ECM Limited Source Justification_For Release.pdf

Control No:

Version – February 2017

Memorandum for Record – Limiting Competition at or below the Simplified

Acquisition Threshold

1. Contracting Activity: U.S. Army Contracting Command – New Jersey, Picatinny Arsenal, NJ 07806-5000

2. Description of Action: Enterprise Content Management (ECM) Maintenance

Nature: ☐ New Requirement X Follow-on Requirement

Contract Vehicle: ☒ .Purchase Order Number __TBD_________

Blanket Purchase Agreement (BPA) Number _______________ Order/BPA# _______ against FSS Contract #_____ _________ Order #___________ against Multiple Award IDIQ Contract Name or #______________

Order #_______ against a single award IDC Contract

Modification # _______ to existing PO/TO/DO/Call Order

Pricing/Contract Type: ☒ Fixed Price Time & Materials/Labor Hours

Cost Reimbursable Hybrid

Funds: ☒ Operations & Maintenance, Army (OMA) Other Funds: ________

FY: 2020

Name of Proposed Contractor(s) and Address:

D. Miller & Associates, Ltd.

742 Laurel Avenue Highland Park, IL 60035

Brand Name Buy: ☒ Yes No

3. Description of Services or Supplies: Enterprise Content Management Library (ECM) software license upgrades and maintenance support, including: user documentation, new product installation and usability assistance, installation of product updates, remote troubleshooting and technical support via the telephone and email, and resolution of server migration issues, is needed to continue providing the full content digital search capability for Armament Software Engineering Center personnel to perform powerful keyword searches on all of their digital Repository artifacts.

Base Period: 365 days after award Value: $21,000 Option Period 1: 730 days after award Value: $21,000 Option Period 2: 1095 days after award Value: $21,000

Total: $63,000

4. Authority:

☒ FAR 13.106-1(b)(1): For purchases not exceeding the simplified acquisition threshold (SAT), only one source reasonably available, urgency, exclusive licensing agreements, brand name, or industrial mobilization.

Or

FAR 8.405-6(a)(1)(i)(B) and 8.405-6(b)(1)Brand Name FAR 8.405-6(a)(1)(i)(A) Urgency FAR 8.405-6(a)(1)(i)(B) Only One Source is Capable FAR 8.405-6(a)(1)(i)(C) Logical Follow-on

Or

FAR 16.505(b)(2)(i)(B) Only One Awardee is Capable FAR 16.505(a)(4) Brand Name FAR 16.505(b)(2)(i)(A) Urgency FAR 16.505(b)(2)(i)(C) Logical Follow-on FAR 16.505(b)(2)(i)(D) Minimum Guarantee

5. Reasons for Authority Cited:

As the Enterprise Content Management Library (ECM) software developer, D. Miller & Associates, Ltd. (DMA) is the only source that can continue providing ECM software upgrades, maintenance, and customer support. The ECM software is integrated into the Configuration Management/Library System Management (CM/LSM) database tool and an ECM license and a Software Development Kit (SDK) exists on the development server. The Government owns a Production Server License which allows for all Armament Software Engineering Center personnel (not just the CM/LSM team) to perform powerful keyword searches on the digital Repository artifacts.

Not procuring ECM would result the loss of search functionality, high re-integration costs, and the use of a competing product that would reduce search capability. One reason that ECM was chosen is because it could search a wider breadth of documents and therefore account for much more of the data that CM/LSM preserves. Lower quality search capability would result in a much longer manual search or possibly not finding software documents that the Army needs to sustain operational weapon systems.

6. Publicizing Contract Actions: For FAR Part 13 actions, the public display and synopsis requirements of FAR 5.101 and FAR 5.203 do not apply due to the $ threshold, ☒ apply and will be followed, or do not apply due to an exception at

5.202 ______________________.

Requirement to post justification in accordance with FAR 8.405-6(b)(3), FAR 13.105(c), or FAR 16.505(a)(4)(iii)(A)

Action is NOT a brand name restriction and is under $150K, no posting required

Action is a brand name restriction, under $25K, no posting required X Action is a brand name restriction, over $25K. It will be redacted and posted with the solicitation.

Action is a brand name restriction over $25K but will not be posted due to exception:

FAR 6.305(f) FAR 8.405-6(b)(3)(iii)(A)

FAR 8.405-6(b)(3)(iii)(B) FAR 8.405-6(b)(3)(iii)(C) FAR 16.505(a)(4)(iii)(C)

7. Market Research: DMA’s ECM software was originally selected by CM/LSM personnel based on market research conducted for a digital library search engine which could easily be integrated into CM/LSM’s Repository database tool (CMDR) and search through the digital artifacts in the CM/LSM Repository. CM/LSM personnel originally selected DMA’s ECM software over two (2) other products, Oracle’s Secure Enterprise Search and KaramaSoft’s ASP.NET Ultimate Search Engine, due to its content search capability, greater functionality, and in-person customer-focused service support. In addition, while these other products are still available and have similar capabilities, ECM has been fully integrated into the Government systems. Therefore, only ECM software meets the Government’s requirement without duplication costs and schedule delays associated with replacing the software already integrated.

Market research was conducted in June 2020 consisting of discussions with knowledgeable individuals in Government and internet searches for alternative commercial sources confirmed that DMA, as the original software developer, is the only authorized source for ECM software and maintenance support.

8. Other Facts: N/A

9. Technical/Requirements Certification: I certify that the supporting data under my cognizance which are included in the justification are accurate and complete to the best of my knowledge and belief.

Typed Name: Laura Hojecki Date: 28 Aug 20 Title: Software Engineer

Signature:

10. Contracting Officer Certification/Approval:

I hereby determine that the anticipated cost or price to the Government for this contract action will be fair and reasonable based upon price analysis in accordance with FAR 15.404-1(b)(2), including comparisons of the proposed prices to historical prices paid for same or similar items and Independent Government Estimate (IGE).

I certify that this justification is accurate and complete to the best of my knowledge and belief, and that completing this purchase as a sole source is in the best interest of the Government. Additionally, I approve this justification to limit competition subject to the availability of funds and provided that the services or supplies herein described have otherwise been authorized for acquisition.

Typed Name: David S. Gordon Date: 9/2/2020 Title: Contracting Officer

Signature: