unusual & compelling PFO em gen.pdf

NATIONAL GUARD BUREAU

UNITED STATES PROPERTY AND FISCAL OFFICE

FOR THE U.S. VIRGIN ISLANDS

RURAL ROUTE 2, BOX 9200

KINGSHILL, VI 00850-9731

VING-PFO-PC 6 January 2020

MEMORANDUM FOR RECORD

SUBJECT: Justification for other than Full and Open; Unusual and Compelling Repair to USPFO Backup

Power Generator

This justification is prepared in accordance with FAR 6.303-2.

Integrated Personnel and Pay System – ARMY (IPPS-A) is a new system rolled out by Department of

Defense and it effects Service Member pay. If the required data is not completely transferred by the appointed time in February, it could result in severe impact to Service Member pay ranging from missed pay, no pay, or even paying into a wrong account.

The Virgin Islands National Guard (VING) will be experiencing a period of time where National Guard

Headquarters (NGB) will initiate this new program and will be pulling data from the main servers from the

US Property & Fiscal Office (PFO). This is a schedule that cannot be changed due to the large scale operations. Several of the armed services have already made the transfer and National Guard Bureau is finished in March with the end of phase ten. There are ten phases of transfer for the entire 54 states and territories and the VI is in the ninth phase and cannot be moved into any other part of the schedule because

National Guard Bureau had already set the parameters with Big ARMY. The time it would take to obtain the signatures to move the schedule is longer than the schedule left.

The testing phase will begin approximately 10 February 2020 and will require that no power interruption take place or it could cause data transfer to falter and result in data corruption, unreadable data, or even lost data concerning service member pay information. Training begins on 14 February; the GO LIVE date is 25

February 2020 and all data transfer must be complete and successful.

It was then that the Construction and Facilities Management Office (CFMO) was informed that the PFO generator repairs needed to be expedited and to develop a scope of work for the required repairs for

Purchasing & Contracting (P&C). February 3, 2020, the NGB team moves into the area in order to begin the preliminary set up. The absolute completion date for this repair is 6 February 2020 as the cutover team arrives on 10 February.

This situation is such that there cannot be a power interruption during this critical process. It is imperative that the generator runs and the Automatic Transfer Switch (ATS) is functional. The transfer of data will take approximately four days.

The PFO generator requires repair of a regulator and installation of the ATS in order to maintain sure power during the installation of the software. The period of performance is estimated to take approximately 8 days.

Per FAR 6.302-2 Unusual and compelling urgency, the Government would experience detrimental results if the power should fail during the phases of software installation and the generator not be prepared to take over. The local contractor base is familiar with the WAPA issues, the logistics of replacement parts and availability here on island, would also be immediately available to start work without major mobilization, already have local business licenses, and already have established understanding of our customs and duties offices. This is something that the stateside contractors do not have to deal with and has, in the past, caused delays with materials being delayed in customs.

Per DFARS 206.302-2 and PGI 206.302-2(b)(ii), this requirement is unusual and compelling and does not allow for a 30 day solicitation. It will not be synopsized per FAR 5.202(a)(2) Exceptions. However, the justification will be posted to the Government Point of Entry (GPE) within 30 days of award per FAR

6.305(a).

Per FAR 6.302-2(c)(2) This statutory authority requires that agencies shall request offers from as many potential sources as is practicable under the circumstances; at least six local contractors have been contacted and offered the opportunity in order to minimize delay of repairs due to geographic constraints for other vendors from off-island.

With the IGE and the identified contractors, I have confidence that they will provide a response base such that a determination of fair and reasonable can be made. We have had generators repaired in the past as well as ATS purchased and installed. Those prices were taken into consideration when formulating the IGE.

The market research consisted of my personal knowledge of the contractor base and their capabilities as well as searching SAM.gov and the Small Business Dynamic search tool for additional contractors with the identified NAICS code for this requirement. The following NAICS were used when searching:

238210

335311

221118

238990

This justification is accurate and complete to the best of my knowledge and belief.

If you have any questions, please call Donna Prock at (340) 712-7856.

Sincerely, Donna R. Prock

SSG, VING

Contracting Officer