B12_Attachment_1_Redacted_J_A_3.pdf

PR# 0040627224

SOLE SOURCE JUSTIFICATION FOR ACQUISITION UNDER THE

SIMPLIFIED ACQUISITION THRESHOLD

1. Contracting Agency and Activity. The Department of the Interior, United States Geological Survey, Reston Acquisition Branch, plans to contract on a sole source basis. This document sets forth the justification and approval as required by FAR 13.106-1(b)(1), Only One Source Reasonable Available.

2. Nature of Action Being Approved. The USGS Geology, National Minerals Info Center requires a new firm-fixed price purchase order to Document Imaging Specialists, LLC. This is to purchase a new API Retrieval Module that fits inside of File360 software. It is needed to complete an upgrade we are designing for our MIDS system that will users to submit estimates in our MIDS system and automatically have pre and post edit archive files created. File360 is a proprietary software that is already approved/utilized in NMIC.

3. Description of Supplies or Services. In order to meet NARA requirements of having pre and post edit archive files for estimated data and alleviate the need for further manual input, the National Minerals Info Center requires this extra software component (renewal, support, and maintenance) that is part of the File360 software already being utilized.

4. Estimated Dollar Value.

5. Statutory Authority. The proposed action may be awarded on a sole source basis under the authority of FAR 13.106-1(b)(1) – only one source reasonably available.

6. Rationale Supporting Use of Citation in No. 5.

a. The Minerals Archival Retrieval System (MARS) provides for the management and maintenance of vital USGS minerals information used to meet the National Minerals Information Center’s core mission, respond to FOIAs, and meet the National Archives and Records Administration requirements as set by law for all Federal agencies. The various pieces of equipment are important to the daily operations of the MARS office. The Kodak equipment is necessary to perform data capture, storage, and retrieval. File360 is the proprietary software that runs the scanner of our paper forms, and that loads the digital files from the MIDS system into the KOVIS database. File360 is a proprietary software that is already approved/utilized in National Minerals Information Center. The API Retrieval Module is an add on piece of software in File360 that will allow our Minerals Information Data System (MIDS) to communicate directly with the KOVIS database directly. It is needed to complete an upgrade we are designing for our MIDS system that will allow users to submit estimates in our MIDS system and automatically have pre and post edit archive files created. NMIC has worked with Document

Imaging Specialists utilizing the File360 software for 20+ years. Continued used of the software is needed for the long-term continuity of the data set. Any software changes at this point would require reprocessing of over 40+ years of data.

b. Document Imaging Specialists, LLC is proprietary manufacturer of the equipment used in MARS (Kodak 11840 Scanner, Pro Software, Kodak i9600 Film Writer and Kodak 2400 Film Printer/Reader). File360 is the approved/utilized software used on this equipment and thus the component that is already made to working within File360 is needed.

7. Other Information. N/A

8. The Efforts to Identify Additional Sources Including the Market Research Conducted.

Similar File360 software was found however none provide data that the Government’s minimum needs for data continuity as described in paragraph 6.

A Sources Sought Notice was posted on SAM.gov and no responses were received.

9. Future Plans to Permit Competition.

The USGS Geology, National Minerals Info Center is continually searching for more competitive ways to conduct its research that would retain the integrity of the research through networking with professional societies and reading of professional literature. Future requirements will undergo market research and be competed at the maximum extent practicable.

10. Recommendation and Certification from Program Office

Based on the above, I recommend this acquisition be conducted on a sole source basis and certify the above statements are true and accurate.

8/30/2023 Date

11. Certifications from the Contracting Officer:

a. The Contracting Officer will determine prices fair and reasonable based upon competition among resellers and by comparison to published list prices and/or invoices for similar goods/services.

b. This justification is accurate and complete to the best of my knowledge and belief.

12. Approvals

Date