LSJ_for_Sunflower_Systems-_FBO_notice.pdf

Limited-Sources Justification (LSJ)

For orders or BPAs exceeding the Simplified Acquisition Threshold

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This acquisition is conducted under the authority of the Multiple-Award Schedule Program, 41 U.S.C. 152(3), Competitive Procedures, and 40 U.S.C. 501, Services for Executive Agencies.

1. U.S. Immigration and Customs Enforcement (ICE), Office of Acquisition

Management (OAQ), proposes to award an order pursuant to FAR 8.405-6(a), Limiting-Sources.

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

DHS/ICE/Office of the Chief Information Officer (OCIO) has a sole source requirement to purchase help desk services from Annams Systems Corporation to support the recently configured Sentry Module of the Department of Homeland Security (DHS) Sunflower Asset Management System (SAMS) software referred to as Homeland Security Investigations (HSI) Sunflower. These help desk services will enable HSI Technical Operations (Tech Ops) to better utilize the software for property management of ICE’s evidence collection equipment by providing the application’s technical and functional support.

3. Description of Supplies/Services.

HSI requires ongoing help desk support for functional and technical requests related to the specifically configured Sentry Module. These requests will be submitted by the HSI Techs Ops SAMS Point of Contact (POC) via email or phone to the established SAMS help desk between the core hours of 7:00 AM and 5:00 PM ET, Monday through Friday excluding holidays. HSI Tech Ops will provide troubleshooting capabilities required to access the system and process information required to resolve Tier 1 issues. The help desk resources will maintain the SAMS Help Desk email account for Tech Ops SAMS POC submissions of all Tier 2 and 3 issues. The period of performance will be one twelve-month base period and two twelve-month option periods from August 16, 2018 to August 15, 2021. The Independent Government Cost Estimate (IGCE) for this procurement is $377,116.75 for the base and all option periods.

4. Authority and supporting rationale.

The statutory authority permitting this acquisition is under the authority of 41 U.S.C. § 3102 et seq. and 40 U.S.C. § 501, Services for Executive Agencies and Federal Acquisition Regulations (FAR) Subpart 8.405-6(a)(1)(i)(B) - Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized.

The Sunflower Asset Management System (SAMS) is the recognized system of record DHS Headquarters (HQ) and most components/offices. It was determined by HSI Tech http://uscode.house.gov/

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Ops through various software evaluations that the features provided by the SAMS Sentry Module meets the government’s need for a more dynamic tracking functionality of equipment used in the collection of evidence supporting criminal prosecutions. Annams Systems Corporation owns Sunflower Systems, LLC and currently has a contract with DHS HQ to provide software licenses, services and training.

Annams Systems Corporation is a small business that develops inventory software applications and peripheral inventory scanner equipment required to perform asset inventory functions. Annams is the sole proprietor and supplier of their software and support services. As such, the company is the only qualified contractor to provide help desk support services that will not negatively impact the overall SAMS system and the wider DHS SAMS User Community.

5. Determination by the ordering activity contracting officer that the anticipated order represents the best value consistent with FAR 8.404(d).

In accordance with FAR 8.404(d), the program office will conduct an analysis of the proposed labor mix and level of effort to ensure it aligns with the requirements outlined in the Statement of Work (SOW). GSA has determined the prices of supplies and fixed-price services for Annams System Corporation, under schedule contract GS-35F-0504L, to be fair and reasonable. By placing an order against a schedule contract using the procedures in 8.405, the ordering activity has concluded that the order represents the best value (as defined in FAR 2.101) and results in the lowest overall cost alternative (considering price, special features, administrative costs, etc.) to meet the Government’s needs. Although GSA has already negotiated fair and reasonable pricing, ordering activities may seek additional discounts before placing an order (see 8.405-4). Although ordering activities are not required to make a separate determination of fair and reasonable pricing, they are responsible for considering the level of effort and the mix of labor proposed to perform this specific task being ordered, and for determining that the total price is reasonable. The Contracting Officer will seek additional discounts prior to placing an order and will compare the contractor’s price against their GSA schedule pricing and historical pricing for same services.

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.

When the Sunflower Sentry Module option, sold exclusively by Annams Systems Corporation, was selected as the best fit for the requirements, the OCIO support team researched possibilities to obtain other solutions and found that Annams Systems Corporation does not resell its products and services. As a result, they are the only vendor that can provide the necessary help desk services.

7. Any other facts supporting the justification.

https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%208_4.html#wp1097400 https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%202_1.html#wp1145508 https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%208_4.html#wp1089569

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SAMS is a Web-based system that tracks an asset’s physical and financial accountability from acquisition through disposal. It enables users to automate and streamline personal property management functions thus making the asset management process much more efficient. While HSI uses the base suite of SAMS functionality provided by the ICE Property Management Branch for every day property management, Tech Ops requires additional functionality provided by SAMS Sentry and related help desk services for that module.

ICE has approximately 900+ field personnel that have been trained on SAMS. Hundreds of ICE Property Custodians are already use the existing SAMS Help Desk to help resolve personal property tracking technical issues. In addition, HSI has reconfigured the SAMS Sentry Module to better meet their functional needs. Over 100 HSI personnel were trained how to utilize the increased functionality Sentry Module. Therefore, obtaining help desk services for the Sentry module alongside the ICE standard property management SAMS help desk services from Annam’s is the most logical use of government resources. If HSI had to switch software and help desk services it would incur great costs associated with additional software licensing, configuration and re-training costs in addition to establishing a separate help desk. Furthermore, acquisition of another system would negatively impact the overall SAMS community since the SAMS at DHS and other components.

8. A statement of actions, if any, the agency may take to remove or overcome any barriers that led to restricted consideration (i.e., limited-sources) before any subsequent acquisition for the supplies or services is made.

ICE/OCIO will continue to review operating procedures and monitor alternative software available as well as accompanying help desk services and to determine if any additional services become available in the future that may meet the support requirements of HSI.

9. DHS intends to post this requirement on e-buy pursuant to FAR 8.405-6(b)(3)(i)(B).

10. Technical/Requirements Personnel Certification.

Pursuant to FAR 8.405-6(c)(2)(x), I certify that this requirement meets the Government’s minimum need and that the supporting data, which form a basis for the Limited-Sources Justification, are accurate and complete.

Derek M. Rivas Date Acquisition Manager

11. Contracting Officer Certification and/or Approval *

Pursuant to FAR 8.405-6(c)(2)(ix), I certify that the Limited-Sources Justification is accurate and complete to the best of my knowledge and belief:

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Contracting Officer Date