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Notice of Proposed Sole Source Action for 3 Months of Full Facilities Maintenance Services at Piegan/Chief Mountain Land Based Port of Entries - EQ8PMP-16-5017_0003

Agency: General Services Administration
Level of Government: Federal
  • S - Utilities and Training Services
Opps ID: NBD00159991243220154
Posted Date: Feb 11, 2019
Due Date: Mar 13, 2019
Solicitation No: EQ8PMP-16-5017_0003
Opportunity History
Solicitation Number :
Notice Type :
Special Notice
Synopsis :
Added: Dec 26, 2018 1:51 pm
This notice is not a request for proposal. The General Services Administration, Public Buildings Service, Region 8 (hereinafter also referred to as "Region 8"), anticipates an award of a contract to ProSource Consulting, LLC under the authority of FAR 6.302-1 (41 U.S.C. 3304(a)(1)), "Only one responsible source and no other supplies or services will satisfy agency requirements." A solicitation for this requirement will not be made available, and this notice is for informational purposes only. All responsible sources that believe they can perform these services in their entirety and at a reasonable price must submit a written notification of interest and provide a capability statement no later than January 10, 2018 by 11:59 p.m. Mountain Daylight Time (MDT) which will be considered by the agency. Any written notice of interest and capability statements must be submitted directly to Dylan White at A determination by the Government not to compete this proposed action based upon responses to this notice is solely within the discretion of the Government.

Description of Services. Region 8 requires operations, maintenance, and other facility support services at the Chief Mountain Land Based Port of Entry (Chief Mountain LBPOE), State Highway 17, Babb, MT 59411 and the Piegan Land Based Port of Entry (Piegan LBPOE), US Highway 89, Babb, MT 59411. The identified services include all management, supervision, personnel, labor, materials, equipment, tools, and supplies to effective, efficiently, and economically provide services for the satisfactory cleaning, operations, and maintenance at the Chief Mountain LBPOE and Piegan LBPOE facilities (Port Facilities). Normal hours at the Port Facilities are 7:00 - 23:00, 7 days a week, 365 days a year. Region 8 requires the contractor to be available to respond during facility operating hours during a standard 8 hour work day and provide for emergency call personnel on a 24 hour basis, 7 days a week.

Excluded from operations and maintenance services are the housing units located at the port facilities, except for electrical systems and equipment. Other exclusions from the requirement include security systems, telecommunication systems, equipment owned and operated by the tenant agencies, furnishings (not installed fixtures), kitchen appliances and equipment (except ductwork, grease traps, and associated fire suppression and alarm equipment), equipment owned by public utilities, upgrades of software and software licenses, and fitness center equipment. The contractor shall be responsible for scheduled and unscheduled maintenance and repairs of equipment and systems located within the property line of the Port Facilities. Other services provided at the facilities include snow removal and grounds maintenance. Contractor is responsible for furnishing all necessary heavy equipment and other items needed to clear or haul snow and ice from parking areas, roads, driveways, plaza areas, and other covered areas within the property line.

Operations and maintenance work includes preventative and predictive maintenance of building systems and equipment. The contractor is required to conduct tours of the building equipment at set frequencies and record information in accordance with appropriate procedures. Generally, operational services shall be provided for all systems to maintain a safe and healthy environment operating within normal parameters. Efficiency of operation shall be maintained in order to preserve the asset value of the facility and systems and minimize operating costs to the Government.

Generally, the anticipated scope is for performance-based services that describe the expected outcomes and results within measurable standards to evaluate performance. The Contractor shall be responsible for coordination efforts, communication, quality control, management of records and reports, and scheduling. The prime contractor shall be responsible for the management and supervision of all subcontractors.

Justification for Sole Source Contracting Action. The incumbent contractor, ProSource Consulting, LLC is uniquely positioned to have a competitive advantage that could not be reasonably overcome through a competitive acquisition process. As a three month contract for bridge services it is impractical for a new contractor to recover costs. Identified costs include processing security clearances, mobilization costs, inspection of existing conditions, development of a quality control program, hiring, training, and other startup costs. ProSource Consulting, LLC is already mobilized at the facilities and will not incur these initial costs. The remote location of the facilities also presents significant costs of mobilization, and no other sources are located in the surrounding area to offset these costs. Accordingly, if the requirement was competed, there is a reasonable expectation that the Government would not receive a proposal from at least one other source for a three-month contract.

Other considerations include the importance of a continuity of operations at the port facilities to avoid a lapse in support services. The operations, maintenance, custodial, and other facility support services provided at these locations are critical to safety, security, general well-being, and operational missions of the facilities. Facility support services are also necessary to preserve the asset and ensure efficient and economical operations.

Efforts to Obtain Competition. General knowledge of the Montana market from GSA officials and past acquisition efforts and experience support the decision not to compete the requirement. It is highly unlikely that any other contractor is proximate enough to the project locations to overcome identified initial costs over a three-month period; these costs are not incurred by the incumbent contractor. Region 8 is actively working on a new contract with a base period, and four, one-year option periods that is economically viable for other interested contractors. Region 8 made reasonable planning efforts to compete and procure services for full facilities maintenance at the Port Facilities. However, delays outside the Government's control adversely impacted the schedule and has resulted in a planning horizon that is unreasonable to effectively procure the required services before the expiration of the existing contract. Thus, the proposed sole source contracting action to add three months through 02/01/2019 and 04/30/2019 to the existing contract is the best decision given the acquisition history and circumstances.

Additional Information. This special notice shall not be construed as a request for proposal nor as a commitment by the Government. The Government shall not be responsible for any costs incurred in response to this special notice.
Added: Feb 10, 2019 10:18 pm
Posting of Justification: In accordance with FAR 6.305, the following justification for the sole source contracting action is hereby made available for a period of 30 days. The General Services Administration, Public Buildings Service, Region 8 has issued an award for a new contract action to ProSource Consulting, LLC for continued facility support services from 02/01/2019 - 04/30/2019 at the Chief Mountain Land Based Port of Entry, State Highway 17, Babb, MT and the Piegan Land Based Port of Entry, US Highway 89, Babb, MT. These services have been awarded to the incumbent contractor for the amount of $94,556.67. See attached justification for further information.
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Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
December 26, 2018
Description: Sole Source Justification 3-Month Bridge in Service_12.26.2018
Sole Source Justification
Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Sole Source Justification
Posted Date:
February 10, 2019
Description: Mod_PS22_Sole Source Justification_12.26.2018
Contracting Office Address :
One Denver Federal Center
Building 41
P.O. Box 25546
Denver, Colorado 80225-0546
United States
Place of Performance :
Piegan Land Based Port of Entry
US HWY 89 (near Canadian Border)

Chief Mountain Land Based Port of Entry
ST HWY 17 (near Canadian Border)
Babb, Montana 59411
United States
Primary Point of Contact. :
Dylan T. White,
Contract Specialist
Phone: 3032361084
All Files
Dec 26, 2018
Download/View Mod_PS22,_Justification,_12.26.2018.pdf
Sole Source Justification
Feb 10, 2019
Download/View Mod_PS22,_Justification,_12.26.2018.pdf
General Information
Notice Type:
Special Notice
Original Posted Date:
December 26, 2018
Posted Date:
February 10, 2019
Response Date:
Mar 13, 2019 1:00 am Mountain
Original Response Date:
Jan 10, 2019 11:59 pm Mountain
Archiving Policy:
Automatic, 15 days after response date
Original Archive Date:
January 25, 2019
Archive Date:
March 28, 2019
Original Set Aside:
Set Aside:
Classification Code:
S -- Utilities and housekeeping services
561 -- Administrative and Support Services/561210 -- Facilities Support Services


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