Indefinite Delivery / Indefinite Quantity (IDIQ) Repair and Alterations (R&A) Contract for minor repairs and tenant finish projects.

Justification for Other than Full and Open Competition Denver Federal Center, Service Center Contract Number: GS-08P-08-JA-D-0018 1. Identification and description of action being approved: The Denver Federal Center Service Center proposes to increase the maximum order limitation under the subject IDIQ contract for Option Year IV, May 15, 2012, through May 14, 2013. This increase covers the remaining performance period of February 1, 2013 through May 14, 2013 and will be accomplished through use of other than full and open competition procedures. 2. Description of supplies or services required: The proposed modification is in support of Contract number GS-08P-08-JA-D-0018, Indefinite Delivery / Indefinite Quantity (IDIQ), Repair and Alterations (R&A) Contract for the Denver Federal Center Service Center, Lakewood, Colorado. This is a line item IDIQ contract for minor repairs and tenant finish projects on the Denver Federal Center under $100,000 per task order. The vast majority of work performed under this contract is moving or installing gypsum board walls, painting, laying carpet, fire protection, minor electrical work and installing acoustical ceiling systems. The IDIQ contractor is located on site at Building 41 adjacent to the Denver Federal Center Service Center allowing for rapid deployment and delivery of projects for emergent and sensitive requirements. 3. Identification of statutory authority: The statutory authority permitting other than full and open competition is 41 U.S.C. 253(c)(2) as implemented by FAR 6.302-2, Unusual and Compelling Urgency. 4. Demonstration that the acquisition requires use of the authority cited: The increase in the maximum order limitation for Option Year IV is considered urgent and compelling based on the fact that if this increase is not approved, the Denver Federal Center Service Center (DFCSC) will not be able to provide critical repairs and alterations in a timely manner as required. This inability will affect the overall performance at the Denver Federal Center Service Center. A medical condition caused the recent retirement of the Contracting Officer for this contract and subsequently, the roles and responsibilities for the management of the IDIQ Contract were not clearly defined in a timely manner. The loss of a critical project team member and the failure to adequately track the total Maximum Order Limitation (MOL) for Option Year IV led to the DFCSC Project Management Team scoping and defining six projects estimated to be worth a total of approximately $180,000. Tenant agency funding has been secured in a reimbursable work authorization (RWA) based on the proposals provided by the IDIQ Contractor's rates and costs. Without an increase to the MOL for Option Year IV, the DFCSC anticipates having to request schedule and monetary increases from the tenant Agencies. The present Repair and Alterations Contract allows for a maximum order limitation in the amount of $750,000 for Option Year IV. To date, the total amount obligated on this contract is $735,000 (within $15,000 of being fully obligated). It is anticipated that an increase in the MOL will be required to cover repairs and alterations for the remainder of Option Year IV due to potential unforeseen conditions and other change orders on existing task orders as well as the scoped and defined projects already estimated by the IDIQ Contractor to include the following: - Building 41 US Bank Refurbishment $23,000 - Building 41 OPM Remodel $60,000 - Building 25 NIOSH Tenant Improvement $33,000 - Building 41 Dry Erase Walls for Collaboration $7,000 - Building 85 Insulation $3,000 - Building 810 BMS TI $15,000 - Building 810 HR TI $40,000 - Total Project costs $181,000 It is anticipated that an additional $200,000 is needed to cover the remainder of Option Year IV. This total includes $181,000 for the proposed projects and a 10 percent contingency for possible changed orders for unforeseen conditions on the awarded task orders. If this request is not implemented immediately, the Denver Federal Center Service Center will not be able to accomplish needed repair and alterations in a timely manner and will add additional cost to the previously defined projects. Additional cost and schedule impacts for these projects are anticipated as follows: - Since a proposal for each project had already been requested from the current IDIQ Contractor, they had a reasonable expectation of performing the projects. There is no mechanism to fairly compensate the Contractor for the time and effort to submit the proposal if the task order is not awarded to the current IDIQ Contractor. - All budgetary funding requests will have to be resubmitted to reflect an alternate acquisition strategy leading to a duplication of work for all involved in the approval process and schedule causing delays due to internal and external routing of budgetary request documents. - The current IDIQ contractor maintains an office area and management staff saving GSA mobilization fees and limiting overhead costs. It is anticipated that proposals from alternate offerors will be higher due to increased overhead costs. - An offeror unfamiliar with the Denver Federal Center will need to provide proposals that require a rapid turnaround that may result in inaccurate pricing. - The previously scoped and defined projects will have to be formally solicited to another offeror and the Contracting Staff will incur additional workload to solicit these projects using a solicitation process in lieu of a task order process. - Additional site visits will be required with alternate offerors that would involve the tenant agency attending a site visit again. - GSA's mission is to provide superior customer service in a timely manner. Without this extension, we will be unable to provide this level of timely service to our tenant agencies. Any delays in acquisition will impose a hardship for our tenant agencies on the Denver Federal Center. Therefore, it is requested that the maximum order limitation for the remainder of the option year be increased by $200,000 from $750,000 for a total of $950,000. 5. Demonstration that the anticipated cost will be fair and reasonable: The required additional repair and alteration projects will be awarded under the same line item pricing structure for the IDIQ Option Year IV consistent with the current contract. These prices were arrived through negotiations with an 8(a) set-aside contractor and were determined to be fair and reasonable. 6. Description of the market survey conducted: A market survey will not be conducted since the work will be performed under the same line item pricing structure for the IDIQ Option Year IV consistent with the current contract. 7. Other facts supporting the use of other than full and open competition: The Public Buildings Service and the Denver Federal Center Service Center Division's standard of providing quality and timely service would be negatively affected as discussed above in Section 4. Due to the failure to correctly track the MOL, six projects have been scoped and proposed upon by the existing IDIQ Contractor. We anticipate cost and schedule overruns as well as an increase in Government Associates' workload if the extension is not granted. The DFCSC cannot award a new Repair and Alteration IDIQ line item contract in a short timeframe due to the upfront work required to ensure a quality contract that meets our needs efficiently. The DFCSC is working on a new R&A IDIQ contract, but the specifications need to be reviewed and evaluated, the description of the line items need to be rewritten, and several line items need to be deleted or added or combined into assemblies. The expectation was to extend this existing IDIQ contract for up to six months starting May 15, 2013 to accommodate these changes. 8. Statement of actions to overcome barriers to competition: The Denver Federal Center Service Center has taken steps to ensure that an increase to the MOL will not be sought for the future line item IDIQ contract. We now have representatives from the Project Management and Contracting teams tracking the MOL, so that the information is known by more than one individual. This redundant tracking will eliminate the risk that an illness or other incapacitation will cause a similar breakdown in our processes and the service center will be better able to strategically utilize the line items within the MOL. 9. Contracting Officer's Certification: This justification for other than full and open competition to increase the MOL for Option Year IV of this contract is accurate and complete to the best of my knowledge and belief. No additional supporting data is required to form the basis for this justification in accordance with FAR 6.302, "Circumstances Permitting Other Than Full and Open Competition."