A20 JA redacted.pdf

Source Selection Information - FAR 2.101 & 3.104. Reset Form

Version 2.0 MAR 2024 Page 1 of 3

OH

research

c. Determination as to whether the planned actions to remove any barriers to competition cited on the previous justification were completed: YES

Market Research determined that the requirement can only be provided by a single source

DEFENSE FINANCE AND ACCOUNTING SERVICE

Contract Services Directorate

3990 E. Broad Street Bldg. 21

Columbus, OH 43213-1152 NOTE: To ensure form populates correctly, enter Estimated Value below under 3. prior to completing any other entries.

FAR 13.5 - Justification & Approval for a Sole Source

Purchase Request #(s)

CONTRACTING ACTIVITY: DFAS Contract Services Directorate

1. REQUIRING ACTIVITY:

2. DESCRIPTION OF THE ACTION BEING APPROVED: Solicit a Sole Source requirement and award a Contract/Order.

3. DESCRIPTION OF SUPPLIES/SERVICES: This justification covers the acquisition of the following article(s):

The Required Delivery Date/PoP is: Estimated Value (include options): $ Option(s)

4. STATUTORY AUTHORITY PERMITTING OTHER THAN FULL AND OPEN COMPETITION:

FAR 13.501(a)(1)(i) Conduct sole source acquisitions, as defined in 2.101, (including brand name) under this subpart only if the need to do so is justified in writing and approved at the levels specified in paragraph (a)(2) of this section

5. IS THIS JUSTIFICATION FOR A FOLLOW-ON TO AN ACQUISITION OF SUPPLIES OR SERVICES PREVIOUSLY

AWARDED ON A NON-COMPETITIVE BASIS?

a. Description of actions taken to remove any barriers to competition cited on the previous justification.

6. RATIONALE JUSTIFYING USE OF CITED STATUTORY AUTHORITY

7. DESCRIPTION OF EFFORTS MADE TO SOLICIT OFFERS FROM AS MANY OFFERORS AS PRACTICABLE:

The purpose of this Justification is to obtain approval to for a sole-source acquisition of a brand name product. The required maintenance and software support is Brand name ERM Perfect Software, which is owned by Crawford Technologies.

The initial award of this requirement was competitively awarded in 2017 to Crawford Technologies under full and open competition.

Now that Crawford Technologies software has been configured and integrated with DFAS's architecture, renewal of Crawford Technologies ERM Perfect software maintenance and support is required to sustain secure document storage, and critical user interface features for users in CEDMS modules. Crawford Technologies is the sole manufacturer and provider of the products, and they do not have any authorized resellers of their products; the required software maintenance and support can only be purchased directly through Crawford Technologies.

DFAS is heavily invested in the ERM Perfect Software as the software fully supports DFAS Corporate Electronic Document Management interface features for users to search, retrieve, and view documents for CEDMS modules. The millions of records in these modules cannot be stored, searched, or retrieved without ERM Perfect software. ERM Perfect is one of the core software components required to maintain all CEDMS applications instances at DFAS. Switching to a new vendor would not provide DFAS any advantage or new capabilities not already presented by ERM Perfect software. DFAS will incur substantial loss in the architecture if ERM Perfect was removed from the current environment.

5/21/2024-5/20/2029 $1,124,785.97

YES

HQ089848367

Source Selection Information - FAR 2.101 & 3.104. Reset Form

Version 2.0 MAR 2024 Page 2 of 3

DFAS contacted Crawford Technologies via email to inquire about potential resellers of the ERM Perfect software. Crawford Technologies stated that they do not have resellers of their product, nor do they sell this product via any vehicle other than directly through them. This is proprietary software. A market research quote was obtained from Crawford Technologies via email for

Nothing to add to this section that has not already been articulated within this justification document.

In order to remove or overcome barriers to competition in future acquisitions for this requirement, the agency will work with the program office to conduct market research to ascertain if there are changes in the market place that would enable future actions to be competed on other than a name brand basis.

8. A SHORT DESCRIPTION OF RESULTS OF RFI/BETA.SAM.GOV POSTING, OR MARKET RESEARCH CONDUCTED OR A STATEMENT

OF THE REASON NONE OF THE ABOVE ACTIONS WERE CONDUCTED.

9. LIST OF THE SOURCES THAT EXPRESSED A WRITTEN INTEREST IN THE ACQUISITION.

10. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION:

11. A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO REMOVE OR OVERCOME ANY BARRIERS TO COMPETITION BEFORE ANY SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR SERVICES REQUIRED.

12. DETERMINATION OF FAIR AND REASONABLE COST: The contracting officer will determine that the anticipated cost to the Government of the service/supplies covered by this justification will be fair and reasonable.