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FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 21, 2014 FBO #4472
SOLICITATION NOTICE

R -- Financial Management and Comptroller Acquisition Cost Division (SMC/FMC) with Cost Estimating and Earned Value Management (EVM) Support - Limited Source Justification

Notice Date

2/19/2014
 

Notice Type

Cancellation
 

NAICS

541712 — Research and Development in the Physical, Engineering, and Life Sciences (except Biotechnology)
 

Contracting Office

Department of the Air Force, Air Force Space Command, SMC/PKO, 483 N. Aviation Blvd, El Segundo, California, 90245-2808, United States
 

ZIP Code

90245-2808
 

Archive Date

4/6/2014
 

Point of Contact

Lisa Prosser, Phone: 3106530625, Robert Nadeau, Phone: 3106532365
 

E-Mail Address

lisa.prosser@us.af.mil, robert.nadeau@us.af.mil
(lisa.prosser@us.af.mil, robert.nadeau@us.af.mil)
 

Small Business Set-Aside

N/A
 

Award Number

FA8802-14-F-0006
 

Award Date

3/7/2014
 

Description

Signed copy of LSJ •I. CONTRACTING ACTIVITY Contracting Activity : SMC/PKE Los Angeles Air Force Base El Segundo, CA 90245-2808 Task Order Number : FA8802-14-F-0006 Contractor: Tecolote Research, Inc. 420 S Fairview Ave, Ste 201 Goleta, CA 93117-3626 Contracting Officer : Robert L. Nadeau / DSN 633-2365, Commercial: 310-653-2365 •II. NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED This limited source justification provides the required information necessary to issue a sole source task order (FA8802-14-F-0006) for advisory and assistance services (A&AS) under General Services Administration (GSA) Schedule number GS-23F-0105K to augment SMC Financial Management and Comptroller Acquisition Cost Division(SMC/FMC). This sole source task order will be Firm-Fixed-Price and have a Cost-Reimbursable CLIN, with no additional fee, for ODC/Travel. Task order FA8802-11-F-1035 was competitively awarded in accordance with the ordering procedures at FAR 8.405-3(b)(2) and was not previously issued under sole source or limited-sources procedures. It was competed under the SMC Financial Support (SFS) Blanket Purchase Agreement (BPA) number FA8802-06-A-0002 through GSA Schedule number GS-23F-0105K. As such, all three (3) qualified SFS BPA holders were given a fair opportunity to be considered for FA8802-11-F-1035 as each SFS BPA holder received a Request for Quote. Task order FA8802-11-F-1035 was awarded to Tecolote Research, Inc. as a Firm-Fixed Price for Labor for a base period of one (1) year and one (1) one year option ending 23 November 2012. There was a no-cost period of performance extension until 28 June 2013 to allow for the completion of existing work under the task order. Following the completion of performance on 28 June 2013 under task order FA8802-11-F-1035, there was a break in services until the new task order could be awarded. On 10 September 2013 task order FA8802-13-F-0013 was awarded on a sole source basis to bridge the gap in services until the SMC Acquisition and Financial Support ( SAFS) Indefinite Delivery Indefinite Quantity (IDIQ) contract and SAFS task order supporting SMC/FMC could be awarded. The period of performance for FA8802-13-F-0013 currently ends on 09 March 2014. Although the SAFS IDIQ contracts were awarded on 21 December 2012, there have been unexpected delays with the execution of mandated changes under the SAFS IDIQ FMC task order procurement. These delays coupled with a SAFS FMC investigation has created an urgent and compelling situation requiring the award of task order FA8802-14-F-0006 on a restrictive basis. •III. DESCRIPTION OF THE SUPPLIES/SERVICES REQUIRED TO MEET THE AGENCY'S NEEDS The scope of this sole source A&AS task order is to provide SMC Cost Estimating and Earned Value Management (EVM) Division (SMC/FMC) with the expertise and program support necessary to ensure requirements are met in a timely, efficient and effective manner. Therefore, the Contractor shall provide: •· Cost Estimating •· Earned Value Management Analysis (EVM) The total estimated value to accomplish this effort is approximately $3,600,000 (comprised of an estimated $2,300,000 for Cost Estimating and an estimated $1,300,000 for EVM). The base period of performance of the effort will be from 10 March 2014 through 09 September 2014 (six (6) months) with a pre-priced six (6) month extension through 09 March 2015 (if necessary). The contract will be funded using 3020 and 3600 funds. •IV. IDENTIFICATION OF THE AUTHORITY/RATIONALE FOR LIMITING SOURCES FAR 8.405-6 requires an ordering activity to justify its actions when restricting consideration of schedule contractors to fewer than three as required by FAR 8.405-1 or 8.405-2. The specific circumstance that justifies restriction for this acquisition is FAR 8.405-6(a)(1)(i)(A), an urgent and compelling need exists such that following the procedures for the placement of orders would result in unacceptable delays. Upon receipt of the SAFS SMC/FMC Task Order proposals on 10 October 2013, the source selection was placed on hold indefinitely due to an on-going investigation. This unexpected delay eliminated the lead-time necessary to execute the SMC/FMC task order competition under the SAFS IDIQ to meet a 10 March 2014 award date. The investigation is expected to be completed within the next 30 days, with approximately 30 days additional time to disposition the investigation findings. It is estimated that to complete the SAFS SMC/FMC task order competition it will take approximately six (6) months allowing for the resumption of the source selection and the possible necessity of requiring re-priced proposals due to extensive delays. If the current task order is allowed to expire without any continuity of services, there will be up to a six (6) month break in service until the competitive SAFS SMC/FMC task order is awarded. This is an unacceptable delay as any interruption of services supporting SMC/FMC will introduce unacceptable risks to SMC/FMC in its ability to support both AFSPC and AF PEO/SP under its existing programs and urgent taskings. Therefore, a firm fixed price, sole source six (6) month period of performance task order is being sought under GSA Federal Supply Schedule (FSS) to support SMC/FMC, which will enable the Government to maintain the current level of expertise and support without jeopardizing the mission. SMC leadership has allocated sufficient funds to FM for EVM executability through contractor support to alleviate the impact of significant shortages of Government manpower. Without the EVM contract, the SMC Directorates and the PEO are not receiving the necessary EVM analytical support for critical SMC contracts (e.g. GPS III, OCX, SBIRS, etc). All these contracts have significant issues ($900M cost overrun, and multi-years of schedule delays) demanding ongoing EVM analytical support to the PMs/PEO. Any further delay in analytical EVM support will result in significant negative cost and schedule impact on multi-billion dollar contracts, which will have significant unfavorable impact on overall AF acquisitions. The current lack of essential EVM analytical support has already had a negative impact on the critical SMC contracts (for last 12 month cost overrun has increased by $150M). Considering the monthly "burn rate" of approximately $100M, potential cost impact to SMC will be multi-millions of dollars per month if effective EVM analytical support (estimated cost of $100K per month) is not provided. In addition, the current contractor (Tecolote Research Inc.) is the only vendor who possesses the knowledge, security-cleared personnel, and expertise necessary to support the mission at this point in time without incurring transition/startup delays. Award to another contractor, even with a transition plan, would likely result in a minimum of a 50-60 day delay in services before a new contractor would be able to be fully up to speed on the details of this critical acquisition support service for SMC/FMC. It takes at least seven (7) days to be issued an area badge, 14 days to gain access to a computer and the appropriate network access, and finally up to 30 days to get access to the various databases necessary to be able to perform the required tasks. After gaining access, the new contractor would then have to get up to speed on the priorities of the office, the types of actions that would need to be executed, and the appropriate approving authorities. This transition period, combined with the estimated six (6) month competitive procurement timeline, represents an unacceptable delay that would create substantial risk to the SMC mission, costs and schedule. SMC/FMC urgently requires the extension of critical expertise and support to meet crucial SMC milestones in March 2014 and continuing on through the summer. Among the highest priority activities is the on-going review of the cost estimates developed to support Fiscal Year (FY) FY16 budget formulation (aka FY16POM or Program Objective Memorandum). These submissions support the PEO/SP AFSPC Council meeting to be held in mid-March 2014 to approve FY16POM options. Critical follow-on FMC support is required to address Headquarters Air Force (HAF) Requests for Information (RFI)s, cost excursions, and reclamas. Similar to the FY15POM, the PEO directed that FM conduct an independent review of each POM submission for PEO/SP approval before it's submitted by Program Integration Financial (SMC/PIF) to HQ AFSPC (for the eventual submission to HAF). In addition, FMC is responsible for reviewing and concurring on all FY15POM new architecture estimates which have been updated for the FY16POM, including the technical requirements document that accompanies each estimate. Further, FMC will represent SMC at numerous meetings over the next several months with the Air Force Cost Analysis Agency where these FY16POM estimates must be reconciled to within acceptable differences during the FY16 POM process. Tecolote plays an integral role in each of these significant on-going activities by applying their extensive current and historical knowledge of these programs and associated estimates, assisting the Directorates in conducting estimate excursions, and coordinating with SMC/PIF to help ensure all of the drills are being answered and the correct data is being submitted. FMC must build Single Best Estimates (SBEs) for each Space portfolio program planning to meet an acquisition milestone. Tecolote staff is instrumental in developing the SBE models, working with the program offices to be consistent in the modeling groundrules and assumptions, and working with FMC as they meet with external organizations (AFCAA, CAPE) to reconcile the estimates. It typically requires months to build an SBE. For FAB-T and Space Fence these time-consuming efforts began during FY13 (or earlier) and will continue through Spring until early summer. It is imperative to maintain the Tecolote support on these efforts for the program knowledge and continuity. There are insufficient government resources to handle the workload volume and FMC relies on the expertise of Tecolote to meet these (often very tight) deadlines. Additionally, SMC/FMC has been without critical EVM analysis support for over twelve months (from 04 January 2013 to the present) awaiting the award of both the SAFS IDIQ basic contract in December 2012 and the SMC/FMC task order, initially scheduled to be awarded in December 2013. Now with this additional unanticipated SAFS Task Order delay, vital and timely support will not be available without uninterrupted extension of services. A waiver to use GSA FSS was granted on 02 December 2013. Continuity of the existing effort will require a steep learning curve that a new contractor could not accomplish quickly enough without the unacceptable delays detailed above. This creates an urgent and compelling need, which if not filled, will negatively and severely impact the mission. Any interruption of services to the task order will inflict unacceptable risk to SMC/FMC and those who rely on its capabilities. •V. DETERMINATION BY THE ORDING ACTIVITY CONTRACTING OFFICER THAT THE ORDER REPRESENTS THE BEST VALUE CONSISTENT WITH FAR 8.404(d) In accordance with FAR 8.404(d), the GSA PCO has pre-determined the GSA rates to be fair and reasonable. Further discounts will also be pursued in accordance with FAR 8.405-4. In accordance with FAR 8.405-2(d) the level of effort and the mix of labor proposed to perform a specific task will also be considered. Additionally, there is no indication that the labor market for the labor categories and rates utilized will change significantly from the time of the recent sole source task order award. That sole source award was negotiated at GSA Professional Engineering Schedule (PES) discounted rates which were consistent with the prior competitive award. Therefore, it is anticipated that the Government will receive fair and reasonable prices for the new task order. •VI. DESCRIPTION OF THE MARKET RESEARCH CONDUCTED AMONG SCHEDULE HOLDERS AND THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED This acquisition was originally competed among all eligible SMC Financial Support (SFS) Blanket Purchase Agreement (BPA) holders in 2009 and associated market research was completed at that time. There are known small business FSS holders for this work, as evidenced by the proposals received for the SAFS follow-on competitive task order award (all of whom have GSA schedules), but due to the estimated 6 month delay in award of that competitive task order, in addition to an estimated two (2) month delay due to a required transition period, there are no vendors other than the incumbent who can perform these services without an unacceptable delay. Based on the above, no further market research was conducted. •VII. OTHER FACTS SUPPORTING THE JUSTIFICATION N/A. •VIII. ACTIONS THE AGENCY MAY TAKE TO REMOVE OR OVERCOME ANY BARRIERS THAT LED TO THE RESTRICTED CONSIDERATION BEFORE ANY SUBSEQUESNT ACQUISITION FOR THE SUPPLIES OR SERVICES The competitive award of the SAFS multi-award IDIQ basic contracts on 21 December 2012 has removed barriers restricting competition. Future work for the same or similar services will be competed using the SAFS IDIQs. The procuring activity was on track to make a timely competitive SAFS SMC/FMC task order award in December 2013 to avoid a break in service. The unanticipated on-going procurement investigation has resulted in an unacceptable delay in the timely completion of this competition. •IX. CONTRACTING OFFICER'S CERTIFICATION The Contracting Officer's signature on the Coordination and Approval Document is evidence that he has determined this document to be both accurate and complete to the best of his knowledge and belief. •X. TECHNICAL/REQUIREMENTS PERSONNEL'S CERTIFICATION As evidenced by the Program Manager's signature on the Coordination and Approval Document, the technical and requirements personnel have certified that any supporting data contained herein which is their responsibility is both accurate and complete. •XI. FOR JUSTIFICATIONS UNDER 8.405-6 (a)(1), A WRITTEN DETERMINATION BY THE APPROVING OFFICIAL IDENTIFYING THE CIRCUMSTANCE THAT APPLIES This limited source justification document serves as the written determination documenting the circumstances that apply under FAR 8.405-6(a)(1)(i)(A).
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/19d01b9ed6e3ad6b41ffb630b58d7fa3)
 

Place of Performance

Address: 483 N Aviation Blvd, El Segundo, California, 90245, United States

Zip Code: 90245
 

Record

SN03291032-W 20140221/140219234413-19d01b9ed6e3ad6b41ffb630b58d7fa3 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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