6_-_Elsevier_J&A_Redacted.pdf

Justification and Approval (J&A) for Other Than Full and Open Competition

For Official Use Only

For Official Use OnlyUpdated: 15 Mar 16

NOTE: If a Justification and Approval was approved for the preceding acquisition, a copy of the approved J&A for the predecessor action must be included in the staff package for approval of the instant J&A. This applies to J&A staff packages that are submitted for review and approval at a level above the contracting officer. The predecessor J&A will be used as a reference document by the approving official.

Choose the funding level for this J&A Document:

< $700K > $700K and < $13.5M > $13.5M and < $93M > $93M

Contracting Activity: AFLCMC/PZIE, Wright-Patterson AFB

Purchase Request / Local ID Number: TBD

Program / Project (and PE, if applicable): Elsevier - Freedom Collection, Scopus, and ScienceDirect

Program Type (PEO or Other Contracting): Other Contracting

Authority (include full title): FAR 6.302-1 - Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

Estimated Contract Cost (including options): J&A Type: Class Individual

COORDINATION (AFFARS 5306.304(a) )

Date

12 Oct 2016

For Official Use Only

For Official Use OnlyUpdated: 15 Mar 16

APPROVAL (AFFARS 5306.304(a) )

For Official Use Only

For Official Use OnlyUpdated: 15 Mar 16

I. Contracting Activity.

This justification and approval to request authority for Other Than Full and Open Competition supports requirements generated for the Air Force Institute of Technology (AFIT) D'Azzo Library and the Air Force Research Laboratory (AFRL) Library Council organization. The contracting activity for this requirement is the Air Force Life Cycle Management Center (AFLCMC), Specialized Contracting Section (AFLCMC/

PZIEC).

II. Nature and/or description of the action being processed.

Due to the circumstances described herein, the activity requests authority to acquire electronic access to Elsevier's Freedom Collection, Scopus, and ScienceDirect using Other Than Full and Open Competition as prescribed by FAR 6.302-1 - Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. This individual action will result in the award of a new Firm Fixed Price contract.

This sole source requirement will be acquired from the following organization:

Elsevier, Inc.

III. Description of supplies/services required to meet agency needs.

AFRL is the Air Force's only organization wholly dedicated to leading the discovery, development, and integration of warfighting technologies for America's air, space, and cyberspace forces.

AFIT is the Air Force's graduate school of engineering and management as well as its institution for technical professional continuing education. AFIT is committed to providing defense-focused graduate and professional continuing education and research to sustain the technological supremacy of America's air and space forces. D'Azzo Research Library supports this mission by providing exemplary research tools.

Because the research conducted at AFRL and AFIT covers such a vast spectrum of science and engineering topics, it is very difficult to predict where the need for information will arise. Therefore, AFRL and AFIT require access to a comprehensive and authoritative source of scientific publications, citations, and references in the broad field of engineering and related disciplines.

Under the contemplated contract, Elsevier will provide electronic desktop access to all of the following Elsevier publications: Freedom Collection, Scopus, and ScienceDirect.

The Freedom Collection is among the most comprehensive scientific resources available. It covers earth and planetary sciences, chemical engineering, energy sciences, and a multitude of scientific and engineering disciplines. ScienceDirect is a leading full-text scientific database offering journal articles and book chapters from peer-reviewed journals and eBooks. The ScienceDirect platform includes all journals published by Elsevier, Academic Press, Pergamon, North-Holland, and other publishers. Scopus is the largest abstract and citation database of peer-reviewed literature: scientific journals, conference

For Official Use Only

For Official Use OnlyUpdated: 15 Mar 16 proceedings, patents, books and trade publications. Delivering a comprehensive overview of the world's research output in the fields of science, technology, medicine, social sciences, and arts and humanities, Scopus features smart tools to track, analyze and visualize research.

The online version of the journals allows access to full-text scanned images; in addition it allows search by author, title, and conference. This resource is intended to supplement AFRL and AFIT's collection of existing technical journals.

This is a commercial item, as defined by FAR 2.101. It is used by the general public and non-governmental entities for other than governmental purposes, and is sold or licensed to the general public. The anticipated value is anticipated to be in an amount greater than the simplified acquisition threshold but not exceeding $10 million (including options). Therefore, the Contracting Officer anticipates awarding a contract utilizing the procedures in FAR 6.302-1.

The type of appropriation that will fund this requirement is 3400 & 3600 funding.

Total cost for annual publications:

IV. Statutory authority permitting Other than Full and Open Competition.

10 USC 2304(c)(1), as implemented by FAR 6.302-1, required by FAR 6.303-2(b)(4)

V. Demonstration that the contractor's unique qualifications or nature of the acquisition requires the use of the authority cited above (applicability of authority).

The Elsevier databases are a unique resource for the AFRL and AFIT libraries. They are not available from any other source. These databases supplement the AFRL and AFIT libraries' collection of scientific books and journals.

Sole source acquisition is justified because Elsevier has exclusive copyrights to their data. They do not allow their data to be purchased from any other sources, nor do we have the option of going directly to other publishers.

The effectiveness and efficiency of the new and ongoing research performed by AFIT and AFRL will be significantly impacted without access to the Elsevier subscription. AFRL alone has over 3,000 scientists and engineers (S&Es) conducting many millions of dollars of research in science and technology projects each year. Without this sole source acquisition, AFRL researchers will be forced to conduct time-consuming literature searches in print volumes from their site library's existing collection or request the library staff borrow volumes from outside libraries. This increases the risk of utilizing dated information.

Real-time access to this database will ensure valuable time is not spent on wasteful, duplicative efforts, lost research hours and will maximize the potential for efficiency and employee personal growth.

For Official Use Only

For Official Use OnlyUpdated: 15 Mar 16

*Literature Searches Comparison:

Hard Copy Search Time: 207,500 hours (41,500 hours per year) (83 hours per search) Hard Copy Search Cost: $9,005,500.00 ($1,801,100.00 per year) ($3,602.20 per search) Electronic Search Time: 20,000 hours (4000 per year) (8 hours per search) Electronic Search Cost: $868,000.00 ($173,600.00 per year) ($347.20 per search)

Unnecessary financial detriment would be realized by AFIT and AFRL should the sole source acquisition be denied. Library staff would be forced to purchase access to the Elsevier databases on an on-demand basis. This involves paying full market price for each article and publication, and the devotion of considerable staff time. The allocation of money to the library Government Purchase Card (GPC) and management approval of numerous, recurring GPC purchases would slow the often time-sensitive scientific research performed by Air Force Research Laboratory scientists and engineers in support of the warfighter and the U.S. Air Force mission.

**On-demand vs. Subscription comparison (USG administrative time and costs):

On-Demand Time: 8,330 hours (1,666 hours per year) On-Demand Cost: $288,801.10 ($57,760.22 per year) Subscription Time: 56 hours (Year 1: 40 hours; Years 2-5: 4 hours per year) Subscription Cost: $1,941.52 (Year 1: $1,386.80 Years 2-5: $138.68 per year)

***On demand vs. Subscription Comparison (engineer time and cost) On-Demand Time: 15,000 hours (3,000 hours per year) On-Demand Cost: $651,000.00 ($130,200.00 per year) Subscription Time: 0 hours (0 hours per year) Subscription Cost: $0.00 ($0.00 per year)

Accordingly, the subscription to the Elsevier electronic databases is the only means of receiving the required articles, publications, and research, that would prevent the U.S. Air Force from experiencing unacceptable delays and substantial duplication of cost that could not be recouped by attempting competition.

* Basis of Estimate:

1 literature search with 100 relevant articles (10 pages per article) with 10 keywords to search.

Hard Copy Time: 5 minutes (estimate 30 seconds per page) 100 articles x 10 keywords = 1,000 x 5 minutes = 5,000 minutes / 60 minutes = 83 hours 83 hours x 500 searches = 41,500 hours per year x 5 years = 207,500 hours

Hard Copy Cost: $43.40 x hours

Electronic Time: 30 seconds 100 articles x 10 keywords = 1,000 x .5 minutes = 500 minutes / 60 minutes = 8 hours 8 hours x 500 searches = 4,000 hours per year x 5 years = 20,000 hours Electronic Cost: $43.40 x hours

Literature search is required per AFRL Instruction 61-108 when establishing new S&T program. AFRL

For Official Use Only

For Official Use OnlyUpdated: 15 Mar 16 library completes approximately 500 literature searches per year.

$43.40: Averaged hourly salary for the following occupations (data from Bureau of Labor Statistics at http://www.bls.gov/oes/current/oes_nat.htm):

1. Environmental scientist and specialists including health ($32.43)

2. Life scientist, all other ($33.92)

3. Physicists ($53.65)

4. Atmospheric and space scientist ($43.18)

5. Aerospace engineers ($51.84)

6. Electrical engineers ($44.71)

7. Chemical engineers ($46.81)

8. Health and safety engineers ($40.68)

** Basis of Estimate:

On-demand Time: 10 minutes per purchase x 10,000 articles = 1,666 hours per year On-demand Cost: GS 12/1 hourly salary ($34.67) x On-Demand Time Subscription Time: Year 1 is based on estimates developed by actual manpower utilized by finance, AFRL library, and AFLCMC/PZIEC to procure a subscription. Years 2-5 is based on estimates developed by actual manpower utilized by finance, AFRL library, and AFLCMC/PZIEC to exercise a contract option.

Subscription Cost: GS 12/1 hourly salary ($34.67) x Subscription Time (40 hours)

***Basis of Estimate:

On-demand Time: 5 minutes to procure via GPC online (estimates individual engineer acquires 12 articles per year) 12 articles x 5 minutes = 1 hour x 3,000 engineers = 3,000 hours per year x 5 years = 15,000 hours On-Demand Cost: $43.40 x hours

VI. Description of efforts made to ensure that offers are solicited from as many potential sources as practicable.

Sources Sought Synopses (FA8604-16-SS-8006, FA8604-16-SS-8007) were published from 17 May 2016

- 06 June 2016 (via FBO.gov) requesting any interested firms to submit a package indicating their capability to provide these required publications. No responses to the Sources Sought Synopses were received. The market research (See Section VIII) and Synopses confirms the scientific publications required by AFRL and AFIT are only available from Elsevier. An Intent to Award Sole Source notice will be posted prior to award to confirm findings.

VII. Determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

In accordance with FAR 15.404-1, the Contacting Officer shall determine that the proposed price is fair and reasonable. The basis of this determination is anticipated to be based on FAR 15.404-1(b)(2)(ii) and FAR 15.404-1(b)(2)(iv). These publications have been previously procured separately by AFLCMC/PZI from Elsevier for the AFRL library and AFIT individually. The prices shall be verified against Elsevier's current price lists, catalogs, or advertisements and by comparison to prices previously paid.

For Official Use Only

For Official Use OnlyUpdated: 15 Mar 16

VIII. Description of the market research conducted and the results, or a statement of the reasons market research was not conducted.

As described in Section VI above and in accordance with FAR Part 10, market research was conducted by synopsis of the proposed acquisition, advising industry of the pending acquisition, and soliciting inquiries from interested parties.

AFRL closely monitors other organizations whose goal is to foster competitive titles. AFRL monitors the impact of the journals from various publishers through http://www.journalprices.com/. Scientific journals are assigned an impact factor which gauges the impact of a particular journal based on how often it is cited by other scientists. This and other websites allow AFRL to gauge the ability of other publishers to provide the technical information contained in the copyrighted Elsevier subscriptions. To date, the Elsevier subscriptions provides the sole resource for the data contained in their database; however, AFRL continually monitors their performance as well as other publications' potential to provide scientific information.

IX. Any other facts supporting the use of Other Than Full and Open Competition.

None.

X. List of sources, if any, that expressed interest in the acquisition.

Elsevier, Inc.

XI. 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.

Steps that will be taken to remove barriers to competition include encouraging scientists and engineers to publish in other than Elsevier databases and publications; supporting Open Access (allowing anyone in the world access to articles for free) initiatives and developing institutional repositories where scientists would self-archive and make their research more widely available.

XII. Certification by the Contracting Officer.

The contracting officer's signature on the Coordination and Approval Document evidences that he has determined this document to be both accurate and complete to the best of his/her knowledge and belief in accordance with FAR 6.303-2(b)(12).

XIII. Certification by the technical/requirements personnel.

As evidenced by their signatures on the Coordination and Approval Document, the technical and/or requirements personnel have certified that any supporting data contained herein which is their

For Official Use Only

For Official Use OnlyUpdated: 15 Mar 16 responsibility is both accurate and complete in accordance with FAR 6.303-2(c).