C12. FAR 13 UnderSAT J&A Mimsy Migration DRAFT.pdf

UNITED STATES MARINE CORPS

MARINE CORPS INSTALLATIONS NATIONAL CAPITAL REGION

MARINE CORPS BASE QUANTICO

3250 CATLIN AVENUE

QUANTICO VIRGINIA 22134 5001

Determination that Only One Source is Reasonably Available (Including Brand Name) –

FAR Part 13 Acquisitions under the SAT

MEMORANDUM TO THE FILE

Subj: DETERMINATION THAT ONLY ONE SOURCE IS REASONABLY AVAILABLE FOR A

FAR PART 13 ACQUISITION UNDER THE SIMPLIFIED ACQUISITION THRESHOLD

I. BACKGROUND:

1. FAR 13.106-1(b)(1)(i) states for purchases not exceeding the simplified acquisition threshold, Contracting Officers may solicit from one source if the Contracting Officer determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand-name or industrial mobilization).

2. As required by FAR 13.106-3(b)(3)(i), this memorandum explains the absence of competition for this acquisition, as only one source will be solicited for this requirement (or for a portion of the requirement) and the requirement (or portion of the requirement to be sole-sourced) is not expected to exceed the simplified acquisition threshold.

II. DESCRIPTION OF ITEM OR SERVICE:

The United States Marine Band (USMB) requires continuation of Axiell ALM database services to support the mission-critical creation of sheet music creation of sheet music catalog records for the band. Axiell ALM is currently transitioning from its discontinued Mimsy XG product to its successor, Axiell Collections. This migration demands tailored data analysis and mapping to ensure a seamless transfer of all existing records, with zero data loss.

The migration involves moving from the customized Mimsy XG database (now obsolete) to the Axiell Collections platform, which serves as its direct replacement. There is no viable alternative to this migration support effort, as it is essential to preserve operational continuity.

The Mimsy XG application remains in active use by the requiring activity. Continued support is mandated by Marine Corps cybersecurity policy to uphold the application's Authority to Operate (ATO) and to ensure the delivery of ongoing security patches and feature enhancements. Any disruption in availability or support would result in immediate work stoppage and jeopardize critical mission success.

The Government intends to issue a single Firm Fixed Price (FFP) order with fixed-price award. The required delivery date of 12 months after date of award.

The total estimated value for this procurement is $XXX. FY25 Marine Corps Operations and Maintenance (O&M) appropriations will be used to fund the base year of performance as outline in the table below:

Brand Name / Manufacturer

Item / Description Quantity

Axiell ALM, Inc Mimsy XG to Axiell Collections database migration project

Determination that Only One Source is Reasonably Available (Including Brand Name) – FAR Part 13 Acquisitions under the SAT

V 1.6 (20 December 2023)

III. THE DETERMINATION FOR USE OF OTHER THAN FULL AND OPEN COMPETITION IS

BASED ON THE FOLLOWING (select all that apply):

A. X ONLY ONE RESPONSIBLE SOURCE (select all that apply):

1. X RESTRICTIVE RIGHTS. The source has established proprietary rights, limited rights in data, patent rights, copyrights or secret processes in the item or service required.

This is a proprietary Commercial Off-The-Shelf (COTS) software product developed and exclusively supported by the Original Equipment Manufacturer (OEM), Axiell ALM. As a closed-source solution, it is not open to third-party servicing, maintenance, or management. Only Axiell ALM possesses the necessary rights, technical expertise, and access to provide support, updates, and migration services for this product.

The USMB is currently utilizing Mimsy XG, a proprietary collections management system developed by Axiell ALM, to support the cataloging and archival of mission-critical sheet music records. Axiell ALM has formally discontinued Mimsy XG and is transitioning customers to its direct replacement, Axiell Collections a modern, web-based platform offering enhanced functionality and long-term support. This migration is essential to maintain operational continuity, cybersecurity compliance, and data integrity. Due to the proprietary nature of both systems, only Axiell ALM possesses the technical expertise, access rights, and tools necessary to perform the migration and provide ongoing support.

The Mimsy XG to Axiell Collections database migration project is a strategic transition undertaken by institutions using Axiell’s legacy collections management software, Mimsy XG, to move their data and operations to its modern successor, Axiell Collections. See below the differences between the two:

Mimsy XG:

A long-standing collections management system used by museums, archives, and cultural institutions.

Known for its robust cataloging, multimedia management, and flexible reporting features.

Desktop-based and increasingly outdated in terms of technology and user experience.

Axiell Collections:

Axiell’s next-generation, web-based collections management platform.

Offers modern features like cloud access, collaborative workflows, and improved integration capabilities.

Designed to be the direct replacement for Mimsy XG, with enhanced usability and scalability.

The Mimsy XG to Axiell Collections migration project, stated above, involves several critical technical components. It begins with custom data mapping and analysis, aligning legacy data fields from Mimsy XG to the schema used in Axiell Collections. This is followed by data cleansing, which addresses inconsistencies, outdated formats, and duplicate records to ensure data integrity. The process then requires scripted export and import, utilizing proprietary tools to securely transfer data between platforms. Once migrated, validation and testing are conducted to confirm that all records have transitioned accurately, with no data loss or corruption. Finally, user training and transition support are provided to help staff effectively adopt the new system and workflows.

Determination that Only One Source is Reasonably Available (Including Brand Name) – FAR Part 13 Acquisitions under the SAT

V 1.6 (20 December 2023)

While Axiell Collections is a leading solution in the collections management space, several other commercial platforms offer similar capabilities for cataloging, archiving, and digital asset management. These competitors serve museums, libraries, and cultural institutions with varying degrees of customization, scalability, and user interface design. The table below outlines a selection of these alternative systems, highlighting their core strengths and areas of focus.

However, none of these vendors are capable of performing the proprietary migration from Mimsy XG to Axiell Collections, as that process requires exclusive access to Axiell’s internal architecture and tools due to having no access to Mimsy XG’s proprietary database structure, no legal or technical authorization to perform migration to Axiell Collections, only Axiell ALM owns the tools and scripts required for seamless data transfer and Cybersecurity compliance and ATO requirements mandate vendor-specific support.

Vendor/Product Key Features Migration Capability from Mimsy XG Open

Source

Axiell Collections Web-based CMS; direct successor to Mimsy XG; robust cataloging and archival tools

Exclusive OEM access No

Follett Destiny Library asset tracking; circulation and inventory tools

Not compatible No

Collector Systems Cloud-based cataloging; supports loans, exhibitions, and insurance tracking

Not compatible No

Argus by Lucidea Web-based CMS; customizable workflows;

public access portals

Not compatible No

Proficio by Re:Discovery

Archival management; barcode tracking; online sharing

Not compatible No easydb Digital asset management; metadata tagging;

multilingual support

Not compatible Yes

Although several commercial collections management platforms exist, none are capable of performing the proprietary migration from Mimsy XG to Axiell Collections. This transition requires exclusive access to Axiell ALM’s internal architecture, proprietary tools, and technical expertise. As the original developer and vendor, only Axiell ALM is authorized and equipped to execute the migration securely and in full compliance with Marine Corps cybersecurity mandates.

Given the proprietary nature of the software, support and services are restricted solely to Axiell ALM. The system is not open-source, and no third party can legally or technically service, maintain, or modify it. Accordingly, this requirement meets the criteria for sole source acquisition under applicable procurement regulations.

For the Marine Corps Band, the Axiell system underpins mission-critical cataloging operations, enabling the precise management of sheet music and archival records essential to operational readiness. To maintain compliance with cybersecurity policies, the system must retain its Authority to Operate (ATO) through ongoing vendor support and updates. Any disruption in support or failure to complete the migration would result in immediate operational failure and compromise essential mission functions.