Limited Source Justification for GSA FAS Program Management Support - SIGNED.pdf

General Services Administration

National Capital Region Federal Acquisition Service Contracting Office Division

LIMITED SOURCES JUSTIFICATION

DESCRIPTION OF ACTION: PROGRAM SUPPORT SERVICES BRIDGE

CONTRACT

SOLICITATION 47QFDAXXX

PROJECT ID (ID11210034

The General Services Administration (GSA) makes this Limited Sources Justification (LSJ) for orders pursuant to Federal Acquisition Regulation (FAR) 8.405-6.

i.) Identification of Agency and Contracting Activity:

General Services Administration (GSA) GSA FAS National Capital Region Assisted Acquisition Services Division

Contracting Activity:

GSA FAS Acquisition Operations Division 1800 F Street, NW Room 5200 Washington, D.C. 20405 ii.) Nature and/or Description of Action Being Approved:

The purpose of this action is to provide for a sole source bridge contract to be issued to Accurate Conceptions, LLC for Program Management Support Services to support the GSA, isition Services (AAS) program. The AAS program is a fee-for-service organization providing acquisition support, project management and financial management support to assist federal agencies in identifying and acquiring professional services and information technology products and solutions to meet their agency missions.

Since FY15, FAS NCR has seen a steady increase in the demand for assisted acquisition services from new and existing clients. In addition to the increased demand from client agencies, NCR is often tapped to support politically sensitive projects that are unique to its footprint. FAS NCR has also successfully implemented strategies to increase competition resulting in a greater number of proposal submissions from industry. As the scope, complexity and number of projects increased. In FY18, annual contract obligations were $290M which increased to $419M in FY20.

However, the portfolio of projects is expected to continue to increase through FY25, with conservative projections of $750M+.

The recompete of the existing requirement is underway. The solicitation has been posted on April 8, 2021. To ensure there will not be a break in services and a proper transition period (if the incumbent does not win the contract award), it is necessary to award a bridge contract. The cost of the contract under the original period of performance is $2,677,704. The estimated cost of the bridge contract is $876,687 for one 6-month base period and one 6-month option period.

The contract type for the bridge will be Firm-Fixed-Price (FFP). The bridge contract will be a set aside (HUB Zone). The GSA Multiple Award Schedule Professional Services areas for SIN 541219 Budget and Financial Services and SIN 541611 Management and Financial Consulting, Acquisition and Grants Management Support, and Business Program and Project Management Services will be the contract vehicle of choice for the bridge contract and the recompete. The original contract was awarded as an 8(a) Directed award via the Small Business Administration.

The services to be provided under the bridge contract include project management, task order funding, billing, invoicing and reconciliation support and close out support with a proposed period of performance as follows:

Base period: April 20, 2021 through October 19, 2021 Value of $431,865.60 Option period: October 20, 2021 through April 19, 2022 Value of $444,821.47

Grand Total: $876,687.17 iii.) :

Services under this contract include project management, task order funding, billing, invoicing and reconciliation, closeout support and Transition Out service support services, which will provide assistance to the GSA National Capital Region FAS office in the review, analysis and reporting of the financial health of the organization on an ongoing basis.

NCR offers acquisition services to client agencies through innovative and compliant ient agencies through excellent service delivery in the areas of contracting, project management and financial management. The support under this Bridge Task Order is essential to successful delivery of program/project management and financial management services to client agencies. The following tasks will be performed under the Bridge TO:

1. Task 1 - Program Management will consist of assisting NCR FAS contracting personnel with modification processing to ensure that funds are being obligatedIdeobligated in the correct amounts at the Contract level, and not just at the Task Order level. Support to AAS staff will be provided for accurate presentation of task order alignment of funds. The vendor will assist with obtaining funding documents from clients and preparation of forms prior to routing for signatures and acceptance. In addition, the vendor will assist with helping to improve the AAS Scorecard by reducing the UDO values on a recurring basis.

2. Task 2 Task order and funding document management will consist of assisting PM's and clients with the reconciliation of both funding documents and task orders to ensure that correct

CLINS are being billed against the proper Funding Documents and the associated Task Items to ensure that all tasks are within compliance financially with fiscal year of funds obligated for specific periods of performance.

3. Task 3 - Assisting in the closeout process where performance reviews are prepared for contracts and orders and funding verification is performed to ensure all values are matching between ITSS/ASSIST and the RBA so that no errors are encountered when processing the closeout modifications. Assist DoD customers who have expired task orders with GSA in their effort to deobligate unexpended funding from the contracts in a timelier manner upon completion each year so that funds are returned in a timely manner

4. Tasks 4 and 5 Program analyst support consists of researching current IAA modification acceptances to determine where they are in the acceptance process, review of all awards made on the IAA and sorted by the fiscal year of the actual award; requiring additional analysis. This is to ensure funds are obligated for the appropriate FY for award.

In addition, development and maintenance of information databases for control responses, procurement reports and special studies is also performed.

5. Task 6 Transition out services will be performed by the incumbent to facilitate the accomplishment of a seamless transition from the incumbent to the incoming contractor/Government personnel at the expiration of the contract. The vendor shall provide a draft Transition-Out Plan within six months of the expiration date.

iv.) The Authority and Supporting Rationale:

The acquisition is conducted under the authority of the Multiple-Award Schedules Program.

Consideration of schedule contractors will be restricted in accordance with FAR 8.4056(a)(1)(i)(B)

- Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized.

Accurate Conceptions has provided the required support for this contract since its award via management and financial management services to our client agencies.

The contracted services require expert knowledge of internal GSA financial policies and procedures, which is not quickly gained as there are some policies that are learned through day-to-require a w project management and financial management, Assisted Services Shared Information System (ASSIST). The ASSIST Portal is unique to GSA and is complex. On average, it takes at least 6 to 9 months for a contractor to become fully proficient in the ASSIST Portal and execute the necessary functions related to project management, invoicing and funds reconciliation. Further, the contractor must track the special funding process for require extensive knowledge of the required internal controls used by the agency which are needed for compliance issues. The process is unique and requires extensive tracking of funds, review of interagency agreements and return of unobligated funds. Currently, only Accurate Conceptions has the required expertise and knowledge to perform the required services without a lapse in services.

v.) Determination by the Ordering Activity Contracting Officer that the Order

Represents the Best Value Consistent with FAR 8.404(d):

The Contracting Officer has determined that the expected outcome of this acquisition, in the requirement and therefore the best value to the Government consistent with FAR 8.404(d), based on all factors considered within this justification. This approach provides the greatest overall benefit in response to the requirement and results in the lowest overall cost alternative, namely in the forms of time, cost, risk and opportunity.

vi.) Description of the Market Research Conducted Among Schedule Holders and the Results of the Research:

Market Research was not conducted for this Bridge requirement. The Government has acquisition history of the current contract awarded as a result of the Directed 8(a) issued to the Small Business Administration via Acceptance Letter, dated September 26, 2017 under SBA Requirement #0353/17/1620.

Market Research for the recompeted contract indicates that multiple vendors are interested in competing for the recompeted requirement. GSA NCR FAS issued an RFI on October 14, 2020, with a closing date of October 30, 2020. The RFI was issued against the GSA MAS under SIN 541611. Thirty-Five (35) interested vendors responded to the notice, and all 35 vendors are identified as small businesses with varying socio-economic statuses. Market analysis concluded that there are sufficient small businesses that can compete for the requirement. Although one or more of these vendors may have the general knowledge and experience to successfully perform after an appropriate transition period, none has the specialized knowledge required to perform these services without an initial lapse in services.

vii.) Any Other Facts Supporting the Justification:

Failing to issue a Bridge Contract for continuing Program Management Support by the current contractor will cause a lapse in service, which will degrade NCR FAS Program Management Support for requirements that have already been budgeted and accepted for both internal and external clients.

This would also cause the NCR FAS organization to fail in meeting its mission responsibilities for successful acquisition support of its agency customers, as well as preventing these clients from meeting their important Mission obligations.

The period of performance of this bridge contract is tailored to the time required to award the recompeted contract for these services and a sufficient transition period, should the recompeted award not go to the incumbent vendor.

In addition, as NCR is in the process of conducting the competition for the recompete, if the incumbent does not win, it will be necessary to have a transition period to get the new contractor up to speed on systems and financial policies. Therefore, it is imperative to have a 90-day transition period between contractors.

viii.) Statement of the Actions 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:

Internal Processes will be reviewed to facilitate a timelier award process. As we anticipate this will be on on-going need, the contracting office will maintain stronger communication with the program office through the term of the recompeted contract to ensure that requirements are well defined when the time comes to recompete again. We will work with the program office as to whether the required transition period can be reduced.

ix.) Contracting Officer Certification that the Justification is Accurate and Complete to

I hereby certify that this Justification is accurate and complete to the best of my knowledge, and I determine based on the findings above that the limited sources approach is in accordance with the requirements and is in the best interest of the Government.

Phyllis Lyles Date Contracting Officer

GSA NCR FAS

x.) Evidence that any Supporting Data that is the Responsibility of Technical or Requirements Personnel and Which Form a Basis for the Justification Have Been Certified as Complete and Accurate by the Technical and Requirements:

Tonya Butler Date Director GSA NCR FAS Assisted Acquisition Service

Matthew Rose Date One Level Above

Digitally signed by TONYA BUTLER DN: C=US, O=U.S. Government, OU=General Services Administration, CN=TONYA BUTLER + OID.0.9.2342.19200300.100.1.1=47001000542129

Reason: I am approving this document Location: your signing location here Date: 2021.04.30 17:21:29-04'00' Foxit PhantomPDF Version: 10.1.3

TONYA BUTLER

Approval:

I certify and approve that this justification is accurate and complete to the best of my knowledge and belief.

Stacy Williams Date Competition Advocate

GSA NCR FAS