J-and-A-Limited-Sources-Justification-Federal-Supply-Schedule_IDOX_Solutions_1.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: On-Site Developer and Systems Administrator Services

Agency: PSC

PSC Divisions: ASA - Assistant Secretary for Administration

Acquisition Year (FY): FY-20

Author: Megan Brickey

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): IDOX Solutions, Inc.

Street Address: 7910 Woodmont Avenue, Suite 230

City, State, Zip: Bethesda, MD 20814-7058

Remove ContractorAdd Contractor

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

On-Site Developer and Systems Administrator Support Services are required for continuous support of all Open Text software applications for the HHS, Office of Human Resources (OHR). Open Text applications to be supported under this task order include Promotion Boards, HR, Medical, Compensation records and related applications.

IDOX Solutions, Inc. is currently providing these services under GSA Schedule 70 Contract/Order Number GS-35F-0841N/ HHSP233201600173G with the period of performance 6/01/2016 through 9/30/2019 (including options).

The estimated value of the proposed action, including all options, is $ 1,936,128.00

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.

IDOX Solutions, Inc. currently provides continuous on-site systems administration support for mission critical Promotion Boards, Medical Records Applications, Compensation Records, On-site Software Development plans for Promotion Boards, Medical Records and Compensation Applications.

The contractor is working on a migration of current architecture to Content Management Suite that will allow further streamlining of applications and functionalities. Continuous full-time support of these proprietary applications is required to ensure the timely and uninterrupted processing of the Promotion Board process and to support the Medical Records and Compensation applications for Department of Health and Human Services/Office Assistant Secretary for Health/Office of the Surgeon General/Division of Systems Integration.

The systems administration and migration services required by the Agency are highly specialized and require a source that is capable of administering, customizing, and migrating the current applications (Promotion Boards, HR, Medical, Compensation records and related applications) in a proprietary environment within the eopf. HHS requires more than a standard eopf storage and retrieval system. The services required by HHS are unique because they include the support of customized applications that consist of complex business rules that are special to HHS. The level of quality required by HHS is a source that can use the existing system with customized business rules that are unique to the agency and allow for the customized applications support required agency activities such as the annual Promotion Boards and the annual Commissioned Corps Officer Effectiveness Report. IDOX is the only source capable of providing the services because no other source is capable of customizing the current applications in the existing environment and within the eopf because the applications are unique to HHS and the existing environment is proprietary to, developed by, and administered by IDOX Solutions, Inc.

This is a continuation of the current applications support services provided by IDOX Solutions, Inc. The period of performance for the current task order is 6/01/2016 through 9/30/2019 (including options). The new sole source contract will be awarded with a Base Period of twelve months, plus three 12-month options (October 1, 2019 - September 30, 2023)

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));

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));

Services are highly specialized and customized to the unique needs of HHS. No other vendor is capable of customizing the current applications in this proprietary environment and within the eopf because the applications are unique to HHS and the applications are run in a proprietary environment developed and administered by IDOX Solutions, Inc.

The Promotion Board application (mission critical) has 500+ hours of customized CC business rules programmed over the last 17 years by IDOX Solutions in a proprietary environment. PHS requires this customization to run their boards.

No other vendor has the capability to customize applications within the eopf. The integrity of the promotion boards is critical to the mission of PHS.

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.

Market research and an analysis of vendor services was conducted in 2019. A technology and support assessment was made. Only iDox Solutions possessed the required Process 360 resources and knowledge level to migrate the system they administer. This migration will provide PHS additional functionality. The research showed that other vendors only offered a standard eopf storage and retrieval system. Documents could be stored and retrieved by these systems but they lacked the capability of customizing the application and adding the business rules that make PHS unique in the way they run and evaluate the annual Promotion boards and the annual COER system (Commissioned Corps Officer Effectiveness Report -annual evaluation of the performance of the Officer).

These business rules were programmed over a period of 20 years by idoxsolutions and are critical to ensuring the integrity of these Officer evaluation systems. The current customized system cannot be replaced by a standard eopf system. It needs to have the capability to incorporate the complex business rules that are currently in place that use the critical measurements and algorithms developed by Idoxsolutions over the past 20 years. Only iDox Solutions is capable of providing these services in their proprietary environment. iDoxSolutions is unique and of extreme value to PHS.

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.

The services are proprietary to iDoxSolutions. No other vendors are capable of providing these services on the vendor's proprietary platform. Through market research and other planning efforts, the agency will take steps to increase competition and explore the possibility of moving to a non-proprietary platform that can be serviced by more than one capable vendor.

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: Saranya Rao

Position Title: Deputy Director, Data Systems Integration

Email address: saranya.rao@psc.hhs.gov

Phone: 240-276-8189

Program Manager Supervisor (or one level above Program Manager)

Name: Ronald Pulivarti

Position Title: Director, Data Systems Integration

Email address: ronald.pulivarti@hhs.gov

Signature:

Date: 09/28/2019

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.

IDOX Solutions is a GSA Schedule 70 contract holder. GSA has determined prices to be fair and reasonable. A survey of GSA schedule commercial pricing and a comparison of GSA labor rates will be conducted prior to award to further support this determination. The CO will consider the level of effort and labor mix proposed when determining the total price to be reasonable.

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: Megan Brickey Phone: (301) 492-5399

Signature: Date: Sep 26, 2019

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: Melissa McAbee Phone: 301-492-4710

Signature: Date: 27 Sept 19

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:

(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:

On-Site Developer and Systems Administrator Support Services are required for continuous support of all Open Text software applications for the HHS, Office of Human Resources (OHR). Open Text applications to be supported under this task order include Promotion Boards, HR, Medical, Compensation records and related applications.

IDOX Solutions, Inc. is currently providing these services under GSA Schedule 70 Contract/Order Number GS-35F-0841N/ HHSP233201600173G with the period of performance 6/01/2016 through 9/30/2019 (including options).

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

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

IDOX Solutions, Inc. is currently providing these services under GSA Schedule 70 Contract/Order Number GS-35F-0841N/HHSP233201600173G with the period of performance 6/01/2016 through 9/30/2019 (including options).

The contractor is working on a migration of current architecture to Content Management Suite that will allow further streamlining of applications and functionalities. Continuous full-time support of these proprietary applications is required to ensure the timely and uninterrupted processing of the Promotion Board process and to support the Medical Records and Compensation applications for Department of Health and Human Services/Office Assistant Secretary for Health/Office of the Surgeon General/Division of Systems Integration.

The systems administration and migration services required by the Agency are highly specialized and require a source that is capable of administering, customizing, and migrating the current applications (Promotion Boards, HR, Medical, Compensation records and related applications) in a proprietary environment within the eopf. HHS requires more than a standard eopf storage and retrieval system. The services required by HHS are unique because they include the support of customized applications that consist of complex business rules that are special to HHS. The level of quality required by HHS is a source that can use the existing system with customized business rules that are unique to the agency and allow for the customized applications support required agency activities such as the annual Promotion Boards and the annual Commissioned Corps Officer Effectiveness Report. IDOX is the only source capable of providing the services because no other source is capable of customizing the current applications in the existing environment and within the eopf because the applications are unique to HHS and the existing environment is proprietary to, developed by, and administered by IDOX Solutions, Inc.

This is a continuation of the current applications support services provided by IDOX Solutions, Inc. The period of performance for the current task order is 6/01/2016 through 9/30/2019 (including options). The new sole source contract will be awarded with a Base Period of twelve months, plus three 12-month options (October 1, 2019 - September 30, 2023) State the full statutory authority and FAR cite and title, consistent with paragraph 4, e.g. 41 U.S.C. 3304: Services are highly specialized and customized to the unique needs of HHS. No other vendor is capable of customizing the current applications in this proprietary environment and within the eopf because the applications are unique to HHS and the applications are run in a proprietary environment developed and administered by IDOX Solutions, Inc.

The Promotion Board application (mission critical) has 500+ hours of customized CC business rules programmed over the last 17 years by IDOX Solutions in a proprietary environment. PHS requires this customization to run their boards. No other vendor has the capability to customize applications within the eopf. The integrity of the promotion boards is critical to the mission of PHS.

These business rules were programmed over a period of 20 years by idoxsolutions and are critical to ensuring the integrity of these Officer evaluation systems. The current customized system cannot be replaced by a standard eopf system. It needs to have the capability to incorporate the complex business rules that are currently in place that use the critical measurements and algorithms developed by Idoxsolutions over the past 20 years. Only iDox Solutions is capable of providing these services in their proprietary environment. iDoxSolutions is unique and of extreme value to PHS.

IDOX Solutions, Inc. is currently providing these services under GSA Schedule 70 Contract/Order Number GS-35F-0841N/HHSP233201600173G with the period of performance 6/01/2016 through 9/30/2019 (including options).