Techwerks_Justification_for_an_Exception_signed12.20.18.pdf

DEPARTMENT OF VETERANS AFFAIRS

Office of Acquisition Operations Strategic Acquisition Center – Frederick

321 Ballenger Center Drive, Suite 125 Frederick, MD 21703

Justification for an Exception to Fair Opportunity FAR 16.505(b)(2)(i)(C) – Logical Follow-on

1. Identification of the agency and the contracting activity.

This Justification for an Exception to Fair Opportunity is executed by the Strategic Acquisition Center in Frederick, Maryland on behalf of the Department of Veterans Affairs (VA), Veterans Benefits Administration (VBA), Veterans Relationship Management (VRM) Contact Center Modernization (CCM) Veterans Experience Office (VEO).

2. Nature and/or description of the action being approved.

This action is a non-competitive award (sole source) as a modification to contract VA119A-15- D-0011 Task Order VA119A-16-J-0382 with TechWerks, LLC (TechWerks), a Service- Disabled Veteran-Owned Small Business (SDVOSB), for the procurement of the delivery of web-based training (WBT) modules and other training aids, and as well as facilitate instructor led training (ILT) in a virtual or on-site capacity. These deliverables are developed as a collaborative effort between the Multi-Channel (MCT) team; the developer of Customer Relationship Management (CRM) and Knowledge Management (KM) functionality; Operations and Maintenance; and the Hosting vendor.

3. A description of the supplies or services required to meet the agency’s needs (including the estimated value).

This effort is for continued development and delivery of web-based training materials and modules for VA call center personnel. The proposed follow-on order and subsequent option period would allow the current vendor, TechWerks, to continue providing full support of the training activities to include: a continuation of the development of CRM and KM curriculum for WBT and learning assessments; CRM and KM training support materials such as exercises, job-aides and “tips and tricks” guides; CRM and KM simulations and WBT modules for standalone use; leading and participating in virtual or in-person training sessions; and development and participation in Sprint Reviews and super user workshops. Sprint Reviews are conducted every three weeks to demonstrate recently developed system functionality and super user workshops are conducted as working sessions for a specific piece of system functionality to align the needs of business experts with their business lines.

The total estimated value of the proposed action is $4,700,000.00; the period of performance is from February 01, 2019 to November 29, 2020. Levels of effort for several of the tasks addressed in the Performance Work Statement have been revised from the original contract.

Several deliverables, seemingly unknown at the time of the base award, are more defined.

Strategic Acquisition Center – Frederick

4. An identification of the exception to fair opportunity and the supporting rationale, including a demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the exception cited.

The exception to fair opportunity for this procurement is applicable under FAR 16.505 (b)(2)(i)(C) which allows the order to be issued on a sole-source basis in the interest of economy and efficiency because it is a logical follow-on to an order already issued under the existing contract which was subject to Multiple Award Fair Opportunity (MAFO) solicitation procedures at the time it was competed.

VRM’s ongoing transition from VBA to VEO under the MyVA Task Force, an initiative to improve the Veteran experience while accessing VA service, is integral to VEO and VRM.

Implementing CRM for VA Call Centers, a main entry point for Veterans wanting to access service or benefits, are critical for VEO success.

Under the current task order there is shifting system development, testing, and deployment schedules for functionality which impacts the development and deployment schedule for WBTs and other training needs. The current vendor meets the agency’s demand of producing all training resources in this agile environment. Critical foundational work towards predetermined enhancement has already commenced, and additional efforts are being introduced such as deploying critical training modules and ILT for the White House Hotline. The vendor understands all stakeholders, has obtained and maintains access to a variety of IT environments, knowledge of 508 compliance and the Training Management System (TMS).

Therefore, changing vendors at this juncture would impact ongoing upgrades, release modifications, and improvements to CRM software that will be undertaken throughout the current and next Fiscal Year. A delay due to a change in vendor and a delay in the above mentioned could negatively affect the Veterans’ access to service or benefits causing undue hardship. Completion and implementation of these comprehensive and technical web-based training modules will have a positive impact on the Veteran’s experience as they interact with VA call center services.

This action will be completed as a modification, because the current order can be extended without exceeding five years and would not necessitate updated PIV card information and in processing.

It is in the best interests to the VA to award a follow on to TechWerks to maintain continuity and efficiency of services, avoid additional costs in securing and on-boarding new resources through a new contract, and, most importantly, avoid delays in training disparate resources nationwide.

5. A determination by the contracting officer that the anticipated cost to the Government will be fair and reasonable.

Strategic Acquisition Center – Frederick

The Contracting Officer estimates that the award can be made at a fair and reasonable price that offers best value to the Government. The VA possesses ample historical pricing information that can be used to determine whether the proposed price is fair and reasonable and, depending on the Contracting Officer’s analysis of the proposed price, to further negotiate the proposed price. Further, TechWerks has already competed and has been awarded a contract with the VA for similar services It is likely that the vendor will again be able to submit an offer providing the best value to the Government. Most importantly, the Contracting Officer will not award this modification without first determining that the proposed price is fair and reasonable and the offer represents best value.

6. Any other facts supporting the justification.

The follow-on order modification remains in scope with the original order, but requires additional time to meet the predetermined enhancement release schedules for each business line. The period of performance, including a proposed 10-month option period, will not exceed five years nor exceed the period of performance for the IDIQ.

The Base Contract, VA119A-15-D-0001, also provides guidance concerning fair opportunity exceptions when awarding task orders in Section B.1 Contract Administration Data; B. Task Order Procedures. The applicable exception referenced is (c) which provides the authority to issue a logical follow-on to an order already issued under the contract.

7. A statement of the actions, if any, the agency may take to remove or overcome any barriers that led to the exception to fair opportunity before any subsequent acquisition for the supplies or services is made.

The VA has now and likely will continue to have a need for program management services like those in the existing contract. Although an exception to fair opportunity is needed for this order modification, it is reasonable to expect that new and developing requirements will necessitate future procurements and allow for competition, overcoming the barriers that led to this exception. In addition, with the award of Veteran Enterprise Contracting for Transformation and Operational Readiness (VECTOR) and the end of ADVISOR, all services will likely transition over to the VECTOR vehicle for future competition.

Strategic Acquisition Center – Frederick

8. Contracting Officer Certification:

Pursuant to FAR Subsection 16.505 (b)(2)(ii)(B)(8), I certify that this justification for modification to contract VA119A-15-D-0011 Task Order VA119A-16-J-0382 is accurate and complete to the best of my knowledge and belief.

Tara Flores Date Contracting Officer Strategic Acquisition Center – Frederick

9. Technical Representative Certification:

Pursuant to FAR 16.505 (b)(2)(ii)(B)(9), I certify that any supporting data that is my responsibility and which forms a basis for the justification is complete and accurate to the best of my knowledge and belief.

Edgardo Martinez Date Senior Management Analyst Office of Facilities, Access and Administration

10. Agency Competition Advocate Certification/ Approval:

Pursuant to FAR 16.505 (b)(2)(ii)(C)(2), the Agency Competition Advocate signature below meets the justification approving authority requirements in accordance with FAR 16.505 (b)(2)(ii)(C)(2). I certify that this justification is accurate and complete to the best of my knowledge and belief and approval is thus provided.

Clint Druk Date Agency Competition Advocate

12/19/2018