JOFOC_-_MIMS_Maintenance_Support.pdf

United States Department of Labor Office of the Secretary for Administration and Management

Office of the Chief Information Officer

Justification for Other than Full & Open Competition

MSHA Imaging Management System (MIMS) Software License and Maintenance Support

1. Identification of the agency and contracting agency:

Contracting Activity Customer Agency

Department of Labor Department of Labor OASAM/OPS OASAM/Office of Chief Information Officer 200 Constitution Avenue, NW 200 Constitution Avenue, NW Washington, DC 20210 Washington, DC 20210

2. Nature and/or description of the action being approved:

This Justification for Other than Full and Open Competition authorizes and approves the issuance of a Sole Source contract to CompuCom, Inc., 1401 West Carson Street, Pittsburgh, PA 15219-1029, DUNS: 790763189 for the purchase of software licensing, onsite/remote software/hardware support/training, ongoing/current projects, preventative maintenance of the MSHA Imaging Management System (MIMS) electronic document management system for the Mine Safety and Health Administration (MSHA) Approval and Certification Center (A&CC) located at 765 Technology Drive, Triadelphia, WV 26059.

The Approval & Certification Center is responsible for the approval and certification of certain mining products for use in underground coal and gassy underground metal and non-metal mines.

Technical experts evaluate and test equipment, instruments, and materials for compliance with Federal regulations. Following successful completion of evaluation and testing of a product, a license (approval) is issued authorizing a manufacturer to produce and distribute products for use in mines.

In addition to product testing and approval, the Center performs other technical functions in support of MSHA’s programs, including investigation of field complaints, litigation assistance/expert witnesses, accident investigations, enforcement support, training, development and revision of Federal standards and regulations, research assistance, and hazard recognition and accident prevention.

The MSHA Imaging Management System (MIMS) is an electronic document management system that was designed to provide document access and control processes required to manage records used in the Center’s technical support role. The system currently holds nearly one million pages of engineering drawings, approval letters, test results, field modifications, final reports, photographs, and other related technical and administrative documentation. MIMS provides for streamlined document retrieval and document sharing, playing a critical role in the Center’s operations.

MIMS is a critical production system that includes imaging hardware along with imaging software (ApplicationXtender suite of products from OpenText Corp). This maintenance agreement covers the technical support required to: a) cover onsite hardware service; b) ensure continued software/licensing support through release upgrades; c) provide labor hours to cover software changes/training, system design changes, and general ApplicationXtender (AX) technical consulting, troubleshooting services and training; and d) assist with development of customized AX interfaces and approval record conversion efforts.

3. Description of supplies/services required to meet the agency’s Needs (including the estimated value):

a. A description of the supplies or services:

The Vendor shall provide the requested software licenses and hardware support as listed:

Description Quantity Unit

ApplicationXtender - software - 60 User License 60 Each Pegasus - Scanfix for ApplicationXtender - software - 60 User License 60 Each SX - Image Capture Server - software - 1 User License 1 Each ApplicationXtender - Reports Management Server - software - 1 User License 1 Each

Kodak Scanner i2600 s/n 49367627 - hardware support 1 Each Kodak Scanner i1420 s/n K45627148 - hardware support 1 Each Kodak Scanner i1420 s/n K45627162 - hardware support 1 Each Kodak Scanner i3200 s/n 53071288 - hardware support 1 Each Labor Hours for onsite/remote hardware/software support, special projects, training, etc.

200 Hour

ApplicationXtender - TEST SYSTEM - Software 1 Each

Additional Requirements

The Contractor awarded the contract must be a certified/licensed reseller of the OpenText product line and have an established place of business within 50 miles of MSHA’s Approval & Certification Center at 765 Technology Drive, Triadelphia, WV 26059. It is imperative that the primary Contractor awarded this contact have a hands on working knowledge and experience with the OpenText product line.

Coverage Definitions

Service calls are handled on a time-and-materials basis. Maintenance is provided between 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding government holidays. During these hours, labor and travel is charged at the regular hourly rate. Labor and travel outside of these hours is charged at time-and-a-half. Response time required for phone and email support is within 4 business hours. On-site emergency response is required within 4 hours making it imperative that the Vendor be within a 50 mile radius.

Services required include but are not limited to the following:

I. Software Licenses

Software licenses provide: a) authorization, by the software Vendor, to use their software products as long as the license is in effect; b) upgrades to the software products to introduce new features and functionality; c) patches to the software products to fix program anomalies ("bugs"); and d) first-line technical consulting support through their value-added resellers.

CompuCom, Inc. is a value-added reseller for the AX software packages used at the Approval & Certification Center.

To retain the license, software products must be upgraded in a timely manner which requires onsite presence. Under the license, software support is provided for the current software release plus one back version.

These are the AX software packages currently in production at the Approval & Certification Center.

ApplicationXtender - 60 Users License Pegasus Scanfix for ApplicationXtender - 60 Users License ScanXtender Image Capture Server – 1 User License ApplicationXtender Reports Management Server - 1 User License ApplicationXtender – TEST SYSTEM

II. Hardware Support

Regularly Scheduled Preventative Maintenance:

Regularly scheduled preventative maintenance includes parts (except consumables, such as lamps, glass, toner), labor, and travel. Annual preventative maintenance is scheduled on all equipment in December.

This is the hardware needing covered under the on-site preventative maintenance:

2 Kodak Color Scanners (Model i1420) 1 Kodak Color Scanner (Model i2600) 1 Kodak Color Scanner (Model i3200)

Maintenance on Per-Call, Time/Materials Basis:

Service calls are handled on a time-and-materials basis. Maintenance is provided between 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding government holidays. During these hours, labor and travel is charged at the regular hourly rate. Labor and travel outside of these hours is charged at time-and-a-half. Response time required for phone and email support is within 4 business hours. On-site emergency response is required within 4 hours making it imperative that the Vendor be within a 50 mile radius.

III. Labor

A block of labor hours is requested each year to cover activities such as: a) software maintenance (i.e. upgrades or patches), b) technical consultation, c) service calls not covered under preventative maintenance, d) training, and e) special projects.

Examples of some of the activities that were performed under these labor hours during the past year include:

• Assisted with the installation of AX 8.1 on new Windows 10 laptops.

• Assisted with the upgrade of AX 8.1 to AX release 16.3.

• Assisted with the hardware migration from the Plasmon G24 optical jukebox to virtual server.

• Assisted with the data migration from optical platters to virtual server using Secure Path.

• Assisted with configuring a new test environment to support the production imaging system.

• Provided snapshot of production data that can be used in a disaster recovery environment.

• Provided technical support to MSHA to resolve issues with MSHA’s SSL database connectivity.

• Converted historical microfiche records to pdf format.

• Converted hardcopy archives catalogs to pdf format.

• Provided user training on new AX features.

Additional labor hours are being requested for the upcoming contract year(s) to address these ongoing/in progress special projects:

• Master approval number records have been converted from handwritten index cards to digital format. A project is underway to create an AX application to house these records in the MIMS system.

• Additional hours are being requested to auto load and index the master approval number records into MIMS.

• MIMS records currently cannot be searched based on ‘words-in-text’. We are requesting additional hours to conduct a study to determine the feasibility of converting select approval records to enable this more robust retrieval functionality.

• Historical testing and inspection photos have been converted from hard copy to pdf format. Additional labor hours are requested to auto load and index these photos into the existing approval records application.

• Hardcopy catalogs of approval records held at the Federal Records Centers have been converted to pdf format. Additional hours are being requested to create an AX application, auto load, and index these catalogs.

• Various miscellaneous historical records have been converted from microfiche and paper to digital format. Additional hours are being requested to prototype an AX application to house these records.

• Billing documentation is currently added to MIMS manually. We are requesting additional hours to move these records to a new AX application and to develop a process to auto load and index new records.

• Develop and conduct customized training sessions on WebAccess.

• Develop and conduct customized training sessions on advanced AX functions.

• Develop and document procedures for using the new Test environment in the Change

Management process.

• Develop and document procedures for integrating the new Test environment into the

Disaster Recovery/Business Continuity plan.

• Digitize historical approval records currently on micro-fiche

• Digitize historical approval records currently on paper

• Digitize catalogs of A&CC records held at the Federal Records Centers

• Digitize catalogs of A&CC records held at the Federal Records Centers

• Prototype an AX application to house historical records

• Conduct feasibility study to convert select approval records to enable ‘words-in-text’ search

• Develop and conduct customized training sessions on WebAccess and advanced AX functions

• Develop an AX application to house master Approval Number records

• Develop and document how the new Test environment will be used in the Change

Management process.

b. Estimated Value including the Base Period and any Options:

The total estimated value of this procurement is $121,585.40, which includes the Base Year plus two (2) Option Years.

The value for each year is as follows:

Base Year Value (April 1, 2019 through March 31, 2020): $37,549.00

Option Year One (1) Value (April 1, 2020 through March 31, 2021): $41,437.40

Option Year Two (2) Value (April 1, 2021 through March 31, 2022): $42,599.00

4. An identification of the statutory authority permitting other than full and open competition:

Identification of the justification rationale is 6.302-1, “Only one responsible source and no other supplies or services will satisfy agency requirements.”

5. A demonstration that the proposed Contractor’s unique Qualifications or the nature of the acquisition requires use of the authority cited:

The Approval & Certification Center's imaging system (MIMS) is a mission critical customized database containing the official copies of MSHA product approvals of proprietary information related to the product designs. It is used by the engineering divisions to support their evaluation of the safety of mining products, and it supports those who are involved in accident investigations. The system contains nearly one million records and is part of the government wide initiative to move from hard paper copy documents to electronic digital format. These records document the details of every product approval issued. They are relied upon for product audits, ensuring products continue to be manufactured as approved, and also serve as a resource to mine inspectors in the field ensuring the health, safety, and welfare of the miners.

MIMS has continued to evolve to meet the changing needs of the Center’s users. The software upgrades have introduced new and desirable features, and the hardware has been extremely reliable. Converting this database to another platform would be cost prohibitive and would offer no real return on investment. CompuCom’s personnel have been trained and certified to support and install the Content Management line of products used by the MIMS. In addition, they are equipped to manage first-line onsite support of all phases of the document management process, including scanning solutions, database conversions and upgrades, software licensing and installation, and hardware upgrades and maintenance. CompuCom, Inc. has supported the system since its installation, has been heavily involved with all of the system upgrades/modifications and is entirely familiar with the nuances of the database. Converting to another Contractor would require several months of specialized training and a steep learning curve as support of the MIMS system is transitioned from one Contractor to another. Such delays could result serious disruption to the MIMS system and could ultimately affect the safety and welfare of the miners.

MIMS is the Sole Source of nearly one million technical records used by the Approval & Certification Center (A&CC) for approving mining products, many of which are proprietary.

MIMS is the sole repository for the official approval records for products manufactured and used around the globe. These records support the product reviews and approvals issued by the A&CC and include engineering drawings and bills of material, technical specifications, test results, and internal reports describing how the approval decision was made. In addition to being used by the A&CC engineers, these records are relied upon by District mine inspectors and MSHA mine accident investigation teams. They often contact the A&CC from the field seeking clarification on equipment specifications or A&CC approved designs before writing citations. A&CC engineers require immediate access to the MIMS system to retrieve the relevant documentation and to provide a complete and timely response. District performance goals include the number of mine inspections completed.

MSHA accident investigation teams require 24/7/365 access to MIMS records. Onsite investigations are conducted in all 50 states (spanning multiple time zones), and it is not unusual for the accident team to work 12-hour days or longer. Accessibility to the MIMS technical records is critical to the accident investigation team’s workflow and meeting the Agency’s mission. If MIMS is unavailable, MSHA will face delays in approval processing. Such delays are unacceptable because they impact how quickly new or improved equipment is made available to the miners. Delays in approval processing negatively impact the collection of fees meant to recoup MSHA’s processing costs. MSHA collects approximately $1 million in fees annually. If MIMS is unavailable, many Quality Assurance actions are negatively impacted, possibly delaying the correction of safety issues in the mines. Delays in correcting safety issues in the mines can result in severe negative impacts to the miners’ safety and welfare, and render MSHA susceptible to potential liabilities.

Mine accident investigators rely upon MIMS technical records for their evaluations and are under strict reporting timelines that are monitored by Congress. Every year, MSHA’s Operating Plan includes strategies the Agency will use to protect the safety and health of miners. One of the strategies is to increase inspection and enforcement effectiveness, thus the time needed by the A&CC to complete product reviews is documented. The Assistant Secretary for Mine Safety and Health has set a performance goal of completing 60% of all product reviews within 120 days. Performance outcomes, including the time for completing performance reviews and any delays, are reported to Congress. MIMS technical records must be promptly available in order to ensure timely product reviews and meet Congressional reporting timelines.

It is critical that the Contractor be located within a fifty (50) mile radius of the A&CC in Triadelphia, WV because the Contractor is required to dispatch technical personnel to the A&CC within one (1) hour to provide hands-on troubleshooting and remedy any emergencies. The MIMS system, the most critical system at the A&CC, must be available at all times to the end users and specifically field personnel who need access to the system when executing their enforcement duties or investigating mining accidents. Unscheduled downtime is not acceptable because it dramatically increases health and safety risk for Miners.

Logistically, the A&CC is located outside any populous areas, and the Contractor must be able to perform round trips (between A&CC and Contractor’s offices) within a short timeframe if necessary. If the Contractor cannot be on site in one (1) hour and troubleshoot and/or resolve problems when the MIMS system is down, then the distribution of licensed and approved products for use in the mines will result in an unacceptable increase in health and safety risk for Miners and potential loss of life.

Compucom is entirely familiar with the MIMS system, with the MSHA/OCIO security configurations, with the testing environment, and with the structure of the database.

CompuCom’s intimate knowledge of MIMS will ensure consistent and timely support, help to mitigate disruptions to the MIMS system, and reduce the negative impacts to MSHA and the miners that could result in such delays. Moreover, Compucom is the only company capable of providing the required services within a fifty (50) mile radius of Triadelphia, WV.

6. A description of efforts to obtain competition to ensure that offers are solicited from as many potential sources as practicable, including whether a notice was or will be publicized as required by subpart 5.2 and if not, which exception under 5.202 applies:

OCIO and OPS have surveyed the market to identify suitable providers of like services. This research has identified Vendors capable of providing the services described. However, due to requirement that the Contractor be located within a fifty (50) mile radius of Triadelphia, WV, the incumbent (CompuCom, Inc.) is the only Vendor capable of providing services in support of Agency goals and mission at this time.

In accordance with Federal Acquisition Regulation (FAR) Subpart 5.2, a “Notice of Intent to Award a Sole Source Contract” was posted to the Federal Business Opportunities (FedBizOpps) website on March 22, 2019 and closed on March 25, 2019 with no responses.

7. A determination by the contracting officer that the anticipated cost to the government will be fair and reasonable:

The Contracting Officer will request additional price discounts and conduct a price analysis to determine if the proposed pricing is fair and reasonable.

8. A description of market research conducted (part 10) and the results or a statement of the reason market research was not conducted:

In order to facilitate competitive practices, this Market Research identified CompuCom, OpenText Inc. and Alamo City as potential suppliers:

CompuCom, Inc. has supported the Approval & Certification Center’s Imaging Management System since its inception over 20 years ago. During that time, CompuCom, Inc. has supported the A&CC technical staff through numerous hardware and software upgrades and system enhancements. They have personnel available to directly handle both software and hardware questions/issues -- providing same-day telephone support and same-day or next-day on-site support. They have in-depth knowledge of the system hardware, as well as the structure of the imaging database and its document content. In addition, CompuCom is located within a 50 mile radius of the A&CC.

OpenText products and solutions are commercially available for purchase at their website:

https://www.opentext.com/. In addition, OpenText products and solutions are available in the open market through authorized resellers as provided at https://www.opentext.com/products-and-solutions/partners-and-alliances and under GSA Federal Supply Schedules as provided in the GSA e-Library. However, neither OpenText, Inc. nor Alamo City are within a 50 mile radius of the A&CC located in Triadelphia, WV (as shown in the table below).

https://www.opentext.com/ https://www.opentext.com/products-and-solutions/partners-and-alliances https://www.opentext.com/products-and-solutions/partners-and-alliances

VENDOR GSA FSS 70

CompuCom, Inc. DUNS: 790763189 POC:

Mark Feth 412-562-0610 - Email: mfeth@compucom-inc.com

Located within the 50 miles radius requirement.

1401 W Carson St. Pittsburgh, PA 15219-1029

Open Text Inc. DUNS: 064596158 POC: A.

Vernon 301-340-4069 Email: avernon@opentext.com

GS-35F-0480J

2950 S Delaware St San Mateo, CA 94403-2199

Alamo City Engineering Services, Inc. DUNS:

023601987 POC: Craig Stephens@aces.biz 210-386-7340 Craig.Stephens@aces.biz

GS-35F-0598S

3463 Magic Dr., Ste 137, San Antonio, TX 78229-2974

9. Any other supporting facts supporting the use of other than full and open competition:

(i) Explanation of why technical data packages , specifications, and engineering descriptions, statement of work, or purchase descriptions suitable for full and open competition have not been developed or are not available.

Not applicable.

(ii) When 6.302-1 is cited for follow-on acquisitions as described in 6.302-1(a)(2)(ii), an estimate of the cost to the Government that would be duplicated and how the estimate was derived.

(iii) When 6.302-2 is cited, data, estimated cost, or other rationale as to the extent and nature of the harm to the Government.

mailto:mfeth@compucom-inc.com mailto:avernon@opentext.com mailto:Stephens@aces.biz mailto:Craig.Stephens@aces.biz

10. A listing of sources, if any, that expressed, in writing, an interest in the acquisition:

CompuCom Inc.

DUNS: 790763189

CAGE Code: 1VVS3 Attn: Mark Feth 1401 W. Carson Street, Pittsburgh, PA 15219-1029 Phone (412) 562-0296

11. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required:

The A&CC’s imaging system (MIMS) is the most critical system at the Center. CompuCom has supported MIMS since its inception. As the needs of the A&CC evolve and change, the ACC will continue to look for alternate systems and solutions to meet its needs.

MIMS JA 3-26-19 - SIGNATURE PAGE A