D&F_to_include_options_-_ABBYY.pdf

UNITED STATES DEPARTMENT OF JUSTICE

Executive Office for Immigration Review

5107 Leesburg Pike

Falls Church, VA 22041

Justification for Inclusion of Options

From: Andrew Byrnes – Contracting Officer

Date: 9/6/2018

RE: Justification for inclusion of options

1. In accordance with FAR 17.205, the following indicates the quantities and terms of the option periods as set forth in the request for quotations (RFQ) 15JE1R-18-PR-0177 that was advertised in the

Federal Business Opportunity – fbo.gov FAR Part 5 – Publicizing Contract Actions.

The Executive Office for Immigration Review (EOIR) is an office of the United States Department of

Justice (USDOJ) and is responsible for adjudicating immigration cases in the United States. EOIR oversees immigration courts in the United States through the Office of the Chief Immigration Judge.

The chief function of EOIR is to conduct removal proceedings, which are administrative proceedings to determine the removability of individuals in the United States. Removal proceedings are conducted in immigration courts. As of September 28, 2016, there are fifty-eight immigration courts throughout the United States.

EOIR Office of Technology (OIT) requires a product that can handle high document volumes in support of electronic court filing. In addition, the product must be compatible with Microsoft operating system and security controls. Document conversion must be automated with very low error rates, as the anticipated volume will be high. The product must also support data extraction and be

Microsoft SharePoint compatible. The product offers a perpetual CPU based license.

USDOJ EOIR is pursuing the acquisition of ABBYY Recognition Server Core 4 via a purchase order.

The scope of this effort is to provide ABBYY Recognition Server Core 4 which offers a perpetual

CPU license.

Period of Performance is as follows:

Base Period – 9/28/2018 – 9/27/19

Option Period 1 – 9/28/2019 – 9/27/20

Option Period 2 – 9/28/2020 – 9/27/21

Option Period 3 – 9/28/2021 – 9/27/22

Option Period 4 – 9/28/2022 – 9/27/23

2. The requester has advised there is need for subsequent licenses dependent upon successful performance during the base period.

3. Inclusion of the option in the purchase order is necessary for the following reasons:

The option represents a known requirement.

Inclusion of the option will facilitate continuity of licenses and minimize disruptions for quote preparation and negotiations.

Competition for the option would clearly be impractical once the initial base period task is completed.

4. The option exercise period will provide the Government sufficient time to make a reasonable assessment of available budget while avoiding downtime between the basic effort and option years.

5. The exercise of the option will be accomplished only after a determination that (1) the requirement covered by the option fulfills the existing requirement of the Government and (2) the exercise of the option is most advantageous to the Government, price and other factors considered.

6. In accordance with FAR 17.206, the option may be considered in the evaluation for award based on the following:

(a) There is a known requirement that exceeds the basic quantity to be awarded,

(b) The Government is likely to exercise the option(s); and

(c) There is reasonable certainty that licenses/maintenance will be available later to permit exercise of the option.

Based on the information above, I hereby determine it is in the best interest of the Government to include option periods in accordance with FAR 17.202(d) and 17.205(a).

Prepared by:

Andrew Byrnes Date

Contracting Officer