Loren Data's SAM Daily™

FBO DAILY ISSUE OF OCTOBER 01, 2010 FBO #3233
SOLICITATION NOTICE

V -- Copy of redacted J&A 6.302-1FA461008C0003P0009

Notice Date

9/29/2010
 

Notice Type

Justification and Approval (J&A)
 

NAICS

561599 — All Other Travel Arrangement and Reservation Services
 

Contracting Office

Department of the Air Force, Air Force Space Command, 30CONS, 1515 Iceland Avenue, Bldg 8500, Room 150, Vandenberg AFB, California, 93437-5212
 

ZIP Code

93437-5212
 

Solicitation Number

FA461008C0003P00009
 

Archive Date

10/31/2010
 

Point of Contact

virgie b. thompson, Phone: 8056063872, Patricia Rosa, Phone: 805-605-0490
 

E-Mail Address

virgie.thompson@vandenberg.af.mil, patricia.rosa@vandenberg.af.mil
(virgie.thompson@vandenberg.af.mil, patricia.rosa@vandenberg.af.mil)
 

Small Business Set-Aside

N/A
 

Award Number

FA461008C0003
 

Award Date

10/1/2010
 

Description

Redacted J & A 6.302-1 JUSTIFICATION AND APPROVAL (J&A) FOR OTHER THAN FULL AND OPEN COMPETITION I. CONTRACTING ACTIVITY Requiring Activity: 30LRS/LGRD Description of Services: Provide Interim Commercial Travel Office Services Contracting Activity: 30 CONS/LGCB POC: [ ] Telephone: DSN: 275-0490 Commercial: (805) 605-0490 Authority: 10 U.S.C.2304(c)(1) as implemented by FAR 6.302-1(a) Type J & A: Individual Estimated Contract Cost: $103,500.00 II. Nature and/or Description of the Action being Processed: a. This Justification and Approval (J&A) is in accordance with FAR 6.302-1 and allows for a contract modification to extend the period of performance on the current Firm Fixed Priced contract FA4610-08-C-0003 for a total period of six months beginning 1 Oct 2010 until 31 Mar 2011. This request is necessary in order to ensure continued availability of commercial travel services for the Defense Travel System (DTS) and to prevent mission impact until such time as a new task order is issued on the recently awarded Worldwide Air Force CONUS contract by Defense Travel Management Office, OUSD Personnel and Readiness, and the new contractor assumes full performance under the contract. b. On 07 Apr 2010, [,] DTMO, OUSD Personnel & Readiness requested a three (3) month extension to bridge the current local contract to the award of a task order covering the western region (to include Vandenberg AFB, CA; Beale AFB, CA; and Onizuka AS, CA) expected to be issued and awarded in Dec 2010. A sixty (60) day phase-in period is required by the new contractor and a 30 day notice is required by the incumbent. With this timeline full performance wouldn't begin until 31 Mar 2011. Per request of the using activity the Contracting Officer has decided to add an additional three (3) months on to this contract taking the extension to 6 months. Incumbent contractor has guaranteed prices for six months. III. Description of the Supplies/Services required to meet the Agency's needs: The current Commercial Travel Office (CTO) provides Interim Commercial Travel Office Services for Vandenberg AFB, CA, Beale AFB, CA and satellite services for Onizuka AS, CA. Vandenberg AFB is using the Defense Travel System (DTS); however, the current CTO is functioning in the DTS capacity by providing booking, ticketing and other customer service requirements. The current contractor will continue to provide services as outlined in the Statement of Work. The estimated value of these services for 6 months is $103,500.00. The estimate was arrived at by multiplying the historical average number of transactions per month -[ ] - (for the combined 3 bases) by a flat transaction fee of [ ]per transaction. The total monthly amount was then multiplied by 6, which is the period of extension requested. Travel orders customarily provide funds to cover transaction fees of the nature discussed here. IV. Statutory Authority Permitting Other Than Full and Open Competition: Federal Acquisition Regulation (FAR) 6.302-1(a), 10 U.S.C. 2304(c) (1), Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. V. Demonstration that the contractor's Unique Qualifications or Nature of the Acquisition Requires the use of the Authority Cited Above a. There is no other contract vehicle in place which can provide the type of travel service system required without duplication of cost or unacceptable delays. A competitive contract was awarded by OUSD, DTMO, but a task order for the western region won't be issued until 01 Jan 2011. DTMO has advised that the new western task order will require at least 60 calendar days for phase in the new contractor, with full performance expected to begin no later than 31 Mar 2011. Based on this requirement and the possibility that the western region task order may be delayed, the contracting officer has determined that an additional 3 month period would be required to ensure that commercial travel office services are maintained at Vandenberg AFB, California, Beale AFB, California, and Onizuka Air Station, California. Under this J&A, services would be extended out until 31 Mar 2011 and if additional time is required the contract will be revisited for any adjustments necessary. Based on market research there is no company other than the incumbent under the current contract which has the capability of providing this highly specialized service at the price we currently have on contract. (See Market Research paragraph VIII). The incumbent contractor has the historical knowledge of DTS processes being used in bringing DTS to Final Operating Capability. This gives the incumbent the unique knowledge of how the system works that is paramount for the follow-on contract for the Contracted Travel Office (CTO) during the peak summer Air Force Transfers. b. Without the CTO contract, all official travel by commercial air for Vandenberg AFB, CA; Beale AFB, CA; and Onizuka AS, CA, passengers will stop. This would include Temporary Duty Travel (TDY), Permanent Change of Station (PCS) and more importantly deployed personnel, totaling approximately [ ] passengers per month. In addition, there is insufficient manpower, expertise or proper computerization (contractor provides own computers) within the Traffic Management Flight to provide temporary services currently being performed by the incumbent travel agency. The total estimated dollar value of this action covered under this Justification & Approval is $103,500.00. c. If the Air Force were to award an interim contract, the additional cost of phase-in alone would be approximately[ ]. This estimate was arrived at by comparing start-up costs for setting up travel offices at three different locations. This cost is based not only on contracting costs, but the additional cost associated with providing laptops, furniture, and phones for all the different locations. It is estimated that it would cost [ ]for logistical support at all three locations, and an additional [ ]for recruitment, relocation and labor expenses. Therefore, this acquisition provides for continued follow - on performance without the necessity of incurring those additional costs. VI. Description of efforts made to ensure that offers are solicited from as many potential sources as deemed practicable: The government intends to limit competition to the incumbent contractor as supported by this J&A. FAR exception 5.202(a)(11) will be cited since the original contract was synopsized and fair opportunity was given to various sources as noted by eleven responses. Market research (see paragraph 8) disclosed that travel agencies contacted weren't interested in a short time contract or couldn't provide DTS service for the limited time envisioned by the interim contract without incurring substantial costs. Based on our current situation, it's unrealistic to solicit other potential sources for award of a 6 month extension because an IDIQ contract is already in place and the duplication of cost would be substantial. (See paragraph V & IX) VII. Determination by the Contracting Officer that the anticipated cost to the government will be Fair and Reasonable: All costs associated with the extension of this commercial travel services contract have been reviewed by the Contracting Officer. The government considers this price fair and reasonable since market research shows transaction fee prices are higher in the commercial arena, notwithstanding current DOL wage determination increases. Reasonable is also based on the fact that the contractors price has not increased in over a year. The using activity has reviewed the conditions supporting this fee increase and the Contracting Officer has determined the anticipated transaction fee of [ ]to the Government to be the best value based on market research. No requirement for certified cost or pricing data exists for this procurement. (See VIII) VIII. Description of Market Research Conducted and the Results, or a statement of the reasons market research was not conducted: In accordance with FAR Part 10, market research (MR) was conducted and revealed that commercial travel office services are considered commercial in nature and customarily available in the marketplace. The transaction definition used and described to ascertain transaction fees charged in the local area consists of airline ticket issue, refund, exchange, and reissue. Four different companies were contacted and an average cost of [ ]was given as being charged as a transaction fee. This high cost was attributed to increases in fuel costs and overall business costs. Three of the four companies contacted (See MFR in file) were not interested or familiar with the DTS service used by the Air Force. [ ] said they were somewhat familiar with our system but they weren't sure if it would be a worthwhile endeavor for them to compete for a contract with such a relatively short performance period. Due to start up costs involved in supplying equipment, systems and personnel for 6 months, it appears that it is not financially feasible for any of these companies to pursue this requirement. IX. Any other facts supporting the use of Other Than Full and Open Competition: A 6 month option modification to the existing contract is seen as the only practical instrument available, considering costs to procure a new 6 month contract while waiting for DTMO to issue the new task order and the new contractor to assume all duties under the new contract. All three travel locations under Vandenberg would be at a standstill for all PCS and TDY travel if the requested extension is not arranged. X. List of Sources, if any that expressed interest in the acquisition: Previously Santa Barbara Travel has expressed interest in the 1 year extension. XI. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before making subsequent acquisitions for the supplies or services required: No actions are planned since the Worldwide DTMO CONUS Defense Travel System (DTS) was solicited competitively and award as a multiple award indefinite delivery indefinite quantity contract provided all schedule holders a fair opportunity in accordance with FAR 16.505(b). T.O. delayed due to phase in period. XII. Contracting Officer Certification: The Contracting Officer's signature on the Coordination and Approval Document evidences that he/she has determined this document to be both accurate and complete to the best of his/her knowledge and belief. XIII. Technical/Requirements Personnel's Certification: As evidenced by their signatures on the Coordination and Approval Document, the technical and/or requirements personnel have certified that any supporting details contained herein, which is their responsibility, is both accurate and complete. COORDINATION AND APPROVAL DOCUMENT Contracting Activity: 30 CONS/LGCB Purchase Request/Local Identification Number: N/A Project/Program Name: Provide Interim Commercial Travel Office Services Telephone: DSN: 275-0490 Commercial: (805) 605-0490 Authority: 10 U.S.C.2304(c)(1) as implemented by FAR 6.302-1 Type J & A: Individual Estimated Contract Cost: $103,500.00 COORDINATION DATE _______________________________________________ Chief, Traffic Management Flight _______________________________________________ Contracting Officer, 30CONS/LGCB _______________________________________________ Attorney/Advisor APPROVED/DISAPPROVED _______________________________________________ Commander
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/USAF/AFSC/30CONS/FA461008C0003P00009/listing.html)
 

Place of Performance

Address: VANDENBERG AFB, Lompoc, California, 93437, United States

Zip Code: 93437
 

Record

SN02301475-W 20101001/100929235448-f9fa4c643847cdd3c84bbe982c49750c (fbodaily.com)
 

Source

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

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |