RFO Part 12 JA BelvoirPostWideCustodial Final_27 March 2026_Redacted.pdf

2026-49

FAR Part 12 Sole Source Justification and Approval

1. Requiring Activity: U.S. Army Directorate of Public Works, 9430 Jackson Loop, Fort Belvoir, VA 22060.

2. Contracting Activity: U.S. Army Mission and Installation Contracting Command (MICC)-Fort Belvoir, 9410 Jackson Loop, Fort Belvoir, VA 22060.

3. Description of Action: Request approval to extend Contract W91QV1-25-C-A015, under the FAR Clause 52-217-8, as it was not evaluated during the award of the contract. Contract modification will be awarded to ICMC Alliance, LLC, 11750 Beltsville Dr., Suite 120, Beltsville, MD, 20705 and CAGE 9BF23 for installation custodial services at Fort Belvoir. The Government projects award for modification to exercise three months of the 52.217-8 clause by 31 March 2026 and fiscal year 2026, Operations and Maintenance, Army (OMA) funds will be used.

4. Description of Supplies/Services: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform custodial services as defined in the Performance Work Statement (PWS), except for those items specified as Government furnished property and services.

Period of Performance: 01 April 2026 – 30 June 2026 Total Estimate Value, Including -8: $4.4M ($1.1M for 3-month extension)

5. Authority Cited: Simplified acquisition procedures for Commercial Products and Commercial Services, Title 41 U.S.C. 1901 as implemented by FAR 12.201-1: Title 41 U.S.C. 1901 for Special Emergency Procurement Authority as implemented by FAR 12.201-1)

6. Reason for Authority Cited:

a. The requested 3-month option to exercise modification will prevent a break-in services until the new follow-on contract that consolidates installation custodial services and Child Development Center custodial services is awarded by 1 June 2026. The current custodial bridge contract was awarded $3.3 million for 10 months of service and this 3-month extension is estimated to be awarded approximately $1.1 million. Awarding a contract to a new vendor would require a 30-day phase in period which is estimated to be $360,000 for a month of services when considering new personnel may need to be trained on specific installation procedures, transitioning planning, and operational overlap during phase-in and phase-out period. Therefore, the potential duplication of costs is estimated to be $360,000. Awarding a bridge contract to ICMC Alliance, LLC, the incumbent, will avoid a substantial break in service and avoid an additional phase in period prior to the follow-on contract award in June 2026.

The bridge contract for custodial services was set to expire on 31 December 2025. Due to the October 2025 Government Shutdown our progress on the follow-on consolidated contract was delayed. The shutdown halted essential systems personnel and resources required to operate the acquisition office. Therefore, a contract modification (Change Order) was awarded to the 7-month bridge contract to extend the period of performance from 01 June 2025 - 31 December 2025, to 01 June 2025 to 31 March 2026. Thus, the current 10-month bridge contract for post-wide custodial services expires 31 March 2026. Currently, the delay in award is attributed to the pricing and technical team requesting clarification from the potential vendor. A detailed evaluation for price and technical proposal was completed on 19 March 2026. Additional time for the Contract Specialist and Contract Officer to develop negotiations is required to form an in-depth pre-negotiations memorandum and to ensure the final price is fair and reasonable in accordance with FAR requirements. These combined factors delayed the initiation of negotiations and impacted meeting the previously projected award date in March 2026.

Any lapse in providing custodial services would result in unsanitary conditions, disruptions of operations and potential health and safety hazards.

b. Alternatives. Due to the consolidation, any competitive action or sole source action to a vendor other than ICMC Alliance, LLC would take months to award. An 8(a) competitive procurement for such a short performance period would lead to substantial cost duplication that is not expected to be recovered through competition. With performance ending on the current contract on 31 March 2026, there are no other plausible alternatives to prevent a lapse in service other than awarding a bridge contract to ICMC Alliance, LLC. This J&A is necessary because the incumbent graduated from the 8(a) program on 26 March 2025. This contract will be awarded under the authority of FAR 52.217-8 to avoid a break in service.

c. Impact if justification is not approved: The absence of custodial services can have serious consequences including health and safety concerns, non-compliance with regulations, and operational disruptions. Without custodial services, the cleanliness of facilities would deteriorate, leading to accumulation of dirt, dust, and allergens, exacerbating respiratory issues, increased risk of infectious disease transmission due to unclean surfaces and shared spaces, potential pest infestations due to food waste and unsanitary conditions. Failure to maintain clean and safe environments may violate OSHA regulations, particularly those related to: 1) General duty clause (Section 5(a)(1)) requiring employers to provide a workplace free from recognized hazards. 2) Specific standards related to sanitation (e.g., 29 CFR 1910.141). If hazardous materials or waste are not properly managed, it could lead to Environmental Protection Agency Violations (EPA). Additionally, unclean areas may lead to temporary closures of facilities due to health concerns, increased workload for personnel to take on daily cleaning duties and can damage the reputation of the installation. Overall, it is critical to ensure continuity of custodial services to mitigate these risks and disruptions effectively. Custodial services are essential to maintaining a safe and healthy environment at Fort Belvoir.

7. Efforts to Obtain Competition: Though market research indicates additional firms exist with capabilities to conduct the work, awarding a 3-month contract to a new vendor would make a break-in service unavoidable. The MICC-Fort Belvoir posted a sources sought notice on SAM.Gov on 19 May 2025 and received three responses. The intent of the source’s sought notice was to provide information about the interim effort and seek any industry recommendation that could help mitigate startup cost and service breaks that are a significant barrier to competition for a short-term effort. Due to the time constraints involved with procuring this requirement, it is not feasible to promote full and open competition. The current contractor already is equipped with the necessary material, equipment, and labor that is required for this service and familiar with all the facilities, facilities coordinators, points of contact, policies, and procedures of the current Fort Belvoir performance plan. If this interim requirement was procured competitively, there would be an unacceptable delay and break-in service.

8. Actions to Increase Competition: A modification to exercise the option to extend services for three months of the six-month option period is necessary to preclude a break-in-service until the follow-on competitive 8(a) contract, that consolidates custodial requirements, is awarded in June 2026.

9. Market Research: Market Research conducted in May and December 2025 indicates multiple vendors can provide custodial services. The small business administration dynamic small business search identified firms found under the 561720 NAICS that have self-certified their responsibility. These firms may be capable of performing the work; however, due to the time-sensitive need of the requirement, only the incumbent possesses the immediate capability to meet the current schedule. Lastly, failure to award a 3-month extension to the incumbent would result in a duplication of costs. The current vendor is positioned to begin work immediately.

In accordance with Defense Federal Acquisition Regulation Supplement (DFARS)

212.102-70(a), which refers to DFARS 206.104-71(a)(2) and DFARS Procedures, Guidance and Information (PGI) 206.104-71(1), a request sources sought was posted to SAM.Gov on 19 May 2025 for 15 days and received three interested vendor responses.

10. Interested Sources: Three other sources have written to express interest in the acquisition. Sustainable Facilities Management Services, GENCO General Contractors, Corp., and Bloomberg Government are three potential vendors that responded to the sources sought notice. Sustainable Facilities Management Services and GENCO General Contractors are 8(a) certified contractors with reputable past performance and were deemed capable of performing the services. Bloomberg Government was deemed uncapable. Market research indicates that transitioning to a new vendor would incur additional costs, and delays to onboarding, security vetting, and training.

11. Other Facts:

a. Procurement History.

Contract number: W91QV1-25-C-A015 Contractor: ICMC Alliance, LLC Requirement: Janitorial Services Award date: 31 May 2025 Competitive Status: Sole Source, FAR 13.5 PoP: 01 Jun 2025 -31 Dec 2025, 01 Jan 2026 – 31 Mar 2026

Contract number: Contractor: W91QV1-24-C-0048 Contractor: ICMC Alliance, LLC