B06-JA-Monarch-CA-Signed JAH - Redacted.pdf

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DFAS‐ZTEC Corporate Systems DFAS Columbus 3990 East Broad Street Building 21 Columbus, OH 43213 ATTN: Albert Zavislak Phone: 614.701.2070

DEFENSE FINANCE AND ACCOUNTING SERVICE

Contract Services Directorate

3990 E. Broad Street Bldg. 21, Room 2B029

Columbus, OH 43213‐1152

Justification And Approval For Other Than Full And Open Competition ‐ Brand Name

FAR 13.5 ‐ Simplified Procedures for Certain Commercial Items

COMMERCIAL ITEMS (Brand Name)

Purchase Request #(s)

CONTRACTING ACTIVITY: DFAS Contract Services Directorate

1. REQUIRING ACTIVITY:

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

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

This requirement is for the purchase of Monarch licenses and support services. The purchase of Monarch Automator Licenses to support Corporate Electronic Document Management System ‐ Monarch SharePoint Solution (CEDMS‐MSS). Online Report Viewing (OLRV) is a DFAS owned system which was designed in the early‐1990s in response to the DFAS Paperless Initiative. OLRV provides a secure environment for report distribution, and generates cost savings by eliminating paper and printing costs, and improves timeliness of financial information by employing a web‐based solution using Report.Web, a commercial‐off‐the‐shelf (COTS) software owned by ASG Technologies Group, Inc. and licensed through DISA. ASG leverages Monarch within the Report.Web application to model reports within OLRV today. The vendor is retiring Report.Web with an end‐of‐life of December 31, 2020.

The selected alternative to replace OLRV and subsume its' functionality is to build a new modernized environment within the current Corporate Electronic Document Management System (CEDMS) boundary, utilizing existing DFAS software tools (i.e. Monarch, SharePoint, Compliance Guardian). This new environment will be known as Corporate Electronic Document Management System ‐ Monarch SharePoint Solution (CEDMS‐MSS).

CEDMS‐MSS will consist of 2 Production and 1 Pre‐Production (Test) Monarch application servers and requires the procurement of Monarch Automator Auto Server Subscription licenses and Monarch Desktop licenses to support the solution. Software maintenance for the Production and Desktop licenses will be purchased in the four one‐year option periods. Under another existing contract, DFAS currently has available Monarch software licenses which DFAS plans to use to fill a significant portion of this immediate software license requirement. DFAS will fill the remainder of the software licenses requirement with this procurement.

DFAS requires the functionality listed below to be able to retrieve source files from interfaced systems and processes each file based upon the source files associated processes:

○ As‐Is Method ‐ Source file exported to wrf (write‐read format).

○ Bursted Method ‐ Source file is sectioned and distributed into reports based on user criteria.

○ Modeled Method ‐ Source file is modeled into user accessible report, such as Excel or DBF (database file) based on predefined model.

Market research indicates that DFAS requires these specifications and after a survey of available options, Monarch is the only option which can provide these requirements.

Professional Services needed to support the implementation of Monarch Automator software includes learning software functionality & the best practices for the following:

○ Model Building

○ Script building

○ Process building and optimization

○ Meta Data Optimization

○ Manifest and lookup file building

NITYV20AC443

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09/01/2020

Professional Services are also needed for learning software functionality & the best practices to implement the following Use Cases:

○ Burst

○ Model

○ PDF

○ FileHandler

○ Multi Model

○ Burst Model

○ Burst Multi Model

○ Model Based Recognition

○ Additional Use Cases that we may discover as we dive into our current OLRV servers that need to be migrated to the new solution

The contractor will provide training to DFAS employees on how to use the Monarch software. The work will be performed through the best and most cost effective means available for knowledge transfer to DFAS Developers. Where applicable, the Contractor will use remote methods (Screen sharing, conference calls/telecommunications, etc.) to conduct training, knowledge sharing, etc. When and only if it is absolutely necessary, training will occur at a DFAS site.

The Customer support services required are all standard maintenance and support generally received as part of a software license agreement. This would include (1) telephone or email support from Monday through Friday during normal business hours, except public holidays for general support issues such as configuration, application security, application Security Technical Information Guidance (STIG), qpplication communication, application authentication, application performance; (2) maintenance releases of the software through releases, bug fixes, corrections, enhancements, as updates and new releases to the Software; and (3) notification of product problems and solutions. Additional customer support services would also include telephone or email support after normal business hours for 24 hours/day x 7 days/week coverage.

The Required Delivery Date/PoP is: Estimated Value (include option): $ 2,978,168.24 Option(s)

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

5. RATIONALE JUSTIFYING USE OF CITED STATUTORY AUTHORITY

CEDMS‐MSS leverages existing DFAS COTS software tools. Specifically, Monarch Automator Auto Server and Monarch Desktop software, which are key components of the new CEDM‐MSS. Monarch Automator Auto Server and Monarch Desktop software have been utilized within our DFAS Columbus production environment since 2016. The current contract for Monarch is with Immersion and includes 148 Datawatch (Datawatch is now Altair) Monarch Desktop software licenses and 2 Datawatch Server licenses. The agency have invested a total of $578.

Monarch is also the software application that has been used to model reports in OLRV as part of ASG’s Report.Web application for the past 25 years. This OLRV/Report.Web application will be reaching its end of life on December 31, 2020 but the modeling functionality provided through Monarch will continue to be utilized going forward.

Monarch software is currently used in DFAS production environment at DFAS Columbus, for providing a quick and easy data mining of existing text‐based reports, PDF files, and/or databases, spreadsheets and other data sources. Unlike other software tools, Monarch Automator Server and Monarch desktop automatically accesses and transforms unstructured source data, such as report and PDF files into live, customized data in various formats, including Excel, without programming. Monarch Server and Monarch desktop also easily accesses and combines data from enterprise databases such as SQL Server, Oracle and DB2, Excel, Access, as welI as XPS and CSV files.

Under another existing contract, DFAS currently has available Monarch software licenses which DFAS plans to use to fill a significant portion of this immediate software license requirement. DFAS will fill the remainder of the software licenses requirement with this procurement.

Market research was previously conducted when the product was first competed and selected as the best value software. We have confirmed that there is no solution that exists today that provides the complete end‐to‐end processing of raw system source data into reports, with the ability to upload these reports to SharePoint for storage, search, retrieval, download, and print. Monarch Automator Server and Monarch Desktop are the only products of its kind that provides the functionality to retrieve source files from interfaced systems and has the ability to process each file based upon the source file’s associated process:

• As‐Is Method ‐ Source file exported to wrf (write‐read format).

• Bursted Method ‐ Source file is sectioned and distributed into reports based on user criteria.

• Modeled Method ‐ Source file is modeled into user accessible report, such as Excel or DBF (database file) based on predefined model.

FAR 6.302‐1 Only one responsible source and no other supplies or services will satisfy agency requirements.

YES

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Other ‐ details in box #7

This corresponding file/report is pushed to a compliance tool for scanning sensitive data and redaction and then is uploaded to SharePoint for viewing/storage.

The IT Corporate Systems team completed a Proof Of Concept (POC) that DFAS could utilize existing DFAS software tools (i.e. Monarch and SharePoint) to create a viable system that replaces the current OLRV system and subsumes OLRV’s functionality. The goal of the POC was to transfer in raw data from a source system, use Monarch to convert the raw data into reports, and upload the reports to SharePoint for storage, and to have the ability to search, retrieve, download, and print these reports from SharePoint. The source system targeted for the POC was NAFIS/Texarkana, since the reports they utilize involves replicating file handler, which was identified by the OLRV team as the most challenging reports to migrate. The DFAS development team was able to successfully build and test 4 Automated Processes in Monarch that would be required to convert future system’s raw data files into reports:

○ Pre‐processing (Except .CSV & Excel)

○ Bursting

○ Convert to PDF

○ Modeling

A POC demo was conducted with IT Corporate Systems leadership on 3/20/2020, demonstrating that a Monarch/SharePoint solution can successfully replace OLRV and that this solution will provide the agency with a proven technology that is simpler to support and has all the power and functionality of SharePoint. The POC was briefed to the CIO on 3/25/2020.

The purchase of Monarch Automater (Auto Server Subscription licenses for Prod and Pre‐Prod) and Monarch Complete Desktop licenses assures that DFAS Corporate Systems has the software required for the agency to convert and migrate existing reports from OLRV to the new CEDMS‐MSS environment. This brand name software is necessary to meet the functional requirements necessary for CEDMS‐MSS to subsume existing OLRV functionality and meet the objectives of the Reduce Legacy Systems (RLS) Solution Systems Initiative ‐ Retirement of Online Report Viewing (OLRV) with Corporate Electronic Document Management System (CEDMS) Enhancement.

The required Monarch software procurements described above will minimize the end‐of‐life disruption of getting off of OLRV/ Report.Web by 12/31/2020. This will ensure continuity of operations and minimize the defined risks of leaving the current OLRV system in place as‐is:

○ Category I finding due to unsupported software

○ Acceptance of Risk from both DFAS and DISA Chief Information Officer (IOs) required

○ DISA may shutdown Report.Web

○ Lack of support from ASG

○ Customers at Risk: Customers will not have access to their information, impacting Civilian Pay, Military Pay, Audit Support and Contract Pay which could result in the Agency paying interest on missed payments.

○ DISA helpdesk knowledge of the current Report.Web software is limited, should the system experience major issues there will be no support for recovery of information.

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

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Sources interested in this acquisition o Altair o Immersion Consulting o CyKor o Software Information Resources Corp o ETSI o New Tech o Architecture Solutions o Access Agility

No

7. 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.

Approximately two years ago, the DFAS system office posted an RFI, which sought replacement solution ideas to the Remedy software.

Four vendors responded to the RFI. Northrup Grumman, the existing CEDMS vendor expressed written interest through their submission of the proposed "CEDMS NextGen ‐ Enhance existing CEDMS with COTS software/OLRV Integration solution." This alternative revealed a custom design and coding to the current software utilizing the existing CEDMS environment.

Three vendors responded with suggestions to consider using different software providers. The three vendors were: Immex Group ECM Software/Helix Group Labor, ASG Mobius Ephesoft Software(s)/Labor and ValoraTech Software(s)/Labor. The information received from this RFI helped the Requirement Owner formulate the alternatives and price estimates discussed above in this document.

Based on the RLS analysis, the recommendation was to move the functionality of the OLRV System module to the Corporate Electronic Document Management System (CEDMS). As a result, a BCA for RLS Retirement of OLRV with CEDMS Enhancements was conducted to analyze and compare the following alternatives:

1. CEDMS NextGen ‐ Enhance existing CEDMS with COTS software/OLRV Integration solution ‐This alternative revealed a custom design and coding to the current software utilizing the existing CEDMS environment and vendor (Northrup Grumman). This alternative does not replace legacy functionality initially and must be implemented incrementally.

2. CEDMS COTS Replacement Solution ‐ This alternative evaluated a COTS replacement to provide the functionality to support customer and mandated requirements which also revealed the benefit of decommissioning of the OLRV system. Three potential COTS solutions evaluated and scored based on the criteria identified. A Request For Information (RFI) was posted to the General Services Administration E‐Buy with high level requirements in January 2019.

3. CEDMS Enhancement with existing DFAS software tools solution ‐ This alternative evaluated leveraging existing DFAS software tools within the current CEDMS infrastructure. These software tools include implementing SharePoint, Monarch Automator software, and AvePoint Compliance Guardian to create a complete end‐to‐end automated content services solution called Corporate Electronic Document Management System ‐ Monarch SharePoint Solution (CEDMS‐MSS) .

Creating a new CEDMS–MSS environment was the recommended solution to serve as a single content management solution for the Agency. This options aligns to strategies (DFAS priorities, DoD Reform, IT Goals, PII Data Protection), implements a stronger end‐to‐end automated content management enterprise system with auditable internal controls, involves fewer acceptable risks and is the more economically viable option, and provides a high degree of assurance in the critical capabilities to meet audit compliance related to an automated disposal capability for aged content and PII redaction.

Regarding DoD ESI, on 4/13/2020 no agreements were identified on DoD ESI when searching on the terms “Monarch” or “datawatch”.

On 4/13/2020 an internet search on GSA Advantage resulted in no matches when searching on the terms “Monarch” and “datawatch”.

On 4/13/2020 an internet search on NASA SEWP resulted in two matches when searching on the terms “Monarch” and “datawatch”:

Altair Eng and Immersion CyKor. On 4/15/2020 the Acquisition Specialist confirmed with the software provider that their primary business partner, Immersion Consulting, is able to provide the professional services. Immersion Consulting has contract instruments available on GSA OASIS and VETS2.

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

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

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Nick Dembinski

No

10. 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.

11. 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.

12. TECHNICAL/REQUIREMENTS REPRESENTATIVE CERTIFICATION:

I hereby certify that this justification is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge and belief, and that I would not be making this request if it were feasible to fully compete this requirement. I further certify that this request is not the result of lack of advanced planning or a desire to expend funds while those funds are still available.

Technical Reviewer

Name: Title: Signature

Requiring Activity/Program Management Office Certification:

Name: Title: Signature

13. CONTRACTING OFFICER’S CERTIFICATION: I hereby certify that this justification is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge.

Title: Contracting Officer

Name: Org. Code Signature

14. LEGAL SUFFICIENCY REVIEW(>SAT): OGC review completed per FAR 6.303‐1

Name:

Signature

15. COMPETITION ADVOCATE REVIEW AND CONCURRENCE: (>$700,000)

Name:

Signature

IT CyberSecurity Specialist Kenneth C Baxter BAXTER.KENNETH.CHA Digitally signed by

BAXTER.KENNETH.CHARLES.1297707201

RLES.1297707201 Date: 2020.06.29 10:30:42 ‐04'00'

Albert F. Zavislak II CEDMS System Manager ZAVISLAK.ALBERT.F.II.1 Digitally signed by

ZAVISLAK.ALBERT.F.II.1075033750

075033750 Date: 2020.06.29 10:43:27 ‐04'00'

ZECAB Stephanie Smith SMITH.STEPHANIE.N.1 Digitally signed by

SMITH.STEPHANIE.N.1285855787

285855787 Date: 2020.07.09 07:49:10 ‐04'00'

Jon Houze HOUZE.JON.A.129579 Digitally signed by

HOUZE.JON.A.1295794816

4816 Date: 2020.07.14 11:43:58 ‐04'00'

DEMBINSKI.NICHOLES Digitally signed by

DEMBINSKI.NICHOLES.DAVID.1154591326

.DAVID.1154591326 Date: 2020.07.14 09:36:27 ‐04'00'