36C77619C0029-001.doc

VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP Attachment 2: Request for Sole Source Justification Format >SAT

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT) Acquisition Plan Action ID: 36C776-19-AP-3596

1. Contracting Activity:

U.S. Department of Veterans Affairs

Program Contracting Activity Central (PCAC)

6150 Oak Tree Blvd., Suite 300

Independence, Ohio 44131

2. Nature and/or Description of the Action Being Processed:

This justification is in support of a Firm Fixed Price (FFP) contract with ComaxSys, for commercial, off-the-shelf, web-based, user identity authentication and access management system (IAAMS) which will enable users to access online resources that the VA has subscribed to.

FAR13.5 Simplified Procedures for Certain Commercial Items: This procurement is for ( HIG SST Identity Authentication & Access Management System (IAAMS) Subscription) in accordance with FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2.

3. Description of Supplies/Services Required to Meet the Agency’s Needs:

The Department of Veterans Affairs (VA), Veterans Health Administration (VHA), VA Library Network (VALNET) requires an existing, commercial, off-the-shelf, web-based, user identity authentication and access management system which will enable users to access online resources that the VA has subscribed to. The system shall manage both (1) access to online resources, and (2) user authentication and access, and include individually personalized and mobile optimized user portals. The system shall restrict resource access based on location/department/need (regardless of shared IP addresses) and will be made available to users throughout the VA.

The estimated value of the proposed action is xxxx.xx for the base year, and four (4) twelve (12) month option periods.

4. Statutory Authority Permitting Other than Full and Open Competition:

FAR 19.1506 Women-Owned Small Business Program Sole Source Awards: The authority for applying the Women-Owned Small Business Program Sole Source Awards of Far 19.1506, 15 USC 637(m), and 6.302-5(b)(7).

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

The VA is currently using the product being offered by EBSCO. However, OpenAthens has outgrown its usefulness as a standalone product for VA requirements. OpenAthens has not altered its product in the last 10 years since being instituted in the VA. The IAAMS offered by Comax will have an increased usefulness that OpenAthens cannot supply. Support currently is primarily provided from OpenAthens via EBSCO. OpenAthens is a foreign company and uses EBSCO as a US based reseller. Adding another layer would mean that support would suffer even more. The differences between the products are enormous with respect to the user experience and the administration of the systems. OpenAthens’ main purpose is to provide Remote off-site access to the medical centers’ staff. There has been no other growth in their system. However, IAAMS does the same but has more usefulness and fulfills more of the VA needs in VA Library Support of access to library resources.

The visual look of the user portal and the ability of the VA to customize based on needs are major advantages provided by the IAAMS. Valuable instructional tools facilitate remote support, education, and research to increase resource usage and library services. The availability of user friendly drilled down reporting and queries enhance outreach efforts and support resource renewal decisions. The IAAMS queries and reports Resource access is easily controlled based on location, department, role and subscription agreement (regardless of shared IP addresses). The OpenAthens does not manage this component easily Easier account administration and a customizable self-registration page were lacking from the current system and were both an absolute requirement when searching for a new system.

IAAMS is not only an off-the-shelf, web-based, commercial system designed to provide libraries with a tool to manage electronic resource and provide access to resources to library patrons based on need it is intuitive and easy to support. This is the major advantage that IAAMS has over even its closest competitors, who cannot provide or integrate the makeup the VA requires.

In addition, IAAMS provides users with a mobile optimized user portal that eliminates the frustration associated with non-mobile optimized systems which require users to pinch to expand panels in order to view content.

In addition to providing library users with the ability to self-register for an account, the system provides patron data collection which varies based on VISN size and resource agreements. Account expiration dates are automated based on user type to eliminate the possibility of continued use beyond the qualified date. The system is designed to be easily modified based on the VA’s needs and growth without additional cost.

The VA has struggled to find a commercial-off-the-shelf option to provide an on-site (intranet) library portal. The VA OIT office suggested using the VA Word Press subscription. However, the LNO staff had too high of a learning curve and the IT office also did not have the staff either to support inhouse support. The ability of IAAMS to provide on-site access to electronic resources using the same user portal design as used for remote access allows for an improved user experience and better support of users by the library. Thus, IAAMS is a hugely easily administrated system whose learning curve can match the LNO’s staff technical abilities and experience.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable:

A search of the Vendors Information Pages (VIP) portal was conducted on 08/16/2019 using the following search criteria: NAICS code 519120. The search resulted in Thirty- Nine (39) Service Disable Veteran Own Small Business (SDVOSB) of which one (1) responded and Seven (7) Veteran Own Small Business (VOSBs) of which zero (0) responded. Additionally, a Sources Sought Notice was posted on FBO on 08/16/2019 of which one (1) Woman Owned Small Business (WOSB) responded.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable The Contracting Offier will perform the required analysis to ensure that the price is fair and reasonable by comparing the proposed price to the Independence Government Cost Estimate (IGCE) in accordance with 13.106-3(a)(2)(vi).

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted:

See response for item 6 that demonstrates what market research efforts were conducted.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition:

The Contracting Officer does not have a reasonable expectation of receiving at least two (2) offers from SDVOSB concerns and the award can be made at a fair and reasonable price. Therefore, the “Rule of Two” has been considered, but is not able to be satisfied for this procurement.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition:

ComaxSys (Woman Owned Small Business)

J.E. Federal Enterprise (Other than Small Business)

11. 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:

VA will continue to perform market research in attempts to find other sources before soliciting new awards for the same acquisition in the future of the services being acquired.

12. Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.

Date

Technical Services Librarian

VACO 10P2C

13. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer or Designee’s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Contracting Officer

Program Contracting Activity Central

b. One Level Above the Contracting Officer (Required over$150K but not exceeding $700K): I certify the justification meets requirements for other than full and open competition.

Supervisory Contracting Officer

OFOC SOP Revision 06

Original Date: 03/22/11

Revision 06 Date: 08/30/2017