Campbell_Ext_JnA_(05APR17)_(005)_Redacted.pdf

JUSTIFICATION & APPROVAL

FOR

OTHER THAN FULL AND OPEN COMPETITION

FOR

Preventative Maintenance & Repairs Services

Department of Defense Education Activities (DoDEA) Facilities

Fort Campbell, Kentucky/Tennessee

(W91236-12-D-0030)

Brymak & Associates, Inc.

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION

10-Jan-17 Page 2 of 6

1. CONTRACTING AGENCY:

The U.S. Army Corps of Engineers Contracting Office, Norfolk Contracting District, 803 Front Street, Norfolk, Virginia 23510.

2. DESCRIPTION OF ACTION:

The action being proposed is a four (4) month contract extension under Federal Acquisition Regulation (FAR) clause 52.217-8, which is included in the contract. The Government intends to unilaterally exercise a modification to Contract No. W91236-12-D-0030 to extend the preventative maintenance contract services for a period of up to four (4) months. The purpose of the modification is to ensure that there is no lapse in critical maintenance and repair services in support of the Department of Defense Education Activity (DoDEA), located within the Fort Campbell, KY while a new competitive contract is solicited and awarded.

Although FAR clause 52.217-8 was included in the contract, the extension prices were not evaluated in the original solicitation, therefore this Justification and Approval is required in order to execute the option to extend services.

The action being proposed is a sole source unilateral extension under FAR Clause 52.217-8 of the current maintenance and repair services contract with Brymak & Associates for four months from 30APR2017 to 24AUG2017. The contract price for Option Year 4 of prorated on a monthly basis is

, therefore a four month extension shall cost . Funding will be provided for the required maintenance services in support of DoDEA Schools approximately as soon as possible.

The services provided under this proposed contract extension encompass a wide range of facilities services such as operation and maintenance of heating and cooling systems, air condensers, kitchen equipment, facility control systems and other critical facility management services. Brymak & Associates, Inc.

(Brymak) through the issuance of Contract No. W91236-12-D-0030, is currently performing and successfully providing preventative maintenance and repair services in support of DoDEA Schools in the Fort Campbell, Kentucky area. The contract will expire 30 April 2017. Due to numerous considerations, the Government will be unable solicit and award a new preventive maintenance and repair service contract prior to the expiration of the existing Brymak contract described above. As there is not sufficient time to fully and openly compete the required services, the Norfolk District determined that Brymak’s contract must be extended in accordance with FAR 52.217-8 in order to ensure that is not a lapse in critical facility maintenance services at the start and for the full duration of the upcoming school year. Ultimately, this proposed action is necessary to limit possible life, health, and safety risk at the DoDEA schools in the Fort Campbell, Kentucky/Tennessee area. This action is identified solely as a means to provide DoDEA primary and secondary schools within the Fort Campbell, Kentucky/Tennessee area with the required facilities services necessary to ensure the health and safety of all students and teachers.

Since the proposed contract extension is intended to serve only as an interim/bridge contract, the maximum period of performance for the action will not exceed four (4) months. In fact, the extension will be based upon a monthly rate for the specific services so that the contract period may be reduced if a new contract is solicited and awarded as described below during the four (4) month period.

3. DESCRIPTION OF SERVICES:

The Department of Defense Education Activity (DoDEA) provides a comprehensive education program, grades Pre-Kindergarten (Pre-K) up to and including High School in some areas for eligible dependent children of Department of Defense personnel. The work for this requirement includes preventive maintenance, on-demand execution of maintenance, minor repair work and incidental construction requiring carpentry, masonry, painting, plumbing, electrical, heating, ventilation and air conditioning, fire protection, metal work and roofing for DoDEA facilities located at Fort Campbell, Kentucky/Tennessee.

The work included in the action consists of providing up to four (4) months of preventative maintenance services only in support of DoDEA schools located in the Fort Campbell, Kentucky/Tennessee. The services

10-Jan-17 Page 3 of 6 provided under this proposed contract encompass a wide range of facilities services such as operation and maintenance of heating and cooling systems, air condensers, kitchen equipment, facility control systems and other critical facility management services.

The intent of the services performed under this contract extension is to operate and maintain critical systems in DoDEA facilities while identifying and diagnosing problems and potential equipment failures.

While the contract includes general maintenance activities and also includes ensuring all equipment is properly operation and controlled, alarms are initiated to protect systems and equipment, and systems can be evaluated and monitored from a central location. Ultimately, the services under this proposed action are critical to ensuring the safe operation of DoDEA School facilities located in the Fort Campbell, Kentucky /Tennessee area. The services are also a necessary mechanism to timely resolving problems, identifying risks, and preventing possible issues such as fire hazards, failures of a major utility system, ruptures, leaks, or overflows of interior water lines, emergency power generation failures, or other situations that directly cause damage to the facility or result in life, safety or health risks to students and teachers utilizing the DODEA school facilities located in the Fort Campbell, Kentucky/Tennessee area.

4. AUTHORITY CITED:

FAR 52.217-8 – Option to Extend Services 10 U.S.C. 2304(c)(2), as implicated by FAR 6.302-2, Unusual and Compelling Urgency

5. REASON FOR AUTHORITY CITED:

(1) Background: The DoDEA Schools Program is a fast-moving and highly visible program with high level Congressional interest. The goal of the Sustainment, Restoration, & Modernization (SRM) Program is to keep the inventory of DoDEA facilities in good working order, and includes regularly scheduled adjustments and inspections, preventative maintenance, and emergency response and service calls for minor repairs. It also includes major repairs or replacement of facility components throughout the life-cycle of these facilities. Those schools at Fort Campbell are maintained in order to provide a superior learning environment and high quality education to the United States’ military dependent children.

(2) Justification:

The services provided by Brymak & Associates under contract W91236-12-D-0030 are currently in the final option year of a five year contract. In order for Norfolk District to replace this contract such that services do not lapse the current contract will be required to be extended by four months, from 30 April 2017 to 29 August 2017. This extension will provide Norfolk District sufficient time to complete the acquisition.

(3) Impact: If this Justification and Approval is not approved, there will be unacceptable delays, lapse of services for DoDEA’s schools, and increased maintenance costs as systems go without preventative maintenance. DoDEA does not have the personnel with technical expertise to perform these services in the absence of support from a Contractor. This is especially concerning considering that the DoDEA schools in the Fort Campbell area will be in session throughout the period associated with this proposed contract extension is unacceptable. If a school were to close unexpectedly, the impact would be far greater than just adversely impacting the children’s education; a school closure would also result in a second-order adverse impact on the respective installation’s mission.

As previously mentioned, DoDEA does not have available personnel with technical expertise or capability to perform the services required under the contract if there is a lapse in service. The local installation DPW also does not provide facility engineering support to the facilities covered under this proposed action.

Accordingly, there would be a complete lapse in services if the Justification and Approval is not approved which would reflect poorly on the government.

A lapse in services would likely result in increased future repair and maintenance cost associated with DODEA facilities with the Fort Campbell are since critical operating systems would be functioning without

10-Jan-17 Page 4 of 6 necessary operations, maintenance and inspections. If this four (4) month contract extension for preventative maintenance services is not approved, it is possible that some of the systems and equipment (e.g., mechanical, electrical, kitchen equipment, etc.) which fall under the requirements of this contract will fail to operate correctly and safely.

Failure of a system in a school may result in multiple issues with a broad range of outcomes from an unsuitable educational environment to possible dire life, health or safety consequences. Some examples include:

• System will be switched from heating mode to cooling mode during this four (4) month interim/bridge contract. Since of most of the systems are unable to automatically adjust modes due to age, the contractor will be required to manually perform the cool to heat switch. During such switch, Brymak will be responsible for adjusting pumps, aligning motors, replacing couplings, and setting the system for optimal operation during the cold weather months. If this action is not completed, the facilities under this contract will not be air-conditioned and such facilities may be forced to close due an unsuitable and/or unsafe education environment.

• Chiller and units will be inspected with filters replaced, glycol added, oil changed, and sensors calibrated during this four (4) months period of performance. These activities are essential to ensuring that dust and other particulates do not permeate and clog these systems thereby causing inefficient operation and/or system failure. Inefficient operation and/or system failure may result in a lack of cooling for the facilities under this contract and may force closure of such facilities due to unsuitable and/or unsafe educational environment. Furthermore, inefficient operation and/or system failure may result in an environment predisposed to mold, mildew, and other microbial, which are a major cause for health concerns. Should there conditions occur at the DODEA school facilities in the Fort Campbell area, the facility would need to be immediately closed until that issue is remedied.

• Kitchen equipment will be regularly maintained and have semi-annual and quarterly inspections conducted during the proposed contract’s period of performance. Such activities include filter changes, hood cleaning, burner adjustments, systems defrost, cleaning, etc. If these services and inspections are not conducted, then kitchen equipment will be required to shut down which will either for DODEA to contract with outside agencies to provide meals for its students or to not offer meals at the schools.

• In support of providing a safe educational environment, the contractor will be responsible for adjusting and calibrating DDC systems and all DODEA facilities are functioning correctly an safely. If DDCs are not regularly maintained and inspected, respective portions of, or in some cases the whole school, could be shut down due to health and safety concerns. In fact, the failure inspect and maintain the DDC systems (main building controllers, unit and central plant controllers, alarms, pumps, etc.) could result in dire life and safety concerns.

In short, the facilities services to be performed under this proposed contract extension are critical to the continued operation of DoDEA schools with the Fort Campbell, Kentucky/Tennessee are and are essential to ensuring a safe, comfortable educational environment. Approval of the Justification & Approval for a sole source extension of the current contract would avoid the unacceptable delays predicted above and would enable USACE to meet DoDEA’s educational and operation requirements and provide maintenance services to DoDEA schools at Fort Campbell.

10-Jan-17 Page 5 of 6

6. EFFORTS TO OBTAIN COMPETITION:

Over the next several months and partly during the existing contract extensions, Norfolk District will compete the replacement contract. Depending on the sources sought results, this replacement contract will likely be set aside for a small business, based on past history for same or similar work.

7. ACTIONS TO INCREASE COMPETITION:

Over the next nine months and partly during the existing contract extensions, Norfolk District will compete the replacement contract. Depending on the sources sought results, this replacement contract will likely be set aside for a small business, based on past history for same or similar work.

8. MARKET RESEARCH:

A Notice of Intent to extend the current contract was posted on 30NOV2016 and published for the required fifteen days on Federal Business Opportunities. Past history and market research indicates that there are contractors with maintenance experience, however given the length of time until the existing contract expires in APR2017, Norfolk District will not be able to solicit and award a replacement contract in a timely fashion, causing a lapse in services.

This Justification and Approval for other than full and open competition will be made publicly available on the Federal Business Opportunities website.

9. INTERESTED SOURCES:

Results from the published Notice of Intent synopsized on 30NOV2016 resulted in no responses.

10. OTHER FACTS:

The contract price for Option Year 4 of prorated on a monthly basis is , therefore a four month extension shall cost .

The proposed four (4) month period of performance associated with this action will only be utilized to the extent necessary.

10-Jan-17 Page 6 of 6

11. TECHNICAL CERTIFICATION:

I certify that the supporting data under my cognizance which are included in the justification are accurate and complete to the best of my knowledge and belief.

Chief, DoDEA Program Manager

12. REQUIREMENTS CERTIFICATION:

I certify that the supporting data under my cognizance which are included in the justification are accurate and complete to the best of my knowledge and belief.

Chief, DoDEA Program Manager

13. FAIR AND REASONABLE COST DETERMINATION:

I hereby determine that the anticipated cost or price to the Government for this contract action will be fair and reasonable." Proposed prices will be compared to the independent government estimate that has been developed using historic costs for similar DoDEA type projects. Certified cost or pricing data will be requested if determined to be necessary.

Contracting Officer

14. CONTRACTING OFFICER CERTIFICATION:

I certify that this J&A is accurate and complete to the best of my knowledge and belief.

Contracting Officer