JandA Notification - Inbound Mail Ops R_12.9.2024.pdf

Current Ceiling Amount:

Current Total Amount Awarded Under This IDIQ:

Requested Ceiling Amount:

Requested Ceiling Increase: $14,500,000.00

Incorporate the following language via modification to the current contract:

The contract ceiling is established at to support a presidentially declared disaster or emergency,

(e) Type of funding: Disaster Relief Funds

(f) Year of funding: No Year

(g) Solicitation Number: N/A

(h) Background information about the requirement:

The purpose of this contract action is to increase the contract ceiling on a single award Indefinite-Delivery Indefinite-Quantity (IDIQ) contract to . The contract is currently in option period 4 (OY4), and the current OY4 period of performance ends October 31, 2025. The current ceiling for the IDIQ is

, the contractor is Intellectus, LLC, 295 Seven Farms, Ste C-297, Daniel Island, SC 29492-1635.

Approval of an urgent increase to the ceiling is necessary to provide continuing inbound mail operations support for disaster survivors of Hurricanes Helene and Milton. Inbound mail operations support includes processing of all inbound postal mail, fax, and electronic correspondence submitted by disaster survivors in order for FEMA to process their cases and determine disaster assistance eligibility.

The need for a contract ceiling increase is driven by the enormous volume of inbound documents received. Hurricane Helene which encompasses 5 disasters (DR-4827- NC; DR-4828-FL; DR-4829-SC; DR-4830-GA; DR-4831-VA) has already generated over 1.49 million total registrations and Hurricane Milton (DR-4834-FL) has already generated over 1.1 million registrations and continues to rise. It is predicted that each household will submit approximately 6-8 inbound documents, which could exceed a total image surge of over 80,000,000. Additionally, it is estimated that these disasters will generate over 100,000 total documents requiring Spanish to English translation.

The current negotiated price per translation is which could exceed million in translation costs alone. Combined with the already unprecedented surge in costs under this IDIQ due to the COVID-19 funeral project (totaling over million), the costs on this contract have far exceeded initial projections from when the IDIQ was originally awarded in FY21.

ceiling amount and continue to utilize the final option period remaining on the current contract.

All aspects of the original contract, its scope, and pricing were projected accurately; this J&A is due to the unprecedented 2024 Hurricane Season, which has resulted in unexpected continuous high volume use of the inbound postal mail CLINs, inbound fax and e-correspondence CLINs, and the document translation CLIN.

Further, there is no time for a new vendor to receive a thorough transfer of knowledge and services, nor to stand up a contractor-owned mail operations facility, clear new employees, prepare a FEMA approved COOP plan, gain proficiency in program management requirements, understand and adhere to PII Security requirements, etc. An immediate increase in the IDIQ contract’s ceiling value is necessary to avoid a break in service for this critical mission requirement. The current contractor has the capabilities required to continue performance through the end of the contract. Full and open competition to transition the work prior to contract expiration would cause delays to the program and pose an unacceptable risk to the Government.

6. Description of efforts made to ensure that offers are solicited from as many potential sources as is practicable.

The current contract was competitively awarded, a solicitation was competed with a posting on FBO.gov. While the Government received four proposals, one IDIQ award was made to the successful offeror. The awardee was the only offeror that provided a proposal that was both technically acceptable and had fair and reasonable pricing. It is the Governments intension to solicit and award a new contract that is expected to begin upon conclusion of the existing contract expiration. The estimated date of SAM.gov publication is 03/30/2025.

7. Determination by the contracting officer that the anticipated cost to the Government will be fair and reasonable.

The Contracting Officer determined at the time of contract award the contractor’s prices to be fair and reasonable based on competition, as well as comparison with historical unit costs previously awarded. The Contracting Officer also determined that the pricing is in line with the Independent Government Cost Estimate (IGCE).

8. Description of Market Research.

Market research was conducted prior to the initial contract award and again at each option period by reviewing GSA schedules, acquisition history and interviewing knowledgeable vendors in the industry such as Xerox, Federal Solutions, Image World, and Viaduct. While there are multiple GSA schedule holders available that can provide inbound mail operations, the needs of these unprecedented disasters leave inadequate time to transition to and stand-up a new contract and would not be in the best interest of the Government.

9. Any other facts supporting the use of other than full and open competition.

The requirement cannot be modified to enhance competition due to time constraints and the need to provide an expedited solution.

APPROVAL:

Oneko Dunbar Contracting Officer

Keecha Elliott Procuring Activity Advocate for Competition Over $750,000 but not exceeding $15 million

Bobby McCane Head of Component Contracting Authority Over $15 million but not exceeding $75 million

ONEKO D DUNBAR

Digitally signed by ONEKO D

DUNBAR

Date: 2024.11.25 18:00:36 -05'00'

KEECHA P

ELLIOTT

Digitally signed by

KEECHA P ELLIOTT

Date: 2024.11.26 17:52:37 -05'00'

12/9/2024