JA Limited Source Justification PROTA ICMOTA 08.13.25.pdf

FEDERAL SUPPLY SCHEDULE LIMITED-SOURCES JUSTIFICATION

Acquisition Title: Integrated Communications Management Operations and Technical Assistance (ICMOTA) (formerly entitled Partner Relations Operational and Technical Assistance Program) Agency: Centers for Medicare and Medicaid Services (CMS) Acquisition Year: 2025 Author: Matthew Waskiewicz

1. Description of Action:

Nature:

☐ New Requirement ☒ Follow-On Order ☐ Modification of Existing Purchase Order / Contract Number

Contract Type:

☐ Firm-Fixed Price ☒ Time and Materials ☐ Cost Plus Fixed Fee (CPFF)

☐ Term ☐ Completion

☐ Cost Plus Award Fee (CPAF) ☐ Other:

Total Projected Cost / Price: $2,134,030 Funding Source (s): 3710,6508,6510

Name of Proposed Contractor(s): Novak Birch, Inc.

Street Address: 130 Baltic Ave City, State, Zip: Baltimore, MD 21225-1695

2. Description of Supplies or Services:

The estimated value of the proposed action, including all options, is: $2,134,030

The Centers for Medicare & Medicaid Services (CMS) has a substantial responsibility to provide information, education and outreach, toolkits, and other various resources to external and internal CMS stakeholders, CMS beneficiaries and consumers, and the general public. More specifically, the purpose of this program is to provide broad operational and technical support to the CMS/Office of Communications (OC)/Integrated Communications Management Staff (ICMS), formerly referred to as CMS/OC’s Partner Relations Group. This support includes but is not limited to obtaining strategic development and implementation support for overall relationship management with various internal and external stakeholders and partners, supporting various CMS campaigns and initiatives, supporting conferences/meetings/gatherings and providing logistics and CMS materials.

The current period of performance for this work ends September 18, 2025. The anticipated period of performance of these services is September 19, 2025 – September 18, 2026.

3. Authority:

☒:ORDER AGAINST FSS: Authority of the Multiple Award Schedule Program, Title III of the Federal Property and Administrative Services Act of 1949 (41 U.S.C. 251, et seq.); Title 40 U.S.C. 501, Services for Executive Agencies; and Section 803 of the National Defense Authorization Act of 2002 (PL 107-107) and implemented by FAR 8.405-6. Mark the applicable exception and for each discuss how the cited authority applies in accordance with FAR 8.405-6(c)(2)(iv).

☐ An urgent and compelling need exists, and following the procedures would result in unacceptable delays (FAR 8.405-6(a)(1)(i)(A));

☐ Only one source is capable of providing the supplies or services required at the level or quality required because the supplies or services are unique or highly specialized (FAR 8.405-6(a)(i)(B));

or

☒ 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. The original order or BPA must not have been previously issued under sole-source or limited sources procedures (FAR 8.405- 6(a)(1)(i)(C));

The overarching activities under the proposed logical follow-on (LFO) task order are essentially the same under the existing task order GS-23F-0118P/75FCMC22F0130. This task order was competed in accordance with the applicable Federal Supply Schedule (FSS) ordering procedures in fiscal year 2022 and received multiple competitive quotes at that time. The original order was not issued under sole-source or limited-sources procedures. As described in section 2 above, the proposed LFO tasks Novak Birch with continuing to provide CMS with services and deliverables related to program/project management, strategic development and implementation, campaign support, event management, and logistics and materials for the CMS OC.

Awarding a LFO task order to Novak Birch will benefit the government by providing continuity and efficiency during a critical time of transition. CMS requires this LFO task order as a result of unexpected delays and resource constraints caused by the Government and ultimately to avoid a lapse in service. In April 2025, the CMS program team supporting this program was impacted by HHS’ reductions in force and their absence resulted in substantive delays in the procurement timeline. Separately, the new staff who later resumed programmatic support for this procurement unexpectedly lost systems access in July 2025 for several weeks which impacted CMS’ ability to conduct key procurement activities. The approval of this LFO will allow CMS sufficient time to refine upcoming priorities and conduct a successful procurement in the following fiscal year when sufficient resources are available to award a new competitive task order.

☐ An item peculiar to one manufacturer can be a particular brand name, product, or a feature of a product, peculiar to one manufacturer). A brand name item, whether available on one or more schedule contracts, is an item peculiar to one manufacturer. (FAR 8.405-6(b);

https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%208_4.html

4. Market Research:

CMS posted a Sources Sought Notice in March of 2025 and received a substantial number of small business responses in April 2025. The results of that market research indicated that multiple small business contractors are likely capable of performing this work, including the incumbent contractor who is also a small business. More specifically, CMS determined that a woman-owned small business set-aside could be conducted. While Novak Birch, the incumbent contractor, is the only source possible for award of this LFO, CMS does anticipate that a competitive procurement, set-aside for woman-owned small businesses, can be conducted again in the future.

5. Actions to Increase Competition:

The period of performance for this effort is limited to 12-months, sufficient time for CMS to resolve its resource needs and provide sufficient time to offerors to prepare a quote. Any future needs to continue services related to this program, beyond this LFO, will be procured through competitive means in fiscal year 2026.

6. Any Other Facts Supporting the Justification:

N/A

Approvals:

1. Program Office Certification: This is to certify that portions of this justification have been developed by the undersigned program office personnel, including supporting information and/or data verifying the Government’s minimum needs, schedule requirements and other rationale, which form the basis for this Limited Source Justification.

Contracting Officer Representative (COR) / Date

Program/Project Manager (P/PM) / Date

2. Contracting Officer Certification and Best Value Determination:

This is to certify that the justification for the proposed acquisition has been reviewed and that to the best of my knowledge and belief, the information and/or data provided to support the rationale and recommendation for approval, is accurate and complete.

By my signature below, after review of the relevant documents, I have determined that the order subject to this Limited-Sources Justification represents the best value for the Government as set forth in FAR 8.404(d), and constitutes a fair and reasonable price. The basis for my determination is as follows:

The business quote will be evaluated in accordance with FAR 8.405-2(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. The level of effort, amounts and types of labor, and other costs quoted will be considered in determining that the total price is reasonable.

As this is not the first time this work has been procured by CMS, historical pricing information will also be considered in addition to the Independent Government Cost Estimate prepared by the program office.

Matthew Waskiewicz

3. CMS Competition Advocate Approval (APPROVING OFFICIAL)

I hereby confirm the circumstances described above apply and approve the Limited Source Justification.

Don Knode

4. Head of Contracting Activity (HCA) Approval I hereby confirm the circumstances described above apply and approve the Limited Source Justification.

N/A – proposed LFO is less than $75 million in total contract value.

Name / Date

5. Office of Small and Disadvantaged Business Utilization

N/A – proposed LFO is less than $75 million in total contract value.

6. OGC Legal Review

7. HHS Competition Advocate Approval

8. Senior Procurement Executive (SPE) Approval

Based on the foregoing justification, I hereby confirm the circumstances described above apply and approve the Limited Source Justification.

N/A – proposed LFO is less than $75 million in total contract value.