EFO CEDS DACS redacted 111924.pdf

DEFENSE LOGISTICS AGENCY

DLA CONTRACTING SERVICES OFFICE PHILADELPHIA

700 ROBBINS AVENUE

PHILADELPHIA, PENNSYLVANIA 19111-5092

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Source Selection Information – See FAR 2.101 and 3.104

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JUSTIFICATION FOR AN EXCEPTION TO FAIR OPPORTUNITY (FAR 16.505(b)(2))

ADDENDUM

Based upon the following justification, I hereby approve the issuance of the contractual action described below using an exception to fair opportunity, pursuant to the authority cited herein.

1. IDENTIFICATION OF AGENCY AND CONTRACTING ACTIVITY:

2. NATURE AND DESCRIPTION OF THE ACTION BEING APPROVED:

Pursuant to Federal Acquisition Regulation (FAR) 16.505(b)(2)(i)(C), the action being approved is an exception to the fair opportunity process. This justification authorizes the use of other than full and open competition for the procurement of services for architecture, design, configuration, development, deployment of a new OpenText Cloud Based Enterprise Document Scanning (CBEDS). DLA Document Automation Management Systems (DAMS) is the parent program of DACS and CBEDS. This firm-fixed price modification to Task Order (“Initial Order”) must be issued on a sole-source basis to New River, in the interest of economy and efficiency, because it is a logical follow-on to the Initial Order placed against New River’s JETS Indefinite- Delivery Indefinite Quantity (IDIQ) contract, . All JETS IDIQ

Source Selection Information See FAR 2.102 and 3.104

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contract holders were provided fair opportunity to be considered for the original task order award.

3. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE

AGENCY’S NEEDS, INCLUDING AN ESTIMATED DOLLAR AMOUNT:

Currently, DLA Land and Maritime (L&M) utilizes Item Reduction Web Site Capability (IRWSC) for National Stock Number (NSN) item reduction studies (IRS). IRWSC is a GOTS application used by DLA, Army, Air Force, Navy, Marines, and General Services Administration (GSA) to conduct item reduction studies. IRWSC’s function is to manage a catalog of items and to provide review and study capabilities to support the elimination of unneeded inventory within DoD organizations.

Proposed solution is to modernize the DLA IRWSC web site into the J62KAA hosted Document Automation Content Services Records Management (DACS-RM). This is required due to current systems obsolete technology and lack of regulatory compliance. DACS-RM can provide both the modern technology and regulatory compliance to the IRWSC program. In accordance with DLA policy, existing internal assets and capabilities are to be used to meet DLA needs versus new contracts and duplicate systems.

The IRWSC project is a new customer under the DACS umbrella. The project came through the DLA Demand board via the ITBM in 2024 as DACS existing capability was determined by the demand board to be able to fulfill the IRWSC requirement. Since the DACS original requirement was written in 2022, this customer is a new customer that was not included in the original PWS written.

This transition to DACS RM would reduce the burden and risk maintaining a standalone GOTS Item reduction application. Some high-level outcomes are:

Improved data security Reduced application risk Compliance with DoDM 4120.24-m Certified system DOD Records Management 5015.02 system Modernize one of DLA GOTS applications

The scope of this will cover: Document application design and migration details for modernized IRWSC, and Develop and configure new solution in DACS and migrate historical data. The focus will be on current capabilities in IRWSC: Data entry forms, Search, Workflow for IRWSC review, Creation of a quick start guide for end users, Test and deploy solution.

The current task order defines high level analysis and requirements that have been completed so far.

Additional analysis, design, build, deploy, document and training are still required to be completed and documented to support other DLA activities and take advantage of the economies of scale of the common platform.

The total estimated dollar value of this requirement is This modification will add a firm-fixed price CLIN under the Initial Order with a period of performance (PoP) of

Addendum

DAMS hosts CBEDS to import documents and automatically pull Records Management meta-data from both physical and electronic documents. To meet the 2023 Records Management Digitalization mandate, per OMB-M-19-21, expansion of CBEDS to allow use by other DLA activities address the efforts to optimize business processes and modernize the capabilities. We are expanding the current Scanning effort to support the enterprise initiative. The current task order defines high level analysis and requirements that have been completed so far. Additional analysis, design, build, deploy, document and training are still required to be completed and documented to support other DLA activities and take advantage of the economies of scale of the common platform. This requirement requires specialized knowledge to develop and sustain OpenText Intelligent Capture.

Changes below:

BCM for WMS output of unsigned 1348s from WMS to CBEDS for indexing then DACS to storage at Tinker AFB January /February 2025 estimated start DSS coversheet will be duplicated in WMS, the new document template will have to be created to match the WMS output. This is causing a 1-3M page backlog.

RBI eDocs replacement for Disposition Services. CBEDS will replace the RBI manual process of indexing 3.2M pages into DACS per year. Work will consist of 12 different document types, being indexed and handwritten notes being updated in the final stored documents.

Updating 30 WMS Document templates that don’t match their DSS counterparts. Create 33 Energy templates.

The total estimated dollar value of this requirement is This modification will add a firm-fixed price CLIN under the Initial Task Order with a period of performance (PoP) of

4. IDENTIFICATION OF THE EXCEPTION TO FAIR OPPORTUNITY (SEE FAR

16.505(b)(2)) AND THE SUPPORTING RATIONALE, INCLUDING A

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DEMONSTRATION THAT THE PROPOSED CONTRACTOR’S UNIQUE

QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES USE OF

THE EXCEPTION CITED:

Pursuant to FAR 16.505(b)(2)(i)(C), this exception to the fair opportunity process is justified because this modification must be issued on a sole-source basis to New River in the interest of economy and efficiency because it is a logical follow-on to the Initial Order. As indicated in Section 2, all JETS IDIQ contract holders were provided fair opportunity to be considered for the original task order award.

The original DACS requirement was solicited to all eligible JETS IDIQ contract holders. After review of quotes, New River was the only technically acceptable offer to satisfy this requirement, and therefore the only vendor eligible for award. The Initial Order was issued to

Under the Initial Order, New River is currently providing on-going analysis, requirements analysis, design, development, integration and test, deployment, and sustainment of technologies that enhance DLA DACS environments and applications and support the J62KA mission, including providing data analytics and visualization for current projects. The Initial Order described the scope as follows: “Tasks 1 – 9 are Firm Fixed Price and will contain the sustainment of the DACS application to include any software upgrades, break-fixes, and minor changes to existing libraries/customers and will be managed through a Standing Priority List.” Appendix A to the solicitation identified a consolidated list of 45 DACS Application libraries prior to award.

Modifying the Initial Order for New River to provide for the development and sustainment of other DLA activity libraries, promotes Government efficiency. New River is the only skilled contractor capable of providing the CBEDS resources required by the Government in an efficient and timely manner necessary to meet customer requirements. New River’s current workforce supporting this effort possesses extensive and detailed knowledge about the complex set of applications configured for DLA’s implementation of CBEDS and is uniquely positioned to deliver the planned analytical development and support within the delivery schedule required by the DLA. Furthermore, New River is the only contractor capable of performing this requirement in an efficient and timely manner because of its cumulative position of having the institutional knowledge of the DACS environment. Any other contractor would require over a year to onboard and develop the necessary expertise to complete the required work.

In light of the substantial work already performed by and in support of the integration of multiple agency data and visualization applications into the DACS system, utilizing another contractor to complete these efforts would adversely impact the timeline for support of DoD and DLA mission and goals. The contractors unique experience stems from the initial set up a scanning pilot program completed prior and the basis for our Enterprise solution. Accordingly, this logical follow-on modification must be issued to New River on a sole-source basis in the interest of economy and efficiency.

5. A DETERMINATION BY THE CONTRACTING OFFICER THAT THE

ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE:

As the Contracting Officer, I hereby determine that the anticipated cost to the Government will be fair and reasonable. proposal will be analyzed in accordance with FAR 15.404-1 procedures. It is anticipated that the Government will use various price analysis techniques including, not limited to: (1) Comparison with competitive price lists in accordance with FAR 15.404-1(b)(2)(iv); and/or (2) Comparison of proposed prices obtained through market research for the same or similar items in order to obtain a fair and reasonable price in accordance with FAR 15.404-1(b)(2)(vi).

6. ANY OTHER FACTS SUPPORTING THE JUSTIFICATION:

N/A

7. A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO

REMOVE OR OVERCOME ANY BARRIERS THAT LED TO THE EXCEPTION TO

FAIR OPPORUNITY BEFORE ANY SUBSEQUENT ACQUISITION FOR THE

SUPPLIES OR SERVICES IS MADE:

DLA has exercised, and continues to exercise, competition as often as possible and is required to conduct ongoing reviews, both in private industry and in the Government. DLA uses a variety of vendors, manufacturers, and contracts/orders to fulfill its requirements and will continue its practice of surveying the market to ensure full and open competition to the maximum extent practicable.

At the conclusion of the current task order, DLA plans to compete the follow-on requirement, and all eligible JETS IDIQ contract holders will be given a fair opportunity to compete for the follow-on award.