CF JOFOC - iManage Ceiling 09 24 2020_FINAL.pdf

Department of Energy Washington, DC 20585

Justification for Other than Full and Open Competition Contracting Activity: Office of Headquarters Procurement Services

Requesting Organization: Office of the Chief Financial Officer

1. Identification of Agency/Contracting Activity

The Office of the Chief Financial Officer (OCFO) of the Department of Energy (DOE) has requested that the Office of Headquarters Procurement Services (MA-64) approve a contract period of performance extension and a $25.2M ceiling increase to the iManage Indefinite Delivery/Indefinite Quantity (IDIQ) contract (DE-CF0000185).

This document sets forth the justification and approval to solicit and award a contract extension without providing for full and open competition as permitted by the exceptions in the Federal Acquisition Regulation (FAR) 6.302, Circumstances Permitting Other Than Full and Open Competition.

The proposed action provides DOE with a mechanism to obtain support services via the incumbent contractor, until the DOE completes its corrective action resulting from a U.S.

Government Accountability Office (GAO) bid protest of the follow-on award. The task orders under the IDIQ provide essential professional and technical support services in support of the OCFO.

2. Nature and/or Description of the Action Being Approved

The DOE plans to extend the IDIQ contract ordering period and the associated task orders by means of other than full and open competition to sustain mission-critical support until the successor Blanket Purchase Agreement (BPA) is awarded.

The vast majority of the OCFO’s contractor support is provided under this IDIQ, and this support is integral to virtually all aspects of DOE’s ongoing operations.

This action increases the IDIQ ceiling by $25.2M, from $126.7M, to $151.9M, to allow for continuity of services and transition of the iManage portfolio. All IDIQ task orders affected by this increase are subject to continuing needs and availability of funding.

Vendor Information:

Appsential, LLC 20201 Century Boulevard, Suite 120 Germantown, MD 20874

3. Description of Supplies/Services to be acquired

The contract provides Operations and Maintenance (O&M) support for the following iManage major components:

• Standard Accounting and Reporting System (STARS), Strategic Integrated Procurement Enterprise System (STRIPES), iPortal, Integrated Data Warehouse (IDW), Enterprise Portfolio Analysis Tool (EPAT), and Funds Distribution System

(FDS);

• Other iManage/Corporate Information Systems that enter into the O&M phase ofthe system lifecycle; and

• Enhancement or upgrade of iManage functionality in response to demands that arise from: Congressional, Office of Management and Budget (OMB), DOE initiatives/requirements, mandatory policies, the user community, findings during ongoing operations, the software vendors, integration with other federal agencies, and other authorities which require system and data security andprivacy.

Similarly, Appsential, LLC provides rapid resolution of any serious system issues that may arise. This includes keeping iManage fully functional and implementing modifications needed to respond to any new DOE, Congressional, Federal integrated partners (e.g., General Services Administration’s (GSA) Integrated Acquisition Environment (IAE), Treasury, OMB, regulatory, or departmental requirements). Appsential, LLC provides expertise on software modifications to assist with the migration of upcoming/future implementations or enhancements as well as modify existing production code that may no longer function appropriately as a result of the impending implementations or enhancements.

4. Statutory Authority for Other than Full & Open Competition

The statutory authority permitting other than full and open competition is 41 U.S.C.

3304(a)(1), as implemented by FAR 6.302-1(a)(2) – Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements.

5. Unique Qualifications of the Proposed Contractor

Appsential, LLC is the incumbent contractor that currently provides DOE with the required services. As noted above, this proposed action provides DOE with a mechanism to obtain support services, until the DOE completes its corrective action resulting from a GAO bid protest of the follow-on award. Therefore, DOE requires continuity of services until corrective action is completed and a new award can be made. DOE also needs to account for not only the time to complete corrective action but also the time to defend any subsequent bid protest.

Appsential, LLC is uniquely positioned and the only source that can provide the services required under the contract during this time. The iManage support services are needed to prevent unacceptable delays and interruption in fulfilling DOE’s needs such as contractor payments, payroll reporting, budget reporting, and awarding agency contracting and financial assistance actions.

As the incumbent contractor, Appsential, LLC currently provides these support services which include system engineering, system planning, system analysis, alternatives analysis, system and database design, application and interface support to include development, testing, implementation, change management (CM), and deployment of enterprise-wide and program area specific systems, applications, and databases. Furthermore, Appsential, LLC supports a variety of activities including current projects, interface support, new sub-module development (to an existing iManage O&M system), deployment and implementation of the sub-module, and O&M support activities for systems, web applications, and databases.

As a result of the current set of circumstances, the mission of the OCFO will be severely impacted without the requested ceiling increase to provide the iManage support services through June 30, 2021 utilizing one 4-months extension and the option to execute five 1-month optional periods.

6. Efforts to Maximize Competition

Under FAR Subpart 8.4, Federal Supply Schedules, DOE conducted a competition for the successor contract and maximized competition for that procurement.

However, as a result of a GAO bid protest and DOE’s subsequent corrective action activities, DOE has been unable to move forward with the award of the new contract.

This ceiling increase will allow for continuity of services while the Department completes its ongoing competition.

A notice of DOE’s intent to extend the period of performance and increase the contract ceiling was synopsized to the Government-wide point of entry (GPE) at Beta.SAM.gov in accordance with FAR 5.201. The synopsis was issued on September 2, 2020. No responses to the synopsis were received. Additionally, a copy of this JOFOC will be posted to Beta.SAM.gov for a minimum of 30 days in accordance with FAR 6.305, Availability of the Justification.

7. Period of Performance, Anticipated Dollar Value, and Anticipated Source Funding

Currently, there are five task orders under the iManage IDIQ contract which support the entire OCFO portfolio. MA-64 intends to extend the iManage IDIQ and current task orders initially for 4-months with the option to execute five 1-month optional periods through June 30, 2021. The initial period of performance for the IDIQ and initial task orders will be October 1, 2020 to January 31, 2021. As necessary, the 1-month option periods will be exercised to ensure continuity of services during the corrective action and transition period.

The anticipated value of the ceiling increase is $25.2M. Historical invoicing data and the Independent Government Cost Estimate (IGCE) were used to estimate the ceiling increase amount. The IGCE is based on current and future needs of the OCFO. Appsential’s General Services Administration (GSA) IT Schedule 70 discounted labor rates were incorporated into the IDIQ and have already been determined to be fair and reasonable. The level of effort and labor mix will remain at historical levels.

The below table outlines the ceiling increase for the iManage IDIQ:

Current IDIQ Ceiling $126,700,000.00 Proposed Ceiling Increase $25,200,000.00 IDIQ Ceiling w/Increased Total $151,900,000.00

8. Market Survey and Results

A synopsis of the proposed action was issued and no responses were received. In addition, as noted above, the incumbent contractor will provide DOE with continued services until the DOE completes its corrective action resulting from a GAO bid protest of the follow-on award. Until a follow-on contract is awarded, the incumbent contractor will perform all the essential requirements needed to support the DOE.

9. Other Facts Supporting Use of Other than Full & Open Competition

None.

10. Other Sources Expressing Written Interest in the Requirement

No additional sources have expressed an interest in this incumbent effort.

11. Potential Actions by the Agency to Remove/Overcome Barriers to Competition

There are no barriers to competition for this action. The circumstances resulting in the need for other than full and open competition for the period of this ceiling increase are temporary and should not be a factor in the future.

12. Anticipated Dollar Value of the Proposed Acquisition

The anticipated dollar value of this proposed action is $25.2M.

13. Certification and Signatures:

The information contained in this Justification for Other than full and Open Competition is certified accurate and complete to the best of my knowledge and belief.