Office of Human Resources Employee Mobility

PR B59-0004-16-Z Date: 25 May 2016 Control No. JA-0001-16 1. Contracting Agency and Activity. Defense Intelligence Agency Virginia Contracting Activity 200 MacDill Blvd., Bldg. 6000 Bolling Air Force Base Washington, D.C. 20340-5100 2. Nature and/or Description of the Action being approved. In September 2013, the Defense Intelligence Agency (DIA), Office of Human Resources (OHR), competitively awarded Task Order HHM402-1 l-D-0002/0008 to Booz, Allen, Hamilton (BAH) under the Solutions for Intelligence Human Capitol (SIHC) Indefinite Delivery Indefinite Quantity (IDIQ). The task order period of performance consisted of one base year and four options, the last of which was scheduled to expire on June 15, 2018. The title of this Task Order is Employee Mobility and Standardization. The existing Task Order provides core HR services and support (PAR processing, HR staffing services, benefits, hiring processing, and etc). DIA was set to exercise Option Year III of the current task order on 15 June 2016. However, in January 2016, the Government Accounting Office (GAO) issued a ruling that affects the ability of any remaining services under an existing task order to continue via an exercise of an option if the main IDIQ has expired. The main IDIQ has expired as of 7 April 2016. DIA was notified of the GAO Decision in Feb 2016, and attempted to take steps to identify which contracts would be affected by ruling. At the same time DIA was already committed to providing resources help with the processing of other mission critical requirements and it's own internal audit process. As a result some contract actions were not immediately identified until after a restructuring of resources had taken place. As such we must seek acquisition alternatives to exercising an option. Acquisition Alternatives: The only viable choice is to maintain continuity of service through award of a sole source contract to BAH for a total period of six months (3-month base and one 3- month option as a contingency option to facilitate a competitive award and transition on the follow-on contract). This would provide sufficient time for the government to execute threshold planning to potentially transition to a new contractor necessitated by the open competition of the follow-on contract. UNCLASSIFIED//FOUO l 3. Description of Supplies or Services The scope of work for this requirement is to provide HR services for DIA at an estimated cost of $800,000.00 for the 3-month base contract period, and $800,000.00 for one 3-month option period. Total estimated cost would be $1,600,000.00 if both the base period and option period Iwere executed. This will allow the DIA's OHR to provide core HR services and processing to DIA customers. The services contained within this effort include: a. Personnel Action Requests (PAR) Processing Support b. New employee/intern/Wound Warrior processing c. Awards and promotion processing d. RIP support and process management e. Human Capital Technical Support f. Ad Hoc Project I Program Management 4. Authority Cited The statutory authority permitting other than full and open competition is 10 USC 2304(c)(l) as implemented by the Federal Acquisition Regulation (FAR) Subpart 6.302-l(a)(2)(ii)(B) entitled, "Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements." (ii) Supplies may be deemed to be available only from the original source in the case of a follow-on contract for the continued development or production of a major system or highly specialized equipment, including major components thereof, when it is likely that award to any other source would result in -- (A) Substantial duplication of cost to the Government that is not expected to be recovered through competition, or (B) Unacceptable delays in fulfilling the agency's requirements. (See 10 U.S.C. 3304 (b)(2)) or 41 U.S.C. 253 (d)(l)(B).) 5. Reason for the Authority Cited As explained below, transitioning to another vendor will result in unacceptable delay and/or stoppages of routine HR servicing to DIA for an extended period . A sole source contract will provide sufficient time to execute prudent planning for a potential transition to another contractor under a competitive award. This contract supports OHR Customer Services (OHR5) and encompasses 20 contractor FTEs. The 20 Contractor FTEs augment a 22 government civilians performing the same function. Thus, any loss or gap in service would have dramatic adverse impact on productivity since close to half the affected workforce is comprised of contractors. On 25 September 2013 The Defense Intelligence Agency competitively awarded HHM402- 1l-D-0002/0008 to Booz Allen Hamilton (BAH) under the SIHC IDIQ for one base and four option years. We were expecting to exercise the 3rd option year in FY16; however, on 6 January 2016, the GAO issued a decision in the matter of All World Language Consultants, Inc., File B-411481.3, from which the contracting officer has concluded that execution of the options are improper because the ordering period of the SIHC IDIQ contract has already expired. As a result of this unanticipated GAO decision, DIA lacks sufficient time to conduct adequate planning or effect a new acquisition for the required services before they will expire. BAH has successfully maintained this support under HHM402- l 1-D-0002/0008 during the past year. With BAH demonstrating mastery of DIA HR policies and processes, they are uniquely positioned to continue sustaining the HR processing upon which the administration of DIA rests. OHR cannot effectively maintain routine HR processing if continuous, uninterrupted support is not provided by BAH until a new contract is competed and transitioned to a new vendor in a timely and orderly process. At this time award to any other vendor will result in an unacceptable work stoppages and delays on routine HR processing (as mentioned in Paragraph 3; Description of Supplies and Services) for DIA personnel. The acquisition strategy to put a long term contract vehicle in place for the required services for Employee Mobility and RHI Standardization will be competitive and will provide for worldwide HR services to the DIA community. The period of performance for this sole source contract would be: Base Period: Option Period I/Transition: 16 June 2016 - 15 Sept 2016 16 Sept 2016 - 15 Dec 2016 The above timeline provides DIA with sufficient time to put a competitive contract in place and avoid transition risk for the complex HR requirements. This timeline represents the minimum time necessary to properly conduct a competitive procurement. Itis in DIA's vital interest to maintain the incurnbent's continued services to ensure the critical services are capably sustained. DIA's requirements and mission will be severely impacted if the aforementioned services were disrupted in any capacity. The following would occur if services were to be delayed or expired: - Accession processing for new civilian employees will be extended approximately 100 days. - Hiring and staffing action will be reduced by 70% of current levels. This will not allow for DIA FY16 hiring goals to be achieved. - Deplete Employee Services ability to QC, monitor and report key updates to internal customers and stakeholders on their human resource actions - Increase the workload on an already overburdened HR workforce. - Increasing routine HR service delivery timelines by at least 45%; in many cases some routine services will take 80% longer. 6. Effort to Encourage Competition Due to the critical need for DIA to maintain these services there is not enough time to adequately compete this requirement at this time. The government has issued a synopsis in accordance with FAR Part 5.201. The synopsis included a description of the types of services the government would be requesting and anticipated contract type. Pursuant to the execution of this Justification for Approval a noticed will be posted as required by FAR Part 5.406 and 6.305. 7. Cost Reasonableness The anticipated estimated value ohhis sole source request is $1,600,000.00. Prior to the issuance of a contract award, the contract specialist/contracting officer will obtain pricing information and conduct an analysis to sufficiently determine that the overall price represents a fair and reasonable price to meet the Government's needs in accordance with FAR. The contractor's proposal will be compared against the established IGCE and what option year III of TO HHM402-11-D-0002/0008 would have cost for potentially the same timeframe as the anticipated period of performance for this sole source. 8. Market Survey No market survey was conducted. The incumbent is currently performing acceptably and no other vendor is capable to begin performance by 16 Jun 2016 without impacting the onboarding of new employees and maintaining critical pay and career impacting programs. A synopsis was issued on Fed Biz Opps (FBO) on 26 May 16. Any responses received will be reviewed by the government and use as part of the market research for the follow-on contract. 9. Other Factors None 10. Interested Sources At this time BAH is the only qualified vendor capable of performing these critical DIA OHR services without a lapse in service. A requirement for a competitive procurement for these services will be available NLT 16 Dec 2016. 11. Other Possible Actions None Certification and Approval Technical/Requesting Official. I certify that the facts and representations regarding the description of the supplies and/or services required to meet the agency's needs; justification rationale; contractor's unique qualifications to provide the required supply and/or service; description of the market research conducted and the results of the research; statement of the actions the agency will take to remove or overcome any barriers that led to restricted consideration before any subsequent acquisition for supplies/services is made; and any other facts supporting this justification which are included in this document and which form the basis for this justi fication are complete and accurate to the best of my knowledge. Si2nature:_ Marte Esther Id776304 ....:r.;::::,"':.!:'.:.'.' o;,....,,._._= - -""' _ ,...,,.,,,..,,.,., _ Esther Marte, 0HR COR, +1 (555) 000-0000 Date: 06/01/2016 Supervisor of Technical/Requesting Official. Icertify that the facts and representations regarding the description of the supplies and/or services required to meet the agency's needs; justification rationale; contractor's unique qualifications to provide the required supply and/or service; description of the market research conducted and the results of the research; statement of the actions the agency will take to remove or overcome any barriers that Jed to restricted consideration before any subsequent acquisition for supplies/services is made; and any other facts supporting this justification which are included in this document and which form the basis for this justification are complete and accurate to the best of my knowledge. Bucher Stephen A ;;:;:::,:;>, Si'gnature: d 431019 .c A 04)10t9 .,,,, ,.,... Stephen Bucher, Chief, OHR Business Management Office, +1 (555) 000-0000; Date: 06/01/2016 Certification. Ihave reviewed this document and certify it is accurate and complete to the best of my knowledge and will make the determination that the anticipated cost for this contract action will be fair and reasonable. . S1gnature: OlgitaI!yslg.ned by PurnellMich'Gd635144 .h IG d63Sl ON,c-us....us.Go""'""""""..OOD.-OOOllS. ou=People,cn - Pume11Mlchae1Gd63Sl44 0....,, 11>.06'011"'2''9 ..,..ocr Michael G. Purnell, Contracting Officer, +1 (555) 000-0000 Date: Legal Review This document is legally sufficient. Fike Gregory J d455628 Digitally sl9by Fike Gregory J d455628 ON:c US,o U.S.Government,ou-OoO,ou::OoDllS,ou=People. cn Flke Gregory J d455628 Date: 2016.06,01 16:17:13 04'00' Signature: - Lt. Col Gregory Fike, Assistant General Counsel, GC, 202-231 -8463 Date: Approval Ihave reviewed this document and certify it is accurate and complete to the best of my knowledge. Approved Bostj'anick Stacy 5 Digitally signed by Bostjanickstacy S d738404 ON: c=US, o=U.S.Government, ou=DoO, ou=DoDllS, ou=People, cn=Bostjanick Stacy Sd738404 Signature: oate_:2_0_1_6.06.03_1_1_:47_:s_7-_0_4'oo_ Stacy Bostjanick, Competition Advocate, CF04, 202-2