SPECIAL NOTICE
99 -- Administrative Assessment Consultation Support
- Notice Date
- 3/30/2012
- Notice Type
- Special Notice
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- DOI, National Business Center, AQDDivision 1/Branch 1381 Elden StSuite 4000HerndonVA20170
- ZIP Code
- 20170
- Small Business Set-Aside
- N/A
- Description
- LIMITED-SOURCES JUSTIFICATION(IN ACCORDANCE WITH FAR 8.405-6) Solicitation D12PS00167 1.Identification of Agency and Contracting Activity. Requiring Activity: U.S. Department of the InteriorOffice of the Secretary1849 C Street NWWashington, DC 20240 Contracting Activity:Department of the InteriorNational Business Center/Acquisition Services Directorate381 Elden Street, Suite 4000Herndon, VA 20170 2.Nature and/or Description of the Action Being Approved. This is a limited sources action to award a sole-source logical follow-on with Bronner Group, LLC to provide Administrative Assessment Report Consultation support to the Office of the Assistant Secretary Indian Affairs (OS-IA), the Bureau of Indian Affairs (BIA) and Bureau of Indian Education (BIE). This sole-source logical follow-on action will result in awarding a Firm-Fixed-Price Task Order to Bronner Group, LLC, a Woman-Owned Small Business, issued against GSA Schedule Contract GS-10F-0052N, under MOBIS Federal Supply Schedule 874, SIN 874-1 Consulting Services, for the estimated amount of $650,000.00. 3.A Description of the Supplies or Services Required to Meet the Agencys Needs (including the estimated value). Under the original competitively awarded Task Order to Bronner Group, LLC., the Department of the Interior, Office of the Assistant Secretary Indian Affairs (OS-IA), the Bureau of Indian Affairs (BIA) and Bureau of Indian Education (BIE) required an evaluation of the support functions of the BIA/BIE, specific to organization, functionality, performance and customer support to establish a base line for current operations. This evaluation included an assessment of the degree to which the recommendations based on the report from a previous evaluation entitled, National Academy of Public Administration (NAPA), A Study of Management and Administration: The Bureau of Indian Affairs, 1999 was implemented that restructured the BIA/BIE support functions. The current structure of the support functions in Indian Affairs and their location in the Office of the Assistant Secretary is the result of a restructuring that took place in 2004-2005, pursuant to the 1999 NAPA Report. The NAPA conducted the study of BIAs management, organizational structure, and administration to identify and recommend remedies to improve quality, efficiency, and cost-effectiveness. The report also identified gaps in training, policies, resources, and other relevant issues. Subsequent to the NAPA study, there was a realignment of support functions into the immediate office of the Assistant Secretary and a restructuring of delegations and reporting relationships whereby the support functions report to officials in the Office of the Assistant Secretary. It has been more than ten years since the NAPA study was issued and the realignment process began. There was a need to assess the current state of operations, to evaluate if the changes were made and the effect they have had on operations in the regions, field and impact on tribal customers; and accountability to the programs, responsiveness to the requirements of Tribes and regional BIE and BIA staff, effectiveness, timeliness, cost and customer support. There was also a need to evaluate if coordination among the support functions has improved and there are a number of more technical aspects of the NAPA recommendations that should be reassessed. The Assistant Secretary wanted to improve coordination and services to BIA and BIE programs and Tribes. A key measure in this process is the degree of responsiveness and support for BIA and BIE regions and field functions and Tribes. A close examination of the current state of operation was needed to determine an array of improvements and best practices. There is a premium on the need to maintain strong accountability and oversight and consistent and adequate policy direction and implementation. As previously stated, competition was sought and a Task Order was awarded on June 17, 2011 to Bronner Group, LLC., hereto after known as Bronner, for contractor support to examine the current functioning and functionality relative to the organization of the support functions that service the Office of the Assistant Secretary Indian Affairs (AS-IA), the Bureau of Indian Affairs (BIA) and Bureau of Indian Education (BIE). The Task Order was issued against GSA Schedule Contract GS-10F-0052N under MOBIS Federal Supply Schedule 874, SIN 874-1 Consulting Services. The three tasks completed under the original Task Order are as follows: a)Task 1 Evaluation/Develop a Baseline - The contractor provided an evaluation of the current support functions and processes being used and their effectiveness in supporting program strategic and mission goals specific to budget, finance, acquisition, human resources, health and safety, information technology, engineering, property management and facilities management. The evaluation established a baseline for the current organization with metrics on the work-flow, effectiveness, efficiency, timeliness, cost, and customer satisfaction. Finally, the contractor evaluated other possible models for these functions and the likely impacts on the work-flow, effectiveness, efficiency, timeliness, cost metrics, and customer satisfaction. b)Task 2 Options and Alternatives - The contractor delivered a range of options from least disruptive to most disruptive to address documented issues in service delivery. The options and alternatives comprised of a comparison to the Indian Affairs/BIA/BIE organization with those in other Interior bureaus and other agencies. The evaluation of alternatives and options included use of risk-based assessment to ensure accountability in balance with effective program delivery and efficiency. Finally, the contractor evaluated information technology tools, business process changes, and other approaches to improve service delivery. c)Task 3 Recommendation/Best Models/Senior Leadership Briefing - The contractor developed a series of recommendations that will implement the options developed in Task 2 to improve the timeliness, effectiveness and efficiency of support services. This task included the preparation of models that would work with a range of impacts from minimal to maximum. The recommendations provided an estimate of resource requirements, funding and staffing to implement the options. The final recommendations were presented to the Department of the Interior Secretary and Deputy Secretary in February 2012. Both the Secretary and the Deputy Secretary supported the proposed balanced approach for support services that is characterized by shared responsibility, improved service delivery, a new focus on BIEs needs and coordinated communication. The final report was submitted on March 9, 2012. The purpose of this logical follow-on requirement is for the contractor to provide consultant support to the Office of the Assistant Secretary Indian Affairs (OS-IA), the Bureau of Indian Affairs (BIA) and Bureau of Indian Education (BIE) for the Administrative Assessment Report Consultation Logical Follow-On. Specifically, Bronner will provide support in the following areas: a)Task 1 - Technical and subject matter expert assistance during the Tribal Consultation Sessions - the contractor will provide support in the form of technical and Subject Matter Expert (SME) assistance during the Tribal Consultation sessions. The technical assistance and SME support shall provide background information on the research conducted, the comparison with the NAPA report, and the proposed recommendations to implement the recommendations affecting the administrative support functions of the Indian Affairs organization(s) to allow Tribal leaders attending the consultation sessions a full outline of the factors and efforts. This Task requires attendance at all Tribal consultation sessions scheduled in April and May 2012 pursuant to the Departments Tribal Consultation policy. a)Task 2 - Technical assistance and advice to assist in outlining and summarizing details of the administrative assessment report - the contractor will gather, prepare and analyze information to incorporate into and supplement the administrative assessment report developed in the original Task Order. This information will come from the tribal consultation sessions that are scheduled in April and May 2012 across Indian Country and will have hundreds of tribal leaders participating. b)Task 3 - Consultant/Program Manager support while the Department implements the recommendations formulated in the original Task Order - the contractor will provide Consultant/Program Manager support in assisting the Department during its implementation of the recommendations. This includes, but is not limited to, serving as a program manager, consultant, advisor, and facilitator. The estimated amount of this logical follow-on requirement is $650,000.00. 4.The Authority and Supporting Rationale. Orders placed under GSA Federal Supply Schedules are exempt from the competition requirements in FAR Part 6. However, an ordering activity must justify its action when restricting consideration of GSA Federal Supply Schedule contractors to fewer than required in FAR 8.405-1 or 8.405-2. The applicable authority permitting to limit sources for this follow-on procurement is in accordance with FAR 8.405-6(a)(1)(i)(C). As cited in FAR 8.405-6(a)(1)(i)(C) In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order or BPA must not have been previously issued under a sole-source or limited-sources procedures. The original Task Order was competitively awarded under the authority of FAR 8.401 Multiple-Award Schedule Program to Bronner against GSA Schedule GS-10F-0052N on June, 17 2011. The competition under the original Task Order was posted on GSA e-Buy to all GSA Schedule holders under SINs 874-1 Consulting Services. Twenty (20) quotes were received and evaluated as technically acceptable thus, adequate competition was obtained. Bronners quote was determined to be the best value to the Government. This determination was based on Bronner being the vendor whose quote, in conforming to the Request for Quotation, provided the overall best value to the Government, technical and price considered. Bronners quote met the Governments objective in obtaining the highest technical quality considered necessary to fulfill the Governments requirement within a realistic and reasonable price. It resulted in the best overall technical approach considering Bronners management approach and technical capabilities, personnel qualifications, organizational experience, past performance and price to meet the Governments needs and with minimal to none performance risk to the Government. Bronner provided support under Task Order D11PD18884 with the Statement of Work entitled Examination, Evaluation and Recommendation Analysis of the Department of the Interior Indian Affairs & Indian Education Organization, for the Office of the Assistant Secretary Indian Affairs (AS-IA), the Bureau of Indian Affairs (BIA) and Bureau of Indian Education (BIE) from June 20, 2011 through March 9, 2012. The period of performance for Task Order D11PD18884 presumed that the government would no longer require contractor support. However, the need continues for this contractor to provide consultant services as a follow-on requirement. Through work on the original Task Order, Bronner has gained a unique insight and working knowledge of the OS-IA, Bureau of Indian Affairs, and Indian Education. The Department of the Interior has a unique responsibility among Federal agencies to administer a broad array of programs and services for American Indians and Alaska Natives. Under treaties signed by the United States of America, Tribal Nations are entitled to the services and resources administered by the Department through the Bureaus managed by the Assistant Secretary Indian Affairs. President Barack Obama stated in his Tribal Consultation Memoranda dated November 5, 2009, History has shown that failure to include the voices of tribal officials in formulating policy affecting their communities has all too often led to undesirable and, at many times, devastating and tragic resultsConsultation is a critical ingredient of a sound and productive Federal-tribal relationship. December 01, 2011 in response to Executive Order 13175Consultation and Coordination with Indian Tribal Governments, Secretarial Order (SO) 3317-- The Department of the Interior Policy on Consultation with Indian Tribes was issued by the Secretary of the Interior. SO 3317 states Consultation is a process that aims to create effective collaboration with Indian tribes and to inform Federal decision-makers. Consultation is built upon government-to-government exchange of information and promotes enhanced communication that emphasizes trust, respect, and shared responsibility. Communication will be open and transparent without compromising the rights of Indian tribes or the government-to-government consultation process. The original Task Order final deliverable report establishes, on a functional basis, a series of recommended alternatives and next steps for the support services organization within Indian Affairs. In order for the Assistant Secretary Indian Affairs to move forward in the implementation of these recommendations, Indian Tribal consolations are mandated. The logical follow-on will provide the government with technical, Subject Matter Expertise, and consultant services to assist the government in its efforts in moving the entire organization forward, having the benefit of lessons learned from the centralization and building on the urgency to continue with the current momentum for change in support of the Assistant Secretarys mission to improve coordination and services to BIA and BIE programs and the Indian Tribes. 5.A Determination by the Ordering Activity Contracting Officer that the Order Represents the Best Value Consistent with 8.404(d). The amount for the full Period of Performance of the follow-on award is estimated to be $650,000.00. In accordance with FAR Subpart 8.404(d) GSA has already determined the price of supplies and fixed-price services, and rates for services offered at hourly rates, under schedule contracts to be fair and reasonable. Therefore, ordering activities are not required to make a separate determination of fair and reasonable pricing, except for a price evaluation as required by 8.405-2(d). The Firm-Fixed-Price for these deliverables will be based on hourly rates under Bronners GSA Schedule. At a minimum the price will be determined fair and reasonable via the use of price analysis based on the comparison to historical pricing of prior engagements of similar size and scope, and comparing the price to the Independent Government Cost Estimate (IGCE), and any other price analysis tools deemed necessary which will be documented in the Award Summary for this logical follow-on. Based on the price analysis, the anticipated price will represent the Best Value to the Government. 6.A Description of the Market Research Conducted among Schedule Holders and the Results or a Statement of the Reason Market Research was not Conducted. Market Research was not conducted because a new competition would be impracticable. This requirement is suited to a logical follow-on in accordance with FAR 8.405-6(a)(1)(i)(C) as awarding to another source is likely to result in a delay of Tribal Consultation process and disruption of the current state of which the final recommendations of a balanced approach for support services that is characterized by shared responsibility, improved service delivery, a new focus on BIAs and BIEs needs and coordinated communication is based upon. Through work on the original Task Order, Bronner has gained a unique insight and working knowledge of the Bureau of Indian Affairs, Indian Education, and the current state. Additionally, Bronners project team has an established rapport and trust with the Indian Affairs leadership given the urgency to build on the current momentum for change in support of the Assistant Secretarys of Indian Affairs mission to improve coordination and services to BIA and BIE programs and Tribes. Finally, Bronner will bring the necessary combination of expertise, relevant experience, tools and key personnel that makes Bronner distinctively and uniquely qualified to meeting the particular needs of this requirement. Awarding to a Contractor other than Bronner would result in substantial duplication of effort thus increasing costs to the Government and causing unacceptable delays to moving forward with the Tribal Consultation Sessions. These costs would not expect to be recovered through competition. The Government is minimizing the risk for successful completion of this requirement by utilizing a logical follow-on to the original Task Order as it is in the best interest of the Government. 7.Any Other Facts Supporting the Justification. None. 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. None, no subsequent acquisitions are anticipated and all tasks are being provided for under this task order; if new tasks are identified, a new competitive procurement will be conducted to fulfill any future requirements.
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