FSH JA 2020_102_Redacted.pdf

Control No: MICC 2020-2102 Contractor: National Conference Inc

Program/Equipment: Event Planning and Logistical Support Services

Version – September 2018 FOR OFFICIAL USE ONLY

a. On 8 August 2019, MICC-FSH posted a competitive solicitation on the beta.Sam.gov website for the OCCH Event Planning and Logistical Support Services.

Contract W9124J-20-D-0004 was awarded on 21 January 2020 with phase-in beginning 1 March 2020. Notice of Award was made to Unsuccessful Offerors on 21 January 2020 with written debriefings provided to those that requested on 28 January 2020.

Follow-up questions were received on 30 January 2020. The Government responded to the questions on 06 February 2020 marking the conclusion of debriefings. On 11 February 2020, the MICC-FSH office received initial notification that a post award protest was being filed with the Government Accountability Office (GAO). In accordance with FAR 33.104(c) all ordering under contract W9124J-20-D-0004 was suspended on 12 February 2020 and no task orders will be issued as a result of the Competition in Contract Act (CICA) stay. The initial protest was dismissed as academic on 12 March 2020 as corrective action was taken by the Contracting Office. After corrective action was completed, the current award, W9124J-20-D-0004 was reaffirmed on 24 August 2020. Unsuccessful Offeror notices were sent on 24 August 2020. On 28 August 2020, the MICC-FSH office received initial notification that a post award protest was filed with the GAO on the competitively awarded contract W9124J-20-D-0004. In accordance with FAR 33.104(c), all ordering under contract W9124J-20-D-0004 was suspended on 31 August 2020; a stop work order was issued on task order W9124J-20- F-0096 as a result of the CICA stay. This contract supports the Army Strong Bonds Program, one of the key and essential Army programs that supports the Chief of Staff of the Army’s #1 priority – people. The Army Strong Bonds (ASB) is the Army Chief of Chaplains’ program that assists commanders in building and strengthening the structure of Army Families throughout the Army/Soldier lifecycle, and enables relationship resilience and readiness.

b. It is anticipated that a request for a summary dismissal will be requested. It is anticipated that a phase out will still be required and therefore FAR 52.237-3 Continuity of Services will be included in the two month bridge contract.

c. The proposed sole source contractor is National Conferencing, Inc. (NCI) dba Federal Conferencing, 3912 Lansing Court, Dumfries, VA 22026. NCI is currently performing these services as the incumbent contractor. NCI is a new large business under North American Industry Classification System (NAICS) code 561920. NCI is currently performing the services. No other vendor could perform the services in the urgent time frame needed as a 60 days phase-in period would be required. Events are scheduled to take place within the next few days. NCI had the current knowledge, processes and personnel to execute the events already scheduled.

d. Alternatives:

1) Suspend Operations: This program has continuing periodic requirements for events across the global Army. These events occur between 200 and 250 times per month and are scheduled to align with units’ operational and mission requirements.

Event requests are scheduled for every single week through the remainder of the

Control No: MICC 2020-2102 Contractor: National Conference Inc

Program/Equipment: Event Planning and Logistical Support Services

Version – September 2018 FOR OFFICIAL USE ONLY calendar year. Delay or cancellation of these events will result in irrevocably missed opportunities for solider support directly before and after combat deployments. The estimated attendance over the 2 month period for the events supported by this contract is 14,975 participants (6,807 Families) involving one-hundred units and world-wide locations.

2) Award a Competitive Contract: As mentioned above, a contract was awarded on 21 January 2020; however, due to a GAO protest all ordering under contract W9124J-20-D-0004 was suspended on 31 August 2020. As such no task orders can be issued. There is insufficient time to execute a competitive award as the current contract expired on 31 August 2020.

3) Use of in-house resources: It would take 120-180 days to recruit and hire through the civilian personnel system, and then an additional 90 days to train the personnel necessary to support the current requirement. The length of this process renders this alternative unrealistic.

e. Impact if not approved: The primary service that this contract provides is global event planning and coordination for all three Army Components. This planning takes place over a 90-day cyclical process beginning with the planning and scheduling of the event, and culminating with event execution and invoicing. Fiscal Year 2021 first quarter events are already on Command training calendars. A break in service will result in many units not receiving this critical training this year. A break in service causes a domino effect that results in not only a cancelation of events but a halt in all planning for future training events. Historically, the last time the program was shut down, it took almost a year to recover. Allowing even a 30 day break in service will result in 208 events cancelled from the Active, Guard and Reserve Components, at the estimated value of $4.1 million for 7,500 Soldiers and Families. Adding to that, the planning for 612 first quarter FY21 events will cease resulting in additional loss of training for 21,125 Soldiers and Families. There is also the concern for financial penalties the government will incur financially for cancelling, not to mention the loss of trust in the Army and Chaplain Corps to provide services in a timely manner. Soldiers and Families who are seeking help and assistance, especially during this COVID-19 Pandemic, to mend struggling relationships, will face additional delays. The Army and Chaplain Corps reputation to ensure their Families receive an opportunity for hope will be altered. Some will not even try for another opportunity.

6. Efforts to Obtain Competition: In accordance with FAR 5.202(a)(2), this action will not be synopsized. The proposed contract action is made under the conditions described in FAR 6.302-2 (if unusual and compelling urgency precludes competition to the maximum extent practicable) and the Government would be seriously injured if the agency complies with the time periods specified in 5.203.