Limited Sources J_A-Passport and Visa Services fully signed.pdf

LIMITED-SOURCES JUSTIFICATION

TO: Mark Walther, Director, M/OAA

From: M/MS, Heather Bomans, Director, M/MS/TTD, Umeki G Thorne, Chief

SUBJECT: LIMITED-SOURCES JUSTIFICATION

1. This document sets forth the facts and rationale justifying the use of limited sources, in accordance with FAR 8.405-6. This United States Agency for International Development (USAID) and Passport and Visa Services.

2. The nature and/or description of the action being approved:

This is a request to approve a sole source award to Classified Courier Services, Inc. for an estimated amount of $3.5 Million and a period of performance November 1, 2020 - October 30, 2025. Under this action Classified Courier Services, Inc. will provide expert guidance and assistance in passport and visa processing, especially with regard (but not limited) to official and diplomatic passports and visa requirements, and on regulations governing the use of passports.

There is currently a labor hour with fixed hourly rates contract in place with Classified Courier Services under award number AID-OAA-C-15-00073. The period of performance for this award is May 01 2015 - April 30, 2020 with a six (6) month extension for May 01, 2020 - October 30, 2020.

3. Description of the supplies or services required to meet the agency’s needs, including the estimated value:

The request is to procure the services of a contractor that will provide passport and visa processing services, and advice regarding official and diplomatic visa requirements and regulations and policies governing the use of passports. The contractor shall have the following:

1) Have knowledge of passport issuance principles, practices, methods, and techniques to adjudicate applications independently using precedents and guidelines that apply to most situations encountered. This includes:

● General knowledge of the provisions of laws, treaties, rules and regulations pertaining to birth, identity, and citizenship matters concerning the examination of applications for passports;

● General knowledge of the functions, policies, systems, procedures, and processes employed by the U.S. Department of State (DOS), The Special Issuance Agency office in the issuance of passports; and

● Skills in interpreting and explaining the requirements for obtaining a passport and advising on

● sources and types of documentation needed to establish proof of citizenship, residence, and identity.

2) Foster and maintain cooperative liaison with DOS passport officials and the various foreign embassies.

3) Provide a minimum of three courier deliveries each day. The first delivery shall be at

8:30 am; the second delivery shall be at 1:00 pm; and the third delivery shall be at 3:30 pm. The Contractor shall also provide additional courier services for urgent/rush requests. Based on the needs of the Agency, the Contractor may need to provide additional courier services.

4) Review passport and visa applications and examine documentary evidence, to ascertain travel plans and determine the need for priority handling.

5) Work closely with Agency travel coordinators and others to expedite visas. The

Contractor shall also contact foreign embassies and consulates to facilitate dispensation of visas.

6) Coordinate the processing of visa applications, including dual and multi-entry visas country clearances and invitational letters for special visitors. The Contractor shall also provide photo services. The Contractor shall also ensure that international visit requests comply with USAID and other governmental policies and regulations.

7) Keep abreast of any changes to various foreign embassy visa requirements and immediately notify the Agency/travelers of those changes. The Contractor shall provide an up-to-date list of embassy visa requirements to the Agency so they can be posted on the Agency’s Travel and Transportation’s Division web page.

4. Authority and supporting rationale (see 8.405-6(a)(1)(i) and (b)(1)) and, if applicable, a demonstration of the proposed contractor’s unique qualifications to provide the required supply or service.

Only One Source Capable - FAR 8.405-6(a)(1)(i)(B) – Only one source is capable of providing the supplies or services at the level of quality required because the services are unique or highly specialized. USAID currently needs to urgently put in place an award and to quickly respond to the variety of passport and visa requests in this time of crisis, with the COVID 19 pandemic NDAA 889 regulation. The identified Contractor, Classified Courier Services, Inc. (CCS), has demonstrated expertise and experience working in this area.

CCS, Inc. institutional experience and capabilities have been proven by their high level of expertise in managing the challenges and intricacies of US Government regulations, during official travel of USG personnel to foreign territories. CCS, Inc. is staffed with highly competent personnel that can ensure continuity of operations, assist and facilitate travel arrangements to countries, some of which have very restrictive travel requirements. Based on this demonstrated capabilities and skills, it is considered that CCS. Inc. can provide the required service expeditiously using its top-notch technical services support to address mission critical travels, especially at a time of crisis such as the COVID 19 Pandemic. Furthermore, the FAR 8.405- 6(a)(1)(i)(C) (logical follow-on) was not considered because the order was previously issued under the small business 8 (a) program (limited sources procedures).

5. Determination by the ordering activity contracting officer that the order represents the best value consistent with 8.404(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 contracting Officer (CO) will evaluate the contractor's proposed cost against the contractor schedule contract and historical costs. The CO will further ensure the contractor’s budget is realistic and reflect a clear understanding of the requirements.

6. A description of the market research conducted among schedule holders and the results or a statement of the reason market research was not conducted.

In accordance with OMB Memo M-19-13, Category Management (CM) is required for all agencies in the Federal Government. Each Agency will be held accountable for CM targets by OMB thus the decision to source from GSA, Best in Class. Based on this, USAID in consultation with GSA conducted a cross schedule search among the various schedule holders for companies with the required experience that can implement these much-needed passport and travel services urgently. The market research conducted under the GSA schedule and further communication with GSA, determined that CCS is the only small business set aside that can provide these requirement services under their program.

Classified Courier Services is a small business under SINs New and Ancillary, and it can rapidly perform the services of passport and visa. Two other companies were also identified, AdTrav Corporation and CW Government travel, both of which are large businesses. Outside of the three

(3) aforementioned companies under SINs 561510, 561599, GSA could not identify any other local companies that could provide Passport and Visa Services, whether NEW, or ANCILLARY.

Although FAR part 8 does not specifically mandate use of small business, it is the Agency's practice to promote small business to the maximum extent practicable. Given this policy and practice, combined with an extremely competent contractor that can deliver the services required, it is a sound judgement decision to proceed with this company. As the result of this market research and analysis of the facts, the contracting office has made the determination to use CCS, Inc. GSA schedule for the procurement of this service in the best interest of the US Government.

7. Any other facts supporting the justification.

As the COVID-19 pandemic has extended longer than initial projections and with approximately 50 percent of the overseas workforce in evacuation status in the United States, and with NDAA 889 regulation, we recommend a new contract to be put in place to maintain consistent services of the business essential function through the projected period of overseas disruption of operations and facilitate the return of staff and their eligible family members back to their posts.

Disruption to these services either by absence of a contract or transition of a contract would negatively impact the Agency and its efforts to return staff and their families back to their posts.

The unpredictability of the pandemic, changes in international travel requirements, and border closures requires the Agency to have these services on hand to address urgent requests to prevent staff and their families from being stranded on official travel and in potentially unsafe conditions.

8. A statement of the actions, if any, 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.

USAID will intensify its efforts and expand the search beyond GSA for future procurement and enable wider competition while looking for additional small businesses.

9. Technical or Requirement Personnel Certification:

In accordance with FAR 8.405-6(c)(2)(x), I hereby certify that the technical statements included above, which form a basis for the justification, are complete and accurate.

_________/s/____________________________ __08/07/2020____________________ Umeki Thorne Date Technical Office Representative

10. Contracting Officer Certification:

Based on the limited sources circumstance described above, I hereby certify that the justification is accurate and complete to the best of my knowledge and belief.

__________/s/__________________________ _08/11/2020__________________ Gwendolyn Ruffin Date Contracting Officer

11. Approving Official Determination I have determined that FAR 8.405-6(a) and (b)], as described above, appropriately applies to this order.

Approved Disapproved

Mark Walther Date Activity Competition Advocate mwalther Approved

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Clearance

____________/s/_____________________ 08/07/2020___________________ Umeki Thorne Date M/MS Travel Division Chief

Cleared ____________/s/______________________ 08/06/2020____________ Amit Khardori Date Attorney Advisor (GC)

Deborah Broderick Date Agency Competition Advocate