A04 JA REDACTED.pdf

ATTACHMENT E

Control No. WHS-2024-1020-JA

AMENDMENT TO THE SOLE SOURCE JUSTIFICATION

FAR 6.3, 13.5, 8.4, & 16.5

1. AGENCY AND CONTRACTING ACTIVITY: The Department of Defense, Washington

Headquarters Services, Acquisition Directorate Raven Rock Mountain Complex, Fire and Emergency Services.

2. DESCRIPTION OF ACTION: Raven Rock Mountain Complex (RRMC) Fire and Emergency Services (F&ES) has the need to create a contract with a vendor who is already providing services to the organization after changes in purchasing requirements changed the purchase from a government purchase card eligible expense to one that needs a contract. The contract will be for a Base plus four (4) – twelve (12) month option years to provide a scheduling program / workforce management program to manage personnel scheduling, emergency apparatus staffing, notify personnel of their work assignments and changes to those assignments. This system is used 24 hours a day, 7 days a week, and needs a guaranteed system up time of 99% or greater. This action is for a firm fixed price with 4 option years utilizing RRMC / FES funds.

3. DESCRIPTION OF SUPPLIES/SERVICES: Vendor will provide 46 user access licenses and the associated system maintenance / support for the workforce management and scheduling software. This access will be for a year at a time starting April 1, 2024, and ending March 31, 2025, with 4 option years. System will be accessible using a username and password from both desktop and mobile devices.

Performance Periods

Performance Period Dates Amount

Base Period April 1, 2024 - March 31, 2025 $ 12,722.00 Option Period I April 1, 2025 – March 31, 2026 $ .00 Option Period II April 1, 2026 – March 31, 2027 $ 6,300.00 Option Period III April 1, 2028 – March 31, 2029 $ 5,240.00 Option Period IV April 1, 2029 – March 31, 2030 $ 5,175.00

Base + All Options $29,437.00

ACQUISITION

DIRECTORATE

DEPARTMENT OF DEFENSE

WASHINGTON HEADQUARTERS SERVICES

4800 MARK CENTER DRIVE

ALEXANDRIA, VA 22350-2900

4. AUTHORITY CITED: This action is authorized under provisions of 10 U.S.C. 2304(c) 6.302- 1 as implemented by Federal Acquisition Regulation (FAR); only one responsible source and no other supplies or services will satisfy agency requirements.

6.302-1 Only one responsible source and no other supplies or services will satisfy agency requirements. This system is referenced in all applicable procedures and guidelines used by RRMC F&ES and all employees are trained in its use and long-term scheduling, along with work rules are already in place in the current system.

Transferring to new systems is a long and laborious process that will require a significant expense to rewrite procedures and trigger negations with the labor union due to a change in the work environment.

5. REASON FOR AUTHORITY CITED: RRMC F&ES has an authorized staffing of 46 personnel to include firefighters, emergency service dispatchers, work unit leadership, and supervision:

a. Background information about the requirement; Prior to 2022 an excel spreadsheet was used to manage the schedule and equipment staffing so that all labor contract rules, and facility requirements were met.

b. Details covering what events lead to the situation requiring use of other than full and open competition procedures; In approximately 2018, it was identified that the excel spreadsheet was becoming bulky and unusable due to the complexity of the rules and number of personnel on duty at any given time. Once this shortcoming was identified, a replacement system or program was sought.

c. Why considered alternatives will not work; In approximately 2018, it was identified that the excel spreadsheet was becoming bulky and unusable due to the complexity of the rules and number of personnel on duty at any given time.

Once this shortcoming was identified, a replacement system or program was sought.

Over the next 4 years, multiple methods were identified and evaluated to determine what would be able to meet the departments needs and replace the excel spreadsheet. Systems that were evaluated were demonstrated to us, tried by us, and current DoD or Federal agency users (when available) were spoken to regarding the use of the program.

By the end of 2021, CrewSense was determined to best fit the needs of the department and a trial period was started to utilize the system to confirm its useability under our operating conditions.

d. Which authority applies and why; If FAR 6.302-1 is the cited authority for the

JOFOC and the requirement is about to be or is currently being competed?

e. Results of Request for Information or Sources Sought Notice (IAW PGI 206-303-2;

After approximately a year, CrewSense was found to fit into our work requirements and a gradual phase-in period was initiated. Prior to now, the system was being paid for by a government purchase card for the yearly renewals. To change the current system, a different system capable of adhering to the union contract rules and federal labor rules that govern the special category workforce would need to be found and such a program is not currently available. If one was to be found, the change would cause lengthy work to renter data into the new system, lapses in rotation tracking for overtime and work location assignments, loss of accountability for work changes, and potential for missed or lost data during the transfer would be possible since all data transfers must be manually completed. This is due to the proprietary nature of these workforce management / scheduling systems and the systems not being able to have direct import of data from one system to another.

f. Explain the impact to the mission that would result if the J&A is not approved and, the product or service not provided; To change the current system, a different system capable of adhering to the union contract rules and federal labor rules that govern the special category workforce would need to be found and such a program is not currently available. If one was to be found, the change would cause lengthy work to renter data into the new system, lapses in rotation tracking for overtime and work location assignments, loss of accountability for work changes, and potential for missed or lost data during the transfer would be possible since all data transfers must be manually completed. This is due to the proprietary nature of these workforce management / scheduling systems and the systems not being able to have direct import of data from one system to another.

6. EFFORTS TO OBTAIN COMPETITION: While researching a scheduling program, many options were looked at, but none were found to provide the ability to input the work rules specific to our unique fire department schedule and those outlined in the labor contract. Those that were able to build a custom option were not able to do so within the budgeted amount and were cost prohibitive. A FedBizOpps (FBO) notice was not publicized.

7. ACTIONS TO INCREASE COMPETITION: I hereby determine that the anticipated price for this contract action will be fair and reasonable. The techniques identified at FAR 15.404- 1(b)(ii) will be used to ensure award will be at fair and reasonable prices. Certified Cost and Pricing Data will not be obtained.

8. MARKET RESEARCH: Both an internet search and a peer inquiry were used to find all available vendors that provide scheduling software for fire departments. Those vendors that were identified were evaluated based on ability to track access, track changes made by users, ability to restrict users access and editing rights, and ability to integrate the complex and various work rules outlined in contract and federal law.

9. INTERESTED SOURCES: During our research phase multiple sources of scheduling software was evaluated but, other than the one selected, none were able to meet the work rule requirements and budget considerations. At this time no other sources have expressed interest in writing of being able to meet the requirements initially communicated.

10. OTHER FACTS: As mentioned in section 5, the need for a new scheduling program was identified in 2018 due to an aging system and the inability for the system being used at that time to expand with required staffing changes necessary due to mission changes. At that time other federal departments were asked about how they handled scheduling and shift management and internet searches were conducted. Over the next 3 years (2018 to 2021) programs and systems were evaluated and tested to determine integration and function for staff use. At the end of the period, Vector Solutions Crew Sense was determined to be able to provide the needed access restrictions, use tracking, and rule integration that the department needed. At that time a 1-year (2021 to 2022) test was conducted with supervisors to ensure it met their needs and provided the expected results. Once the year test was conducted and the program determined to meet the needs of the department, a 1-year full trial (2022 to 2023) was conducted. After the 1 year was completed, the management and labor union agreed that the system would be useable for the needs of the department and a 1-year service plan was purchased; this current paid period will end in early 2024.

Currently, the ability to increase competition is solely on the industry itself. Due to the complex nature of federal / DoD fire department work rules, the potential customer base is small compared to other sectors serviced by this industry. And unless there is some outside legal compulsion, any interoperability / data export between vendors is unlikely.

CERTIFICATION

I, hereby, certify that the supporting data under my cognizance included in this justification are accurate and complete to the best of my knowledge and belief.

ON FILE

Contracting Officer’s Representative/Program Office Date

ON FILE

Contracting Officer Date