A16_-_JOFOC-Over_SAT_recaccess_(1)_1.pdf
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- Attached to
- Special Notice of Intent to Sole Source Award Federal contract opportunity
- Solicitation number
- DOIFFBO250037
About this file
This is a Justification for Other Than Full and Open Competition (JOFOC) form from the U.S. Fish and Wildlife Service seeking to award a sole-source contract to RecAccess LLC for a Software as a Service (SaaS) platform. The contract is for a 12-month base period with a 6-month option period to provide permit management, fee collection, and reporting services for hunting, fishing and recreational activities across more than 60 national wildlife refuges.
The justification cites that RecAccess LLC is the only vendor currently capable of supporting complex lottery systems for permit issuance and is in process for FedRAMP authorization. The company provides critical services including complex lottery management, customer support, and fee administration. Market research indicated other platform providers had higher rates, and switching vendors would require 6-12 months of downtime for transition. A notice of intent to sole source will be posted on SAM.gov. The contract will be awarded under FAR 13.501 for simplified acquisitions above the SAT but below $7M, with pricing deemed fair and reasonable based on previous award data. The JOFOC is signed and approved by the Program Officer and Contracting Officer.
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Text version
FWS Form 3-0051 (Rev. 5/12/2021) U.S. Fish and Wildlife Service
JUSTIFICATION AND APPROVAL FOR OTHER THAN
FULL AND OPEN COMPETITION (JOFOC) - OVER SAT
JOINT ADMINISTRATIVE OPERATIONS
Acquisitions Operations
1. Agency and Contracting Activity (FAR 6.303-2(b)(1)).
3. Description of Supplies/Services (FAR 6.303-2(b)(3)).
2. Nature/Description of Action (FAR 6.303-2(b)(2)).
In accordance with FAR 6.302, the proposed contractual action is pursuant to the statutory authority identified in section 4 of this document. This template is required for actions over the Simplified Acquisition Threshold (SAT) (unless the procurement is acquired as a limited source IAW FAR 8.405-6 or is an Exception to Fair Opportunity IAW FAR 16.505(b)(2)).
Instructions: The information in the text boxes are provided as sample language or to indicate a needed fill-in. Sample language should be removed from the final document. All text boxes require information and shall not be left blank.
4. Statutory Authority Permitting Other than Full and Open Competition (FAR 6.303-2(b)(4)).
(check one)
Authority FAR Coverage Application 41 U.S.C. 1901 FAR 13.501 Only one responsible source using
Simplified Acquisition Procedures (above SAT but below $7M)
41 U.S.C. 1903 FAR 13.501 Special emergency procurement authority
41 U.S.C. 3304(a)(1) FAR 6.302-1 Only one responsible source and no other supplies or services will satisfy agency requirements
41 U.S.C. 3304(a)(1) FAR 6.302-1(c) Application for brand-name descriptions
41 U.S.C. 3304(a)(2) FAR 6.302-2 Unusual and compelling urgency
41 U.S.C. 3304(a)(3) FAR 6.302-3 Industrial mobilization; engineering, developmental or research capability; or expert services
41 U.S.C. 3304(a)(4) FAR 6.302-4 International Agreement
41 U.S.C. 3304(a)(5) FAR 6.302-5 Authorized or required by statute
41 U.S.C. 3304(a)(6) FAR 6.302-6 National Security
41 U.S.C. 3304(a)(7) FAR 6.302-7 Public Interest
5. Demonstration of Contractor’s Unique Qualifications (FAR 6.303-2(b)(5)).
6. Description of Efforts Made to Maximize Competition (FAR 6.303-2(b)(6)).
7. Determination of Fair and Reasonable Cost (FAR 6.303-2(b)(7)).
8. Description of Market Research Conducted (FAR 6.303-2(b)(8)).
9. Any Other Supporting Facts (FAR 6.303-2(b)(9)).
Program / Project Officer
13. Contracting Officer Certification and Approval: (All Values) FAR 6.304(a)(1)
Based on the above justification, I hereby certify that the circumstances of this contract action deem only one source reasonably available and approve the use of sole source acquisition procedures for this purchase.
Contracting Officer
10. Listing of Interested Sources (FAR 6.303-2(b)(10)).
11. Actions Taken to Remove Barriers to Competition (FAR 6.303-2(b)(11)).
12. Technical/Requirements Certification: FAR 6.303-2(c)
I certify that the supporting data under my cognizance which are included in the justification are accurate and complete to the best of my knowledge and belief.
14. Approval by Chief of Contracting Office (>SAT)
Based on the foregoing justification I hereby approve this procurement.
Chief of Contracting Office
15. Approval by Senior Chief of Contracting Office (>$700K)
Based on the foregoing justification I hereby approve this procurement.
Senior Chief of Contracting Office
16. Approval by Head of Contracting Activity (>$700K) FAR 6.304(a)(2)
Based on the foregoing justification I hereby approve this procurement.
17. Approval by Senior Procurement Executive (>$68M) FAR 6.304(a)(4)
Based on the foregoing justification I hereby approve this procurement.
Senior Procurement Executive
Head of Contracting Activity
| 2025-01-22T15:56:41-0500 | |
| KRISTEN GILBERT |
| 2025-01-23T12:14:03-0700 | |
| SOLMAZ SALIH |
| 2025-01-23T13:03:30-0700 | |
| SOLMAZ SALIH |
| Check Box1: Yes |
| Check Box2: Off |
| Check Box3: Off |
| Check Box4: Off |
| Check Box5: Off |
| Check Box6: Off |
| Check Box7: Off |
| Check Box8: Off |
| Check Box9: Off |
| Check Box10: Off |
| Text3: A Software as a Service (SaaS) platform for the issuance and management of permits, fees and reporting utilized by citizens for access to multiple refuges for the purpose of hunting, fishing and other approved recreational activities. The contract must provide all aspects of information technology, customer support and fee management. |
| Text4: RecAccess LLC is the current provider of this SaaS platform that is being used by USFWS. RecAccess is the only vendor who is currently capable of supporting complex lotteries for the issuance of permits across more than 60 national wildlife refuges. Complex lotteries involve applications that cover multiple variables including date, location (hunting blind, field, pond, etc), group member size. Seeral USFWS stations currently run these complex lotteries daily so applicants can take advantage of the best possible weather conditions for their hunt. A break in service would result in recreational opportunities being closed to the public until the system can be restarted with thousands of public users not being able to use their public lands for their intended purpose. RecAccess currently provides this system to the USFWS and is the only vendor currently available who is capable of fulfilling the Service's requirements for administering a multi-tiered lottery system and check-in, check-out services for issuing permits of this type. |
RecAccess, LLC is in-process with FedRAMP authorization having submitted their package for review almost a year ago. No other vendor is currently pursuing FedRAMP certification.
| Text5: A notice of Intent to Sole Source this requirement will be posted via SAM.gov to determine if any other capable sources are able to meet the requirements of this request within the time needed to secure the services. |
| Text6: The anticipated costs of the projected contract are considered fair and reasonable based on market research of previous award. |
| Text7: Secondary research conducted to assess market rates for other platform providers which were determined to be higher across the industry in comparison to recent contracts executed by USFWS with similar subject matter. Limited additional research conducted due to the understanding that incumbent contractor would be the only reasonable source to avoid additional costs and schedule delays associated with knowledge transfer, although there is research being conducted to continue to find the most cost-effective, stable and FedRAMP compliant platform that can support the needs of USFWS stations that require a system of this complexity. The research will continue throughout the duration of this contract. |
| Text8: A new vendor would have to meet with individual refuges to understand their complex lottery needs and implement bespoke systems. It would also take time to onboard staff to a new platform. During this time the public would not have access to hunting permits. RecAccess, LLC is the only vendor that can provide this service without 6-12 months of downtime to onboard refuges to a new system. |
| Text9: RecAccess LLC |
| Text10: The Services provided through the RecAccess system have been managed through a variety of agreement types that are no longer valid for the U.S. Fish and Wildlife Service. At this point and with the investment already in place by USFWS, it is impractical to pursue a new engagement requiring substantial knowledge and information transfer to allow a seamless transition of services to the general public. It would also deeply impact multiple stations at a crucial time of year to have a lapse in service or a change in service in the midst of hunting season. |
The FWS is conducting research to continue to find the most cost-effective, stable and FedRAMP compliant platform that can support the needs of the stations that require a system of this complexity.
| Text2: Approval is being requested for a new firm-fixed price contract. This contract is for a sole source vendor, RecAccess, with an initial 12-month base year with a 6-month option period. RecAccess, LLC is the sole qualified vendor for this requirement. |
| Text1: U.S. Department of the Interior, U.S. Fish and Wildlife Service (USFWS), Joint Administrative Operations, Acquisition and Property Operations. |
| Signature5: |
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