQUIREMENTS OR OTHER RATIONALE FOR LIMITED

SOURCES) AND WHICH FORM A BASIS FOR THE JUSTIFICATION

HAVE BEEN CERTIFIED AS COMPLETE AND ACCURATE BY THE

TECHNICAL OR REQUIREMENTS PERSONNEL

XI. FOR JUSTIFICATIONS UNDER 8.405-6(a)(1), A WRITTEN

DETERMINATION BY THE APPROVING OFFICIAL IDENTIFYING

THE CIRCUMSTANCE THAT APPLIES