Justification_LPMO_TO-10-FBO.pdf

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION

1. The Office of Overseas Protective Operations (OPO), Worldwide Protection Services Division, through the Office of Acquisition Management (AQM) has identified a support gap in its mission to respond to critical threats to the Department’s diplomatic missions overseas. This gap includes the expiration of Local Program Management Office (LPMO) (SAQMMA11F1488) services supporting Task Order 10 (Kabul Embassy Security Forces Task Order for US Embassy Kabul, Afghanistan) under the previous Worldwide Protective Services (WPS) I IDIQ. The increased threat level in the region necessitates the employment of contracted security professionals to provide security for consular and embassy personnel. In the arena of global security force management, OPO is responsible for sustaining effective security forces at US diplomatic missions, but lacks certain capacity and skills necessary to maintain effectively the critical oversight of the large number of security personnel required, especially at high threat posts.

It is necessary to have the same vendor perform services under the referenced security task order as well as for the LPMO support services. Under the previous WPS IDIQ, each prime vendor provided LPMO services for their respective task orders. In this instance, Aegis Defense Services, Inc. (Aegis) provides LPMO services to their awarded task order (TO-10). The LPMO services handle vendor proprietary information on a day-to-day basis through company operations and processes. The same vendor providing LPMO services to the task order eliminates any conflicts of interest between the local management team and the vendor personnel operating forward at post.

The effective oversight of contracted security operations involves serious logistical and administrative challenges. These challenges span the spectrum from maintenance and replacement of armored vehicles, to the provision of replacement personnel to fill gaps caused by emergency situations or routine turn-over. They also include unique issues like the coordinated response to a canine influenza epidemic that threatened to render the entire Explosive Detection Dog program non-effective. Equipment and personnel issues of these types routinely arise and require prompt attention to avoid any lapse or degradation in security at post. LPMO services provide for immediate face-to-face coordination with the US Government, and seamless vendor reach back to their own assets at post, to quickly identify and rectify issues before any lapse or degradation can occur. In order to react quickly and effectively to emergent situations, the LPMO also requires extensive experience working with and accessing USG support resources overseas in Kabul, Afghanistan as well as possessing an intimate familiarity with the security personnel currently on contract in support of TO-10. This ensures there will be no time lost or miscommunication while learning a system or finding the correct point of contact to solve a task order related issue.

2. Nature and/or description of action to be approved. AQM intends to award a sole-source contract to Aegis for the following period of performance: one (1) year base period with two (2) six-month optional periods.

3. A description of the supplies or services required to meet the Department’s needs.

Diplomatic Security is seeking to establish Local Program Management Office services to support existing TO-10. Areas of administrative support include but are not limited to the following:

Protective operations, Protective service (PRS) training, Logistics, Communications, Supplies, Contract administration, Manning levels, Reporting, and

Administrative matters such as o Assisting in clearance, approvals; and o Records processing for overseas-bound contractor personnel included obtaining Diplomatic and/or Official passports for contractor personnel.

4. An identification of the statutory authority permitting other than full and open completion

The statutory authority permitting other than full and open competition is 41 U.S.C. 3304(a)(1) and FAR 6.302-1, “Only one responsible source and no other supplies or services will satisfy agency requirements.”

5. A demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited

Any other contractor than Aegis performing LPMO functions in support of TO-10 would lead to a potential conflict of interest due to the fact that the LPMO contract is the actual program management authority directing all Task Order personnel which impacts day to day operations. Furthermore, LPMO services have the ability to influence Task Order staffing levels, technical, and price proposals, which directly affect the management and performance of each Task Order. In accordance with Department of State’s Policy Letter NO. 93-1 (Reissued): Management Oversight of Service Contracting, there would be a potential conflict of interest if the contractor were to “be evaluating a competitor's work.” LPMO duties involve a significant amount of assessment and evaluation of Aegis personnel on a daily basis, which allows for the successful performance for overseas contingency operations.

In accordance with FAR 37.504, Contracting Official’s Responsibilities, “Contracting officials should ensure that “best practices” techniques are used when contracting for services and in contract management and administration (see OFPP Policy Letter 93-1).”

As such, LPMO services provided by any contractor other than Aegis would not be considered a best practice technique nor would it be cost effective considering Aegis

LPMO has been managing their respective Task Order effectively and efficiently since inception of their resultant Task Order.

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

Due to the potential conflict of interest involved in LPMO support contracts as identified herein, the only vendor authorized to provide LPMO services or support is the vendor that has been awarded a specific Task Order. In this case, TO-10 has been awarded to Aegis. As such, no other vendor, other than Aegis can provide LPMO support services to TO-10.

7. A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

The Contracting Officer will determine fair and reasonableness based on historical data/prices provided from current and previously awarded contracts for similar services.

8. A description of the market survey conducted and the results or a statement of the reasons a market survey was not conduct.

Market survey consisted of reviewing all current LPMO service contracts and it was determined all LPMO service providers were the incumbent contractors who were awarded their current/existing WPS 01 Task Orders.

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

WPSI TO-10 expires on June 28, 2017, at which time the DS/WPS Program Office intends to request the utilization of a six-month optional period extension, which shall allow for a revised expiration date of December 14, 2017. In the interim, DS/WPS is preparing acquisition documents for the re-solicitation of the KESF Program under the WPSII

IDIQs. Given the magnitude of TO-10, which is the largest TO in the WPS Program with an aggregate value of $1.2B and covering five (5) man-camps and the Kabul embassy, the re-solicitation shall be separated into two (2) TOs. This may exacerbate the length of time required to award the TOs to cover all operations under the current TO-10, as it will require two (2) Source Selections, may involve two (2) separate awardees, transition periods/timelines may differ, etc. Additionally, one man-camp, Alvarado, is still in the process of standing up under the current TO-10.

Therefore, the PO anticipates the need for a possible one-year bridge contract to TO-10 following its six-month extension, which is the purpose behind this (LMPO) requirement’s period of performance request of one-year base plus two-optional periods of six-months. DS/WPS is attempting to be proactive in the event the re-solicitation of TO-10 under WPSII is delayed for any reason.

Current LPMO services on the WPS I IDIQ TO-10 expire on January 28, 2017. Failure to have a Local Program Management Office directly managing each Task Order will result in TO-10 left without the necessary administrative or logistical support services. This situation would negatively impact affect task order operations and severely impact security operations at post, causing an increase in post vulnerabilities. Furthermore, without LPMO services, the Task Order will degrade, thus causing an exponential increase in performance deficiencies.

10. A listing of sources, if any, that expressed, in writing, an interest in the acquisitions. N/A

11. A statement of actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent actions for the supplies or services required.

Under the new WPS II IDIQ contract awarded on February 12, 2016, there is no longer a need for a Local Program Management Office. Once TO10 ends under the previous WPS IDIQ, these services will no longer be required.