i._W911SE-04-A-006-1U02-11_JA_for_5_month_extension_Redacted.pdf

MICC-FM-J&A-15-004

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Other: N/A

5. Reasons for Authority Cited:

a. Contract W911SA-04-A-0006 (1U02) does not include a phase-out period. This was an oversight when the contract was awarded. MICC Fort McCoy is soliciting for a follow-on contract which is expected to be awarded by 1 May 2015. The current contract took 5 months to phase in when it was awarded. It is expected that it will take the follow-on contract to take approximately the same amount of time. By extending the current contract for 5 months, this will allow for continued services while the follow-on is being awarded and phased in. Phase-in and phase-out will be occurring during the busiest training months at Fort McCoy, which is when most of the short term copier requirements occur. It is not feasible or cost effective to put a short term contract in place as a phase-in/phase-out would still be required.

b. The current contract is awarded off of a CHESS BPA contract. There have not been any delays in the follow-on acquisition. During the acquisition planning for the follow-on, it was found that the current contract did not account for a phase-out. The need for this extension is simply due to an oversight of including phase-in/phase-out in the contract. The follow-on requirement does include phase-in/phase-out.

To solicit and award a short term contract would be costly and would not be in the Government or Contractors best interest. The extension is 5 months long and to phase-in/phase-out a short term contractor would take longer than 5 months. The extension sought is the minimum amount of time necessary to maintain service, ensure a successful phase-out and provide mission-essential service to the installation and Reserve units coming for training. CHESS is a mandatory source that does not allow for leases less than 24 months. Since the requirement is for only five months, the government would be required to pay termination ceiling costs for all devices ordered during this time span.

c. (1) Alternatives: One alternative is to forgo services. This is not a viable alternative as copiers are an everyday need to keep operations at Fort McCoy going. This would also be detrimental to the training mission as there are many Reserve, National Guard and other training units who come to Fort McCoy. These units require the use of short-term copiers for training.

Another alternative is a short term contract for the 5 months. This is not a viable alternative as discussed in paragraph b. above. The 5 months a short term contract would be in effect wouldn’t be long enough for a phase-in/phase-out, much less full performance.

(2) Justification: Extending the current contract by 5 months is the most reasonable and cost effective approach as it 1) provides continuity of services during the busiest training time of the year, 2) provides the services required to keep the Fort McCoy mission running smoothly as well as providing a benefit to training units who choose to come to Fort McCoy for training, and 3) it will provide the smoothest transition in services to the follow-on contractor and avoid termination ceiling costs.

(3) Impact: The Installation requires copy machines on a daily basis for mission requirements.

Disruption of copier services would greatly degrade Fort McCoy mission support activities. This includes the need for short term copier support for outside activities that train and conduct exercises year round here at Fort McCoy.

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6. Actions to Increase Competition: CHESS contracts are the mandatory source for copier service contracts. The current contract was awarded on a copier BPA and the follow-on requirement will be awarded the same way. In addition, a Sources Sought Notice was posted to FedBizOpps on 18 November 2014 to announce that the Government was looking for sources to provide short-term copier leases from 1 April 2015 to 31 August 2015. This notice was posted for 30 days and following are the results:

a. – Contractor is the incumbent. The source’s primary NAICS code matches the contract extension requirement.

b. – The source’s primary NAICS code does not match the contract extension requirement.

c. - The source’s primary NAICS code does not match the contract extension requirement.

d. - The source’s primary NAICS code does not match the contract extension requirement.

e. - The source’s primary NAICS code does not match the contract extension requirement.

None of the responding companies, with the exception of , are able to provide the equipment or services required.

7. Market Research: The five Contractors who responded to the Sources Sought Notice were researched. It was found that four did not have the required NAICS code listed in their SAM registration. Further internet research did not show that the four Contractors had the experience or resources to execute a short-term, mission essential contract. Market research has been completed for the follow-on requirement. The current Contractor is part of the CHESS MFD suite, which is a mandatory source.

8. Procurement History:

Previous Purchase Order(s) or Contract(s): Yes

If "Yes", for each purchase order or contract provide:

Purchase order or contract number: W911SE-04-A-00006-1U02 Was action competed? Yes If action was not competed, state the cited authority, summarize rationale, and describe the actions that were supposed to be taken to increase competition and the results thereof: N/A

9. Additional Information to support the justification. Fort McCoy is has a training mission which results in significant influxes of troops for short periods of time. For example, there will be an influx of 35,000 troops for a two week period in June 2015 for a training exercise. With these training exercises comes the need for short-term copiers that can withstand heavy usage. The current contract is set-up to accommodate for these quick requirements and has effectively executed over the past 5 years. It would be in Fort McCoy’s best interest to extend the contract for 5 months to correctly and efficiently phase-out the current Contractor and phase-in the follow-on Contractor.

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10. Technical / Requirements Certification: I certify that the supporting data under my cognizance which is included in this abbreviated J&A is accurate and complete to the best of my knowledge and belief.

Submitted By:

Position Title: Administrative Officer Email address:

Signature:

Date: 13 February 2015

11. Fair and Reasonable Price Determination: As contracting officer, I hereby determine that the anticipated cost to the Government for this contract action will be fair and reasonable. The techniques identified at FAR 15.404-1(b) were used to ensure fair and reasonable prices. The current pricing, which has been determined as fair and reasonable, will be extended for the additional 5 months.

Contracting Officer Typed Name: Lynn Herrman Date: 19 Mar 2015

12. Reviews: I have reviewed this justification and have no Small Business concerns.

Local Small Business Specialist Typed Name: Date: 26 Feb 15

I have reviewed this justification and find it legally sufficient.

Legal Counsel Typed Name: Date: 13 Mar 2015

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13. Contracting Officer’s Approval: I hereby certify that this justification is accurate and complete to the best of my knowledge and belief. Based on the foregoing, I approve this sole source justification subject to availability of funds, and provided that the services and supplies herein described have otherwise been authorized for acquisition.

SIGNATURE:

DATE: 19 Mar 15 Contracting Officer: Lynn M. Herrman US Army Mission and Installation Contracting Command, Fort McCoy, WI