Extension JOTFOC

Added: Sep 24, 2013 7:59 am  

Justification for Other Than Full and Open Competition, Lease Extension

U.S. General Services Administration

GSA Region 4

Leasing Division - Branch 4PR1B

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

LEASE NUMBER:           GS-04B-44010

PROJECT NUMBER:      3GA0286

Agency Name:                  Defense Contracting Management Agency

1.   IDENTIFICATION AND DESCRIPTION OF ACTION BEING APPROVED.

The Defense Contracting Management Agency (DCMA) currently occupies 37,282 Rentable Square Feet (RSF) at the building known as Lincoln Lake Park II located at 2300 Lake Park Drive S.E., Smyrna, Georgia, 30080-4076 under lease number GS-04B-44010. The current lease expires 4/30/2014. Approval is requested to negotiate a six month extension with the incumbent Lesser without full and open competition for continued occupancy at this leased location.

2.    DECSRIPTION OF THE SUPPLIES OR SERVICES REQUIRED.    

In accordance with planning procedures which require that the tenant agencies in leased space be solicited for continuing needs sufficient time for GSA to compete that need, William Jones, the Leasing Specialist contacted DCMA in October 2012 and requested completion of a Space Request, SF-81 which details agency requirements. DCMA submitted space requirements on 11/1/2012 for 51,894 rentable square feet of space.

The GSA Leasing Specialist and GSA Contracting Officer met with DCMA and conducted the TMP 11/29/2012. During this meeting GSA was made aware that the requirements submitted were incomplete and not vetted by the DCMA - Facilities Management Group. GSA requested clarification and complete program requirements. DCMA resubmitted requirements on 07/25/2013 for 32,282 RSF.

The project was subsequently reassigned to Darrell Jones, who is finalizing the project requirements utilizing the 07/25/2013 requirements and subsequently submitted Agency Special Requirements (ASR).

An extension is needed to protect the Government's occupancy while providing sufficient time to acquire a succeeding lease and to complete the build out of the additional space and possibly relocate the tenant agency.

The estimated cost of the 6 month extension is $265,820.66 ($14.26 PRSF).

There is Government controlled space located at the Summit Federal Building, Atlanta, GA; however the GSA is contemplating disposal of the Summit Federal Building from the federal building inventory. Additionally, the available and/or uncommitted space at the Summit Federal Building is not contiguous, and if GSA were not to dispose of the building, the decision to offer space is contingent upon HUDs decision to vacate the building. Until the decision surrounding the potential disposal is made, space cannot be offered to DCMA as BA54 funding to complete a build out cannot be programmed.   

3.    IDENTIFICATION OF STATUTORY AUTHORITY.

41 U.S.C. 253(c) (1): Only one responsible source and no other supplies or services will satisfy agency requirements.

4.    DEMONSTRATION THAT THE ACQUISITION REQUIRES THE USE OF THE AUTHORITY CITED.

As demonstrated herein, "Only One Responsible Source" available in the best interest of the Government. This one source is uniquely qualified as the space is immediately available and is already constructed to meet the agency's unique requirements, and with no disruption to the agency or associated moving costs. The economic benefit to remain in the space is to save relocation cost, disruption, and initial build out costs, which is not expected to be recovered over the short extension.

This request for an extension is necessary for the DCMA's continued occupancy. To expect to find a Lessor who would renovate the required space for 6 months at a reasonable rental rate is not realistic. To move an agency twice within this short amount of time is both expensive and inconvenient for the interest of the Government. This action is not the result of failure to plan on the part of the Leasing Division personnel.

5.    DESCRIPTION OF EFFORTS TO SOLICIT AS MANY OFFERS AS PRACTICAL.

No formal offers were solicited for this extension based on the fact that we are waiting on a decision on the disposal of the Summit Federal Building.

6.    DESCRIPTION OF MARKET RESEARCH CONDUCTED.

On 05/20/2013, market research was conducted by the previously assigned Leasing Specialist resulting in the determination that the market range for this agency's requirement in Smyrna, Georgia is between $14.00 - $19.00 per rentable square foot per annum. Market information was also obtained from local real estate management firms that have active government leases within the agency's delineated area.

7.    OTHER FACTS SUPPORTING USE OF OTHER THAN FULL AND OPEN COMPETITION.

The current lease expires 04/30/2014, and an extension is necessary to provide continuity of operations. If GSA were not to extend the lease, the lease would expire and the agency would become a Holdover tenant which has the potential for additional legal ramifications, and can result in ultimate higher rental payments from lack of Governmental negotiating position.

8.    LIST OF SOURCES THAT EXPRESSED INTEREST IN THE ACQUISITION.

None.

9.    STATEMENT OF ACTIONS TO OVERCOME BARRIERS TO COMPETITION.

A succeeding lease action will be used to satisfy DCMA's requirement. DCMA has been advised of this action. Agency requirements supporting the justification for other than full and open competition are certified as accurate and complete.

10.   TECHNICAL REQUIREMENTS PERSONNEL CERTIFICATION.

I certify that the supporting requirements data used to form the basis of this Justification are complete and accurate to the best of my knowledge and belief.

 

PREPARED BY: Darrell L. Jones (4PR1B)                                    

                         Leasing Specialist

 September 23, 2013

 

11.   CONTRACTING OFFICER CERTIFICATION AND DETERMINATION THAT THE ANTICIPATED COST WILL BE FAIR AND REASONABLE.

Recent market research conducted by the GSA Leasing Specialist in Atlanta, GA for comparable properties showed that the rental rate within the area for those properties ranges from $14.00 - $19.00 per RSF. Additionally, it is anticipated that the Government will save duplication costs which it could not reasonably expect to recover through full and open competition.

 

CERTIFIED:     Maria Dent (4PR1B)                                                                                   CONTRACTING OFFICER/SECTION CHIEF

 September 23, 2013