Sole Source Action: Montana Federal Buildings

This notice is not a request for proposals. The General Services Administration (GSA), Public Buildings Service (PBS) anticipates an award of a contract to Phoenix Management, Inc. (PMI) under the authority of FAR 6.302-1 (41 U.S.C. 3304(a)(1)), “Only one responsible source and no other supplies or services will satisfy agency requirements.” Currently, under Contract No. 47PJ0019D0009, Phoenix Management, Inc. (PMI) provides full facility services (no facilities engineering) at the three Federal buildings in Butte-Bozeman-Billings, Montana. The full facilities services includes operations and maintenance, custodial (except for the Battin U.S. Courthouse), grounds maintenance, landscaping, snow removal, integrated pest management, and other facility related services. A solicitation for this requirement will not be made available through the GPE, but is available upon request.

All responsible sources that believe they can perform these services in their entirety and at a reasonable price must submit a written notification of interest and provide a capability statement no later than May 30, 2025, 10:00 a.m. Mountain Time, which is the deadline for the Government’s receipt of such responses. Any written notice of interest and capability statement must be submitted directly to Tiffany Campbell at tiffany.campbell@gsa.gov. It is solely within the discretion of the Government whether to conduct a competitive process for this proposed action based upon responses to this notice (if any) or to proceed with a procurement process that uses other than full and open competition.

Summary of Proposed Action. The proposed contract action is for full facility services at three Federal buildings in Montana, i.e., Butte (Mike Mansfield Federal Building and U.S. Courthouse, 400 N Main Street, Butte, MT 59701-8866), Bozeman (Federal Building and U.S. Post Office, 10 E Babcock Street, Bozeman, MT 59715-6202), and Billings (James F. Battin U.S. Courthouse, 2601 2nd Avenue North, Billings, MT 59101), for which the Government intends to solicit and negotiate with only one source.

See attached performance work statement for more details.

Period of Performance: The anticipated period of performance for this contract action base requirement is one month (July 1, 2025, through July 31, 2025), with a one-month option (August 1, 2025 – August 31, 2025), and the option to extend services up to six months thereafter.

Contract Type:  The anticipated type of contract is a firm-fixed rice contract.

Set-aside Status: TotalSmall Business

Contractor Capabilities:  Full facility services at three Federal buildings in Butte—Bozeman—Billings, Montana. The identified services include all management, supervision, personnel, labor, materials, equipment, transportation, tools, supplies, subcontracts, and other direct costs to satisfactorily perform the required full facilities services. Equipment and systems the contractor is responsible for include, but is not limited to, the following:

• electrical systems and equipment;
• mechanical systems;
• plumbing systems;
• heating, ventilation, exhaust systems and air conditioning (HVAC);
• fire protection and life safety systems and equipment;
• architectural and structural systems;
• building monitor and control systems;
• storm drainage systems;
• water systems;
• roofing systems;
• boiler systems;
• cooling towers;
• photovoltaic systems;
• maintenance of grounds irrigation systems; and
• dock levelers and garage doors.

For the Government to consider this requirement for a competitive process, any business entity in its response to this proposed contract action must demonstrate that it can perform the full facilities services for the anticipate period of performance and that it has all the capabilities outlined in 1 – 10 below and that it will have them for the entire anticipated contract performance period with only a limited (no more than one week) or no transition period to start the performance of work.

1. provide services for operations and maintenance services, landscaping, grounds maintenance, custodial, snow removal, and integrated pest management;
2. provide a staffing plan to satisfactorily perform the work and have the capability to hire and onboard employees within one week;
3. demonstrate the capability to award subcontracts within a week after the award;
4. provide a snow removal work plan
5. preventative maintenance plan;
6. provide a safety plan;
7. water treatment plan;
8. provide a quality control program;
9. complete thorough review and inspection of all existing systems and equipment to generate a deficiency list; and
10. obtain from the Government background investigations and security clearances for all employees and subcontracted personnel by July 1, 2025.

Justification for Award Using Other than Full and Open Competition: The incumbent contractor, Phoenix Management, Inc., is uniquely positioned to have a competitive advantage that could not be reasonably overcome through a competitive acquisition process. The duration of this contract for bridge services makes it impractical for a new contractor to recover costs at a reasonable and competitive price. Identified costs include processing security clearances, mobilization costs, inspection of existing site conditions, development of a quality control program, and startup costs. Additionally, some of the deliverables (e.g., hiring, award of subcontracts, development of a quality control program, preventive maintenance plan, and security clearances) required to satisfactorily perform the work has long lead times that are impractical for any business entity other than the incumbent contractor. Furthermore, certain unique aspects of the scope for bridge services significant costs and risks for any other contractor other than the incumbent. Phoenix Management, Inc. is already mobilized and is currently performing the same type of work at the facilities and will not incur these initial costs or, at a minimum, has limited exposure to the identified costs and risks to such an extent that it creates a significant competitive advantage.  Accordingly, if the requirement was competed, there is a reasonable expectation that the Government would not receive a proposal from at least one other source that could overcome the incumbents unique competitive advantage.

Other considerations include the importance of continuity of operations at the U.S. Courthouses and other facilities to avoid a lapse in support services. The operations and maintenance, custodial, snow removal, integrated pest management, and other facility support services at these locations are important to the protection of life and safety of building occupants. Additionally, the facility support services are necessary to preserve the value of the asset and ensure efficient and economical operations.

Additional Information:  This special notice shall not be construed as a request for proposal nor a commitment by the Government. The Government shall not be responsible for any costs incurred in response to this special notice.

This notice is not a request for proposals. The General Services Administration (GSA), Public Buildings Service (PBS) anticipates an award of a contract to Phoenix Management, Inc. (PMI) under the authority of FAR 6.302-1 (41 U.S.C. 3304(a)(1)), “Only one responsible source and no other supplies or services will satisfy agency requirements.” Currently, under Contract No. 47PJ0019D0009, Phoenix Management, Inc. (PMI) provides full facility services (no facilities engineering) at the three Federal buildings in Butte-Bozeman-Billings, Montana. The full facilities services includes operations and maintenance, custodial (except for the Battin U.S. Courthouse), grounds maintenance, landscaping, snow removal, integrated pest management, and other facility related services. A solicitation for this requirement will not be made available.

All responsible sources that believe they can perform these services in their entirety and at a reasonable price must submit a written notification of interest and provide a capability statement no later than May 30, 2025, 10:00 a.m. Mountain Time, which is the deadline for the Government’s receipt of such responses. Any written notice of interest and capability statement must be submitted directly to Tiffany Campbell at tiffany.campbell@gsa.gov. It is solely within the discretion of the Government whether to conduct a competitive process for this proposed action based upon responses to this notice (if any) or to proceed with a procurement process that uses other than full and open competition.

Summary of Proposed Action. The proposed contract action is for full facility services at three Federal buildings in Montana, i.e., Butte (Mike Mansfield Federal Building and U.S. Courthouse, 400 N Main Street, Butte, MT 59701-8866), Bozeman (Federal Building and U.S. Post Office, 10 E Babcock Street, Bozeman, MT 59715-6202), and Billings (James F. Battin U.S. Courthouse, 2601 2nd Avenue North, Billings, MT 59101), for which the Government intends to solicit and negotiate with only one source.

See attached performance work statement for more details.

Period of Performance: The anticipated period of performance for this contract action base requirement is one month (July 1, 2025, through July 31, 2025), with a one-month option (August 1, 2025 – August 31, 2025), and the option to extend services up to six months thereafter.

Contract Type:  The anticipated type of contract is a firm-fixed rice contract.

Set-aside Status: TotalSmall Business

Contractor Capabilities:  Full facility services at three Federal buildings in Butte—Bozeman—Billings, Montana. The identified services include all management, supervision, personnel, labor, materials, equipment, transportation, tools, supplies, subcontracts, and other direct costs to satisfactorily perform the required full facilities services. Equipment and systems the contractor is responsible for include, but is not limited to, the following:

• electrical systems and equipment;
• mechanical systems;
• plumbing systems;
• heating, ventilation, exhaust systems and air conditioning (HVAC);
• fire protection and life safety systems and equipment;
• architectural and structural systems;
• building monitor and control systems;
• storm drainage systems;
• water systems;
• roofing systems;
• boiler systems;
• cooling towers;
• photovoltaic systems;
• maintenance of grounds irrigation systems; and
• dock levelers and garage doors.

For the Government to consider this requirement for a competitive process, any business entity in its response to this proposed contract action must demonstrate that it can perform the full facilities services for the anticipate period of performance and that it has all the capabilities outlined in 1 – 10 below and that it will have them for the entire anticipated contract performance period with only a limited (no more than one week) or no transition period to start the performance of work.

1. provide services for operations and maintenance services, landscaping, grounds maintenance, custodial, snow removal, and integrated pest management;
2. provide a staffing plan to satisfactorily perform the work and have the capability to hire and onboard employees within one week;
3. demonstrate the capability to award subcontracts within a week after the award;
4. provide a snow removal work plan
5. preventative maintenance plan;
6. provide a safety plan;
7. water treatment plan;
8. provide a quality control program;
9. complete thorough review and inspection of all existing systems and equipment to generate a deficiency list; and
10. obtain from the Government background investigations and security clearances for all employees and subcontracted personnel by July 1, 2025.

Justification for Award Using Other than Full and Open Competition: The incumbent contractor, Phoenix Management, Inc., is uniquely positioned to have a competitive advantage that could not be reasonably overcome through a competitive acquisition process. The duration of this contract for bridge services makes it impractical for a new contractor to recover costs at a reasonable and competitive price. Identified costs include processing security clearances, mobilization costs, inspection of existing site conditions, development of a quality control program, and startup costs. Additionally, some of the deliverables (e.g., hiring, award of subcontracts, development of a quality control program, preventive maintenance plan, and security clearances) required to satisfactorily perform the work has long lead times that are impractical for any business entity other than the incumbent contractor. Furthermore, certain unique aspects of the scope for bridge services significant costs and risks for any other contractor other than the incumbent. Phoenix Management, Inc. is already mobilized and is currently performing the same type of work at the facilities and will not incur these initial costs or, at a minimum, has limited exposure to the identified costs and risks to such an extent that it creates a significant competitive advantage.  Accordingly, if the requirement was competed, there is a reasonable expectation that the Government would not receive a proposal from at least one other source that could overcome the incumbents unique competitive advantage.

Other considerations include the importance of continuity of operations at the U.S. Courthouses and other facilities to avoid a lapse in support services. The operations and maintenance, custodial, snow removal, integrated pest management, and other facility support services at these locations are important to the protection of life and safety of building occupants. Additionally, the facility support services are necessary to preserve the value of the asset and ensure efficient and economical operations.

Additional Information:  This special notice shall not be construed as a request for proposal nor a commitment by the Government. The Government shall not be responsible for any costs incurred in response to this special notice.