Operations and Maintenance Services

Justification for Other than Full and Open Competition Operations and Maintenance Services for the Delaware Valley Field Office Identification of the agency and the contracting activity: This document constitutes a justification and approval for Unusual and Compelling Urgency Authority for the acquisition of Operation and Maintenance (O&M) services for the U.S. General Services Administration, Public Building Services, Delaware Valley Field Office as described herein. Nature and/or description of the action being approved: This office proposes to procure through limited competition a short term one (1) year contract with two (2) three (3) month option periods, if needed. The contract will be a firm fixed price contract to cover O&M services for GSA buildings outlined in paragraph three below. This acquisition will solicit three small business firms currently performing services similar to those required. Description of the supplies or services required to meet the agency's needs (including the estimated value): The Delaware Valley Field Office is in need of a short term O&M services contract for seven of its buildings. These include the Clarkson S. Fisher Federal Building and U.S. Courthouse, the Clarkson S. Fisher U.S. CH Annex, the Bridgeton Social Security Administration (SSA) Trust Fund Building, the U.S. Post Office and Courthouse and the Mitchell Cohen US CH Annex located in New Jersey, the J. Caleb Boggs Federal Building and U.S. Courthouse located in Delaware and the campus structure located at 5000 Wissahickon Ave. in Philadelphia, PA. Identification of the statutory authority permitting other than full and open competition: Contracting without providing for full and open competition under this acquisition may be accomplished pursuant to the authority 41 U.S.C. 3304(a)(2) as implemented by FAR 6.302-2, unusual and compelling urgency, where the agency's need for supplies or services is vital and any adverse impact or disruption would cause serious injury to the government unless the agency is permitted to limit the number of sources from which it solicits offers to expedite contract award. Demonstration that the proposed contractor's unique qualifications or nature of the acquisition requires use of the authority cited: O&M services are currently being performed by a joint venture at the above referenced locations. The Delaware Valley Field Group and Acquisition Management Division deem it is in the best interest of the Government not to invoke the Contractor's final one year option period due to the risk of the contractor's nonperformance. The inability to perform work, hire subcontractors, and/or obtain the required parts could significantly impact the tenant agencies of the buildings and their missions. The lack of required maintenance could result in a shorter life cycle of equipment and systems leading to unexpected capital investment and replacement costs realized by the government much sooner than planned. It is concluded that such risk to GSA's building facilities is not in the government's best interest. Competition of this acquisition will be limited to three (3) small business firms under contract successfully performing similar services at other GSA Mid-Atlantic Region locations. Due to the urgent nature of this procurement, the Government does not have the time to evaluate and document numerous submissions within the source selection process. Therefore, three firms will be solicited in order to efficiently evaluate offers and make timely award. These three firms are Northern Management Services (NMS), Raven Services Corp (Raven), and KCORP Technology Services, Inc. (KCORP). These firms are familiar with Region 3's typical operations and maintenance solicitation submittal requirements and therefore the Government has the expectation that these firms can put together a quality proposal package within a very restricted time frame. Past performance of these firms indicate;s each are performing satisfactorily providing O&M services against contracts for which they were awarded. The three identified firms are familiar with the Mid-Atlantic Region's general scope and approach. Typically Region 3's contracts have a sixty day transition period when the new contractor prepares to take over the contract. For this contract, it is anticipated that the transition period would be approximately thirty (30) days, depending on the timing of the award. Because of their familiarity with Region3's practices, buildings, and O&M program, it is anticipated that the referenced firms will not have difficulty transitioning with a limited transition period and therefore pose less risk to the Government. Description of efforts made to ensure that offers are solicited from as many potential sources as is practicable: Sources Sought Synopsis: A sources sought will not be conducted due to the restricted time that the Government has to make an award and to transition a new contractor into the building. Synopsis of Proposed Contract Actions: A synopsis will not be published per FAR 5.202 due that it would require additional time which GSA does not have in proceeding forward with the acquisition effort. Other Actions: Solicitation of Northern Management Services (NMS), Raven Services Corp, (Raven) and KCORP Technology Services, Inc. (KCORP) is recommended for this acquisition. GSA will compete this among the three firms above to obtain competitive pricing in combination with best value selection factors . Determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable: Competitive offers will be solicited among three firms under contract performing similar services. It is anticipated that adequate price competition will be realized utilizing a best value tradeoff. Additionally, a Government estimate has been prepared for this work. A description of the market survey conducted: A market survey will not be conducted for this procurement due to the urgent nature of this requirement and the approach discussed within this justification. Other facts supporting the use of other than full and open competition: Due to equipment and system maintenance required in these facilities, a contractor's inability to supply maintenance could result in a shorter life cycle leading to capital investment and replacement costs and potential disruption to building operations and to the tenant's agencies GSA houses. List of any sources that expressed, in writing, an interest in the acquisition: No other source(s) has expressed in writing an interest in the acquisition. Statement of the actions, if any, the agency may take to remove or overcome any barriers to competition: The acquisition addressed by this J&A is a one-time short term exception to the use of full and open competition. For this procurement, the Government is soliciting three (3) firms in order to provide adequate price competition. Subsequent acquisitions of this nature will be obtained through full and open competition. The events creating this urgency are unusual in nature and are not normally planned for. A new contract will be re-competed from the ope market via full and open competition and source selection procedures to select a firm for a one year base term, with nine one year options. The new procurement will begin immediately and is scheduled to be solicited on the open market in September of 2018 and to become effective in November of 2019.