A04 - Limited Source Justification.pdf

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United States Department of Agriculture Single Source/Brand Name Justification

Less Than the Simplified Acquisition Threshold (SAT) FAR 13.106-1(b)(1)

Control No. (if applicable) ______________________

1. Identification of the agency and the contracting activity.

United States Department of Agriculture, Departmental Administration, Office of Contracting and Procurement, Procurement Operations Division, 301 S. Howes Street, Suite 321, Fort Collins, CO 80521.

2. Description of supply or service required to meet the agency’s needs.

NFC has the requirement to procure annual software maintenance for Author-It products in support of NFC’s main authoring tool and electronic publishing system. Currently, the Government Employees Services Division (GESD), Training and Communications Branch (TCB) staff utilizes Author-It for the creation of all documentation for which TCB retains responsibility, namely, procedural manuals, training guides, bulletins, the Red Sheet process, and online help for all stakeholders (USDA Agencies) and their users.

Table #1: Software License Requirements

Product Description Quantity Author-it Server (Includes a quantity of one (1) each of the following Server products: Author-it Contribute; Author-it Review; Author-it Publishing Server; Author-it Xtend; Author-it SQL Server Connector;

and AntennaHouse Formatter for PDF ProCSS

Author-it – Base User Licenses 33

Author-it Review User Licenses 95

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3. Rationale or circumstances for limiting competition.

Author-It software is a fully-functioning authoring tool with a relational database that functions as a content management system, providing NFC’s users the ability to author once and then leverage the same material into several different mediums such as print/hardcopy, Web (HTML/XML), Adobe Acrobat PDF, and Microsoft Word. Additionally, it has a streamlined conversion process by which conversion of content to HTML, PDF, and other mediums can be accomplished without need to customized scripts created by a second party. Author-It was first awarded a task order with the NFC in September 2012. Based on that competitive competition, they installed their application on the existing NFC Mainframe to be able to service the entire USDA Customer base serviced by NFC. Given the security protocols in the federal Government and specific to NFC, Author-It’s had to receive A-130, as well as Authorization and Assessment (A&A) approval to operate on the mainframe. Additionally, since that time, a full audit history along with its tiered permissions levels that offer the ability to lock or restrict access to a particular document to an assigned individual or group while retaining the ability to allow others to view the content but not have write/edit permissions for that file provide NFC with powerful content security that cannot be replicated with significant duplication of cost, and diminished efficiency over the next few years. Based on this rationale, the Government deems this technology and equipment to meet all standards of a logical follow-on.

4. Description of the market research conducted and the results or a statement of the reason market research was not conducted.

Market research was conducted via the internet and oral conversations to determine potential competitors who might be able to provide the same or like services as Author-IT for USDA NFC.

Based on initial internet research, Author-IT has several competitors who would be able to provide like services to NFC. Many of those companies were ruled out based on being foreign owned entities without a base location here within the United States or proper SAM/DUNs information. Other competitors while being based in the United States, charge almost 2.5 times the initial setup cost for integration, as the existing service and still 1.5 times the annual software maintenance support costs which are all NFC pays for the existing system. It is based on this market research that Contracting Officer deems this logical follow-on to be in the best interest of the Government.

Additional market research was conducted on both GSA and the NASA SEWP to determine the total number of re-sellers available to provide Author-it license support and maintenance, as this was previously sold to the Government by a 8A Small Business Reseller via GSA. Unfortunately, this 8A SB Reseller is no longer allowed to sell this product due to IRS issues and failure to maintain their standing as a authorized reseller. At this time there are no companies listed through either vehicle that can provide Author-it license support and maintenance. Since the maintenance and support of the licenses for Author-it can only be provided by the company due to the proprietary source code needed for compatibility, that makes it necessary for the Government to acquire these services directly from Author-IT. The government will continue to review market research in future years to determine if there are any alternatives to Author-it software that can provide all of the necessary functions currently provided by the particular software, while also providing the approved security level of the National Finance Center, & comprobable cost to the Government.

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5. Estimated price, including all options, if applicable.

Product Description Quantity Maint Cost Total Cost Covers Period: Aug 08, 2021 - Aug 07, 2022 Products:

33: Base User License 95: Reviewer User License 1: Author-it Server Bundle 1: PDF ProCSS

1 $39,003.00 $39,003.00

Total Base $39,003.00 $39,003.00

6. Recommended source(s).

Author-it Software Corporation.

Certifications

☒ The information provided for this justification has been reviewed and certified accurate and complete by Erin Fernandez, Program/Technical Personnel.

Contracting Officer (less than SAT). I have reviewed this justification and certify it to be accurate and complete to the best of my knowledge and belief.

Cole Allen Contracting Officer

Table #1: Software License Requirements