UFMS LSJ Signed.pdf

Template for a Federal Supply Schedule (FSS) Limited-Sources Justification

Completion Instructions: HHS has established a standard template for the preparation of a Limited-Sources Justification (LSJ) pursuant to FAR Subpart 8.4. This template is for use with orders issued under the Federal Supply Schedule (FSS) program where the value exceeds simplified acquisition threshold and competition is restricted: (1) to fewer schedule contractors than required in FAR 8.405-1, 8.405-2, or 8.405-3, or (2) to an item peculiar to one manufacturer. See FAR Subpart 8.4 for additional guidance. This template is not for use with acquisitions other than those under FAR Subpart 8.4.

Tailor all aspects of this template to the individual acquisition. Consult FAR 8.405-6 for guidance. An addendum may be added in case additional space is needed.

When this document is printed, the blue italic instructions are automatically deleted on the printed version.

FEDERAL SUPPLY SCHEDULE

LIMITED-SOURCES JUSTIFICATION

Acquisition Title: Unified Financial Management System (UFMS), Financial Business Intelligence System (FBIS) Site Support

Agency: PSC

PSC Divisions: ASA - Assistant Secretary for Administration

Acquisition Year (FY): FY 2020

Author: Tory Estabrook, Christian Burns

2. Description of Action:

Nature: New Requirement Follow-on Requirement

Modification to Existing Purchase Order/Contract Number:

Pricing: Firm-Fixed Price Time & Materials Cost

Other:

Funds: OMA Other Funds:

<For each proposed contractor if more than one (e.g., brand name):>

Name of Proposed Contractor(s): Starry Associates, Inc.

Street Address: 175 Admiral Cochrane Dr, Suite 100

City, State, Zip: Annapolis, MD 21401-7316

Remove ContractorAdd Contractor

3. Description of Supplies and Services to Include Contract Vehicle/Number Utilized:

The purpose of this acquisition is to provide services for the Unified Financial Management System (UFMS) and Financial Business Intelligence System (FBIS) site specific needs for tier 2 helpdesk services, requirements gathering, testing, and change management services; and accounting period close support on behalf of the Department of Health and Human Services (DHHS), Program Support Center (PSC), Financial Management Portfolio (FMP). This acquisition will provide a short bridge contract to maintain the ongoing UFMS/FBIS maintenance and user support until resolution of a protest.

The contractor will provide technical services for systems configuration and tier 2 helpdesk support of UFMS and FIBS.

Tasks include: project management, helpdesk ticket triage, configuration setup and maintenance, operations and issue resolution, system accounting support, change management, period close support, interface monitoring, process improvements, UFMS/FBIS module support, audit support, documentation, training, transition, and Data Act support.

These services are a follow-on to contract number HHSP233201800012G issued by PSC. The Agency intends to issue a sole source award under FSS Schedule GSA Schedule 70, SIN 132 51.

The estimated value of the proposed action, including all options, is $ $768,755.20

Briefly describe the supplies or services to be provided, including make & model number where appropriate. Indicate whether the item to be procured is peculiar to one manufacturer (e.g., a particular brand name, product, or a feature of a product, peculiar to one manufacturer). If applicable, include quantities of supplies or period of performance for services.

Provide information for any options included in the order. If the action is a modification to an existing order, distinguish clearly between the work covered by the basic order and the work to be obtained by the proposed modification.

This is a bridge contract to maintain the ongoing UFMS and FIBS operations support until resolution of a protest. The period of performance for this extension is 8 December 2019 through 25 February 2020. This period of performance will allow the GAO to consider the protest and decide the case through a written decision issued by the Comptroller General.

The agency will include FAR 52.217-8, Option to Extend Services, in the event a protest decision requires corrective action or a new award.

The contractor will provide technical services for systems configuration and tier 2 helpdesk support of UFMS and FIBS.

Tasks include: project management, helpdesk ticket triage, configuration setup and maintenance, operations and issue resolution, system accounting support, change management, period close support, interface monitoring, process improvements, UFMS/FBIS module support, audit support, documentation, training, transition, and Data Act support. The agency recognizes its duty to promote competition and to adequately plan for competition. On 11 October 2018 PSC issued a competitive solicitation for a single award Blanket Purchase Agreement (BPA), entitled "Financial Management Portfolio IT Systems Support Consolidation," on eBuy, FSS 70, SIN 132 51. The BPA and first task order were awarded 29 October 2019 and 30 October 2019, respectively. A timely post-award protest was filed at GAO and a stop-work notice issued in accordance with FAR part 33.104(c)(1) and FAR 52.233-3, Protest After Award (Aug 1996)(31 U.S.C 3553).

4. Authority:

ORDER AGAINST FSS: Authority of the Multiple Award Schedule Program, Title III of the Federal Property and Administrative Services Act of 1949 (41 U.S.C. 251, et seq.); Title 40 U.S.C. 501, Services for Executive Agencies; and Section 803 of the National Defense Authorization Act of 2002 (PL 107-107) and implemented by FAR 8.405-6. Mark the applicable exception and for each discuss how the cited authority applies in accordance with FAR 8.405-6(c)(2)(iv).

An urgent and compelling need exists, and following the procedures would result in unacceptable delays (FAR 8.405-6(a)(1)(i)(A));

The Agency has an urgent need for Starry Associates, Inc. to provide operations and configuration support of the Unified Financial Management System (UFMS – Oracle Federal Financials R12.2.6), Financial Business Intelligence System (FBIS – Oracle OBIEE 12c). UFMS acts as the system of record for PSC and PSC’s customer’s financial statements. UFMS is a partially customized version of Oracle Federal Financials release 12. It interfaces with a variety of systems that account for specific transactions, including:

• Procurement Request Information System (PRISM) – this system is used for managing acquisitions from requisition to closeout. It interfaces with UFMS through the iProcurement module though the Oracle Compusearch Interface (OCI).

• Managing Accounting and Credit Card System (MACCS) – this system allows for obligation and AP invoice transactions to be interfaced with UFMS based on credit card purchase activities.

• MACCS 1080 – this is a separate instance of the MACCS system that has been customized to create invoices on behalf of PSC cost centers that are billed to PSC customers.

• Accounting for Pay System (AFPS) – this system allows users to manage payroll costs and interfaces payroll costs to the General Ledger (GL) of UFMS.

• Financial Business Intelligence System (FBIS) – this system is the reporting tool that is linked to UFMS. FMP operates a helpdesk for this system and provides technical and functional support to users.

FMP provides on-site business operations support to internal FMP and external customer agency users of these systems. FMP requires that the contractor has a full understanding of governmental financial management practices and that resources be a mix of staff with breadth of skills to provide operations and configuration support, and the depth of skills to advise and assist with functional operation of these systems in accordance with applicable governmental rules and regulations. Without a contract in place, UFMS would not be able to run.

A key service that needs to be provided is running, monitoring, and error handling of interfaces that obligate funds and disburse funds, on behalf of federal agencies performing their missions. If there is a gap in these services PSC customer agencies such as the Administration for Children and Families or the Substance Abuse and Mental Health Services Administration would not be able to ensure funds obligated on contracts or grants were available to awardees to either bill against or draw down from to further agency missions.

In addition these services include month end close activities, without these service month end close could either not happen or be severely delayed, this would cause payments to not be made and interest to be accrued.

A gap in change management (requirements gathering and testing) would mean PSC could not properly testing and validate system changes that affect our users and the way accounting is performed. Needed changes would not be able to be deployed.

Only one source is capable of providing the supplies or services required at the level or quality required because the supplies or services are unique or highly specialized (FAR 8.405-6(a)(1)(i)(B));

In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order or BPA must not have been previously issued under sole-source or limited sources procedures (FAR 8.405-6(a)(1)(i)(C)); or

An item peculiar to one manufacturer can be a particular brand name, product, or a feature of a product, peculiar to one manufacturer). A brand name item, whether available on one or more schedule contracts, is an item peculiar to one manufacturer. (FAR 8.405-6(b)).

When competition is limited to items peculiar to one manufacturer, this justification must explain why the particular brand name, product, or feature is essential to the Government's requirements, and that market research indicates other companies' similar products, or products lacking the particular feature, do not meet, or cannot be modified to meet, the agency's needs in accordance with FAR 11.105.

5. Market Research:

Describe the extent of the market research conducted among the schedule holders and the results, or a statement of the reason that market research was not conducted. Brand name specifications shall not be used unless the particular brand name, product, or feature is essential to the Government’s requirements, and market research indicates other companies’ similar products, or products lacking the particular feature, do not meet, or cannot be modified to meet, the agency’s need.

This is a short term bridge contract, only in place for purposes of allowing uninterrupted services while the agency responds to a protest. The incumbent source is known to have the capability to acceptably provide the needed services in a way that meets the compelling urgency of the government.

The following methods were utilized to conduct market research prior to the release of solicitation number 19-233-

SOL-00001:

• Searched GSS/FSS

• Searched previous purchases of similar/identical acquisitions

Based on previous similar/identical acquisitions, it was determined that the requirement could be set-aside for SBA certified 8(a) firms, utilizing GSA FSS schedule 70, SIN 132 51.

6. Actions to Increase Competition:

Describe the actions, if any, the agency may take to remove or overcome any barriers that led to the restricted consideration prior to any subsequent acquisition for the supplies or services is made. If no such actions have been taken, explain why.

This action is for a short-term bridge necessary as the result of a protest. The original solicitation was made available on eBuy and was set-aside for SBA certified 8(a) firms, utilizing schedule 70, SIN 132 51. At the time the solicitation was posted, there were approximately 719 SBA Certified 8(a) firms on GSA Schedule 70, SIN 132 51, providing ample competition.

7. Any other facts supporting the justification:

If the Agency were to award this bridge to a contractor other than the incumbent, the agency faces the potential for two transitions in the short term. One from the incumbent to a “new” contractor (other than incumbent); followed by a potential second transition after the GAO protest (and potential corrective action) is disposed. That would add additional costs and risk that would be lessened doing it the way the Agency is proceeding.

8. Technical / Requirements Certification: By my signature below, I certify that the supporting data under my review which is included in this Limited-Sources Justification is accurate and complete.

Program Manager

Name: Laurie VanBibber

Position Title: Legacy Systems Section Chief

Email address: laurie.vanbibber@psc.hhs.gov

Phone:

Program Manager Supervisor (or one level above Program Manager)

Name: Christian Burns

Position Title: Systems Accounting Branch Chief

Email address: christian.burns@psc.hhs.gov

Signature:

Date:

9. Best Value Determination: By my signature below, after review of the relevant documents, I have determined that the order subject to this Limited-Sources Justification represents the best value for the Government as set forth in FAR 8.404(d), and constitutes a fair and reasonable price. The basis for my determination is as follows:

Describe in detail the basis for the determination that this order provides the best value, and that the price is fair and reasonable. Attach and/or summarize applicable market research, commercial prices lists, comparable GSA schedule pricing or other markers that were used in this determination.

10. Contracting Officer's Approval (Required for proposed contract not to exceed $700,000 (value calculated including all options)): I hereby certify that this justification is accurate and complete to the best of my knowledge. I approve this justification subject to the availability of funds, and provided that the services and supplies herein described have otherwise been approved for acquisition.

Name: Victoria Estabrook Phone: 301-492-4729

Signature: Date:

11. Legal Review:

All J&As greater than $68 million must have a legal review from the General Law Division of the Office of the General Counsel prior to sending it to the Department.

12. OPDIV Competition Advocate Approval (Required for proposed contract over $700,000 but not exceeding $13.5 million (value calculated including all options)):

I have reviewed this justification and find that it adequately supports limiting sources.

Name: Phone:

Signature: Date:

13. Office of Small and Disadvantaged Business Utilization:

I have reviewed this justification and find that it adequately supports limiting sources.

Name: Phone:

Signature: Date:

14. OPDIV HCA Approval (Required for proposed contract over $13.5 million but not exceeding $68 million (value calculated including all options)):

Name: Phone:

Signature: Date:

15. Department Competition Advocate:

Concur: Non-Concur:

Name: Phone:

(The below approval paragraph is required if the cumulative contract value, including all options, exceeds $68 million.)

16. HHS Senior Procurement Executive (SPE) Approval:

Based on the foregoing justification, I hereby approve limiting sources for the above stated procurement, subject to the availability of funds, and provided that the services herein described have otherwise been authorized for acquisition.

State supplies/services being procured:

The purpose of this acquisition is to provide services for the Unified Financial Management System (UFMS) and Financial Business Intelligence System (FBIS) site specific needs for tier 2 helpdesk services, requirements gathering, testing, and change management services; and accounting period close support on behalf of the Department of Health and Human Services (DHHS), Program Support Center (PSC), Financial Management Portfolio (FMP). This acquisition will provide a short bridge contract to maintain the ongoing UFMS/FBIS maintenance and user support until resolution of a protest.

The contractor will provide technical services for systems configuration and tier 2 helpdesk support of UFMS and FIBS. Tasks include:

project management, helpdesk ticket triage, configuration setup and maintenance, operations and issue resolution, system accounting support, change management, period close support, interface monitoring, process improvements, UFMS/FBIS module support, audit support, documentation, training, transition, and Data Act support.

These services are a follow-on to contract number HHSP233201800012G issued by PSC. The Agency intends to issue a sole source award under FSS Schedule GSA Schedule 70, SIN 132 51.

State the full statutory authority and FAR cite and title, consistent with paragraph 4, e.g. 41 U.S.C. 3304:

Name: Phone:

Template for a Federal Supply Schedule (FSS) Limited-Sources Justification

Completion Instructions: HHS has established a standard template for the preparation of a Limited-Sources Justification (LSJ) pursuant to FAR Subpart 8.4. This template is for use with orders issued under the Federal Supply Schedule (FSS) program where the value exceeds simplified acquisition threshold and competition is restricted: (1) to fewer schedule contractors than required in FAR 8.405-1, 8.405-2, or 8.405-3, or (2) to an item peculiar to one manufacturer. See FAR Subpart 8.4 for additional guidance. This template is not for use with acquisitions other than those under FAR Subpart 8.4.

Tailor all aspects of this template to the individual acquisition. Consult FAR 8.405-6 for guidance. An addendum may be added in case additional space is needed.

When this document is printed, the blue italic instructions are automatically deleted on the printed version.

FEDERAL SUPPLY SCHEDULE

LIMITED-SOURCES JUSTIFICATION

2. Description of Action:

Nature:

Pricing:

Funds:

<For each proposed contractor if more than one (e.g., brand name):>

3. Description of Supplies and Services to Include Contract Vehicle/Number Utilized:

Briefly describe the supplies or services to be provided, including make & model number where appropriate. Indicate whether the item to be procured is peculiar to one manufacturer (e.g., a particular brand name, product, or a feature of a product, peculiar to one manufacturer). If applicable, include quantities of supplies or period of performance for services. Provide information for any options included in the order. If the action is a modification to an existing order, distinguish clearly between the work covered by the basic order and the work to be obtained by the proposed modification.

4. Authority:

When competition is limited to items peculiar to one manufacturer, this justification must explain why the particular brand name, product, or feature is essential to the Government's requirements, and that market research indicates other companies' similar products, or products lacking the particular feature, do not meet, or cannot be modified to meet, the agency's needs in accordance with FAR 11.105.

5. Market Research:

Describe the extent of the market research conducted among the schedule holders and the results, or a statement of the reason that market research was not conducted. Brand name specifications shall not be used unless the particular brand name, product, or feature is essential to the Government’s requirements, and market research indicates other companies’ similar products, or products lacking the particular feature, do not meet, or cannot be modified to meet, the agency’s need.

6. Actions to Increase Competition:

Describe the actions, if any, the agency may take to remove or overcome any barriers that led to the restricted consideration prior to any subsequent acquisition for the supplies or services is made. If no such actions have been taken, explain why.

7. Any other facts supporting the justification:

8. Technical / Requirements Certification: By my signature below, I certify that the supporting data under my review which is included in this Limited-Sources Justification is accurate and complete.

Program Manager Name:

Position Title:

Email address:

Phone:

Program Manager Supervisor (or one level above Program Manager) Name:

Position Title:

Email address:

Signature:

Date:

9. Best Value Determination: By my signature below, after review of the relevant documents, I have determined that the order subject to this Limited-Sources Justification represents the best value for the Government as set forth in FAR 8.404(d), and constitutes a fair and reasonable price. The basis for my determination is as follows:

Describe in detail the basis for the determination that this order provides the best value, and that the price is fair and reasonable. Attach and/or summarize applicable market research, commercial prices lists, comparable GSA schedule pricing or other markers that were used in this determination.

10. Contracting Officer's Approval (Required for proposed contract not to exceed $700,000 (value calculated including all options)): I hereby certify that this justification is accurate and complete to the best of my knowledge. I approve this justification subject to the availability of funds, and provided that the services and supplies herein described have otherwise been approved for acquisition.

Name:

Phone:

Signature:

Date:

11. Legal Review:

All J&As greater than $68 million must have a legal review from the General Law Division of the Office of the General Counsel prior to sending it to the Department.

12. OPDIV Competition Advocate Approval (Required for proposed contract over $700,000 but not exceeding $13.5 million (value calculated including all options)):

I have reviewed this justification and find that it adequately supports limiting sources.

Name:

Phone:

Signature:

Date:

13. Office of Small and Disadvantaged Business Utilization:

I have reviewed this justification and find that it adequately supports limiting sources.

Name:

Phone:

Signature:

Date:

14. OPDIV HCA Approval (Required for proposed contract over $13.5 million but not exceeding $68 million (value calculated including all options)):

Name:

Phone:

Signature:

Date:

15. Department Competition Advocate:

Concur:

Non-Concur:

Name:

Phone:

Signature:

Date:

(The below approval paragraph is required if the cumulative contract value, including all options, exceeds $68 million.)

16. HHS Senior Procurement Executive (SPE) Approval:

Based on the foregoing justification, I hereby approve limiting sources for the above stated procurement, subject to the availability of funds, and provided that the services herein described have otherwise been authorized for acquisition.

State supplies/services being procured:

State the full statutory authority and FAR cite and title, consistent with paragraph 4, e.g. 41 U.S.C. 3304:

State the full statutory authority and FAR cite and title, consistent with paragraph 4, e.g. 41 U.S.C. 3304 Name:

Phone:

Signature:

Date:

11.0.0.20130303.1.892433.887364 Justification & Approval - Federal Supply Schedule Health and Human Services Justification & Approval - Federal Supply Schedule

The contractor will provide technical services for systems configuration and tier 2 helpdesk support of UFMS and FIBS. Tasks include: project management, helpdesk ticket triage, configuration setup and maintenance, operations and issue resolution, system accounting support, change management, period close support, interface monitoring, process improvements, UFMS/FBIS module support, audit support, documentation, training, transition, and Data Act support.

These services are a follow-on to contract number HHSP233201800012G issued by PSC. The Agency intends to issue a sole source award under FSS Schedule GSA Schedule 70, SIN 132 51.

The contractor will provide technical services for systems configuration and tier 2 helpdesk support of UFMS and FIBS. Tasks include: project management, helpdesk ticket triage, configuration setup and maintenance, operations and issue resolution, system accounting support, change management, period close support, interface monitoring, process improvements, UFMS/FBIS module support, audit support, documentation, training, transition, and Data Act support. The agency recognizes its duty to promote competition and to adequately plan for competition. On 11 October 2018 PSC issued a competitive solicitation for a single award Blanket Purchase Agreement (BPA), entitled "Financial Management Portfolio IT Systems Support Consolidation," on eBuy, FSS 70, SIN 132 51. The BPA and first task order were awarded 29 October 2019 and 30 October 2019, respectively. A timely post-award protest was filed at GAO and a stop-work notice issued in accordance with FAR part 33.104(c)(1) and FAR 52.233-3, Protest After Award (Aug 1996)(31 U.S.C 3553).

State the full statutory authority and FAR cite and title, consistent with paragraph 4, e.g. 41 U.S.C. 3304: The Agency has an urgent need for Starry Associates, Inc. to provide operations and configuration support of the Unified Financial Management System (UFMS – Oracle Federal Financials R12.2.6), Financial Business Intelligence System (FBIS – Oracle OBIEE 12c). UFMS acts as the system of record for PSC and PSC’s customer’s financial statements. UFMS is a partially customized version of Oracle Federal Financials release 12. It interfaces with a variety of systems that account for specific transactions, including:

• Procurement Request Information System (PRISM) – this system is used for managing acquisitions from requisition to closeout. It interfaces with UFMS through the iProcurement module though the Oracle Compusearch Interface (OCI).

• Managing Accounting and Credit Card System (MACCS) – this system allows for obligation and AP invoice transactions to be interfaced with UFMS based on credit card purchase activities.

• MACCS 1080 – this is a separate instance of the MACCS system that has been customized to create invoices on behalf of PSC cost centers that are billed to PSC customers.

• Accounting for Pay System (AFPS) – this system allows users to manage payroll costs and interfaces payroll costs to the General Ledger (GL) of UFMS.

• Financial Business Intelligence System (FBIS) – this system is the reporting tool that is linked to UFMS. FMP operates a helpdesk for this system and provides technical and functional support to users.

FMP provides on-site business operations support to internal FMP and external customer agency users of these systems. FMP requires that the contractor has a full understanding of governmental financial management practices and that resources be a mix of staff with breadth of skills to provide operations and configuration support, and the depth of skills to advise and assist with functional operation of these systems in accordance with applicable governmental rules and regulations. Without a contract in place, UFMS would not be able to run.

A key service that needs to be provided is running, monitoring, and error handling of interfaces that obligate funds and disburse funds, on behalf of federal agencies performing their missions. If there is a gap in these services PSC customer agencies such as the Administration for Children and Families or the Substance Abuse and Mental Health Services Administration would not be able to ensure funds obligated on contracts or grants were available to awardees to either bill against or draw down from to further agency missions.

In addition these services include month end close activities, without these service month end close could either not happen or be severely delayed, this would cause payments to not be made and interest to be accrued.

A gap in change management (requirements gathering and testing) would mean PSC could not properly testing and validate system changes that affect our users and the way accounting is performed. Needed changes would not be able to be deployed.

The following methods were utilized to conduct market research prior to the release of solicitation number 19-233-SOL-00001:

• Searched GSS/FSS

• Searched previous purchases of similar/identical acquisitions

Based on previous similar/identical acquisitions, it was determined that the requirement could be set-aside for SBA certified 8(a) firms, utilizing GSA FSS schedule 70, SIN 132 51.

The contractor will provide technical services for systems configuration and tier 2 helpdesk support of UFMS and FIBS. Tasks include: project management, helpdesk ticket triage, configuration setup and maintenance, operations and issue resolution, system accounting support, change management, period close support, interface monitoring, process improvements, UFMS/FBIS module support, audit support, documentation, training, transition, and Data Act support.

These services are a follow-on to contract number HHSP233201800012G issued by PSC. The Agency intends to issue a sole source award under FSS Schedule GSA Schedule 70, SIN 132 51.