Description
LIMITED SOURCE JUSTIFICATION For an order or BPA with an estimated value exceeding the simplified acquisition threshold Date: 07/14/2017 This acquisition is conducted under the authority of the Section 201 of the Federal Property and Administrative Services Act of 1949 (40 U.S.C.501) Multiple Award Schedule Program FAR 8.401 and is justified by the following facts and rationale required under FAR 8.405-6. 1. Agency and Contracting Activity. The Federal Emergency Management Agency proposes to enter into a contract on a basis of other than full and open competition 2. Nature and/or description of the action being approved Under the FEMA Strategic Plan, the Office of the Chief Component Human Capital Officer (OCCHCO) is tasked with recruiting a diverse workforce that strengthens the Agency's ability to support our citizens and first responders. In order to meet Agency staffing goals for steady and emergency states, the OCCHCO must implement a targeted recruitment approach based on data-driven evaluation of prioritized workforce gaps. The FEMA reservist onboarding is targeting intermittent specialists to fill reservist vacancies in the Public Assistance Division, Recovery Directorate, and FEMA. FEMA has a requirement for a limited source to provide lodging and training for the reservists at an estimated cost of $2,372,852.00 Proposed Contractor: National Conference Center 18890 Upper Belmont Place Leesburg, VA 20176 3. Description of Supplies/Services The government requires facility space to conduct FY2017 Reservist Onboarding training session during the week of August 7, 2017 through August 18, 2017; August 21, 2017 through August 25, 2017; September 18, 2017 through September 29, 2017; October 9, 2017 through October 13, 2017; October 23, 2017 through October 27, 2017. This project will focus on providing reservists with the initial training that's required to support disaster survivors during an event. This training is critical to maintaining the reservist cadre infrastructure in order to provide the necessary support to areas affected by a major disaster. It is the program office's preference that conference facilities be located within a 20 mile radius of an airport. The facility characteristics that are minimally necessary to support the training implementation, management, and administration of the FY2017 Reservist Onboarding training process. Specifically: i) conference facility located within a 20 mile radius of a Washington DC Airport ii) Preferred venue will be located in Virginia or Maryland iii) lodging for up to 300 students and 60 support staff; iv) transportation to-and-from the airport; v) conference/ballroom space with at least 4 TV/Displays and A/V to conduct of the FY2017 Reservist Onboarding Training; vi) AV Equipment Required: 4-60'' LCD Monitor, Handheld/Wireless microphone, Channel Mixer, Computer Audio in each main meeting room vii) securable breakout rooms or other workable space within the immediate proximity of the conference space for support of the FY2017 Security and Badging process viii) internet connectivity to support government owned up to 300 laptops; ix) Three meals: breakfast and standard buffet for lunch/ dinner for up to 300 students and 60 staff members (to be inclusive of vegetarian options) and beverages during training breaks. 4. Identification of the justification and the rationale This acquisition is being conducted under the authority of the Multiple Award Schedule Program in accordance with FAR 8.405-6 Limited sources justification and approval. In accordance with FAR 8.405-6 (a) (1) (I) (B), the circumstances restricting competition for this acquisition are: Only one source is capable of responding due to unique or specialized nature of the work, the availability of the source being able to accommodate all the training dates, and meet the conference space and lodging requirements. Each session needs to begin on these specific dates because they are in conjunction with a pay period and support new employees travel and pay arrangements. Market research indicated that the National Conference Center was the only venue that could support our desired time-frame for training the new employees for all five sessions. In addition, combining the request into one contract to be held at one location will allow for additional cost savings by reducing the amount of travel between different locations. FEMA's intent is to complete the five employee onboarding and training sessions by the end of October 27, 2017. The NCC is the only location that can support our requirement during the identified dates listed. 5. Determination by the ordering activity Contracting Officer that the anticipated order represents the best value consistent with 8.404(d) The contracting officer determines that the anticipated price(s) will be fair and reasonable based on market research that was conducted and this effort represents the best value and will result in the lowest overall cost alternative, considering price and administrative costs, to meet the government's needs. This order will be placed in accordance with FAR 8.404- Use of Federal Supply Schedules. GSA has already negotiated fair and reasonable pricing. Prior to issuing the task order, the ordering activity will consider the proposed quote for determining that the total price is fair and reasonable, as well as ensuring the meal cost does not exceed the Federal Travel Regulation meal rate of the applied location. 6. A determination of the market research conducted among schedule holders and the results or a statement of the reason market research was not conducted The internet was searched for a list of contractors that would be able to provide the lodging and meeting space that would be satisfactorily meeting FEMA's requirements. Based on the market research conducted the National Conference Center was the only venue available to support FEMA's requirement to provide training for up to 300 reservists and 60 staff during the week of August 7, 2017 through August 18, 2017; August 21, 2017 through August 25, 2017; September 18, 2017 through September 29, 2017; October 9, 2017 through October 13, 2017; October 23, 2017 through October 27, 2017. 7. Any other facts supporting justification There are no other facts to cite in this request 8. A statement of the actions, if any, the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services is made Going forward the agency will look to extend the venue search across several states to increase competition. We may look into splitting the lodging between locations to reduce the demand for 650 rooms in one location. 9. Evidence that any supporting data that is the responsibility of technical or requirements personnel and which form a basis for the justification have been certified as complete and accurate by the technical or requirements personnel. The market research that was conducted was used to create the IGCE that provides a description of the contractor's ability to meet/not meet the agency requirements. This information was provided by the requesting program office to the contracting specialist for review.