Entellitrak App to OMNIAIPI Cloud Solution Migration Hosting - SSJ.pdf

Omnisystems Investigative Case Management System Renewal and Upgrade and Services

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

SOLE SOURCE JUSTIFICATION

For Omnisystems Investigative Case Management System Renewal, Upgrade and Services

This Sole Source Justification is provided as required by FAR 8-405-6(a)2

(1) IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY.

Railroad Retirement Board (RRB), Acquisition Management - Procurement

(2) NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED.

Office of Investigations (OI) uses the original version of Entellitrak© that was released over ten years ago and is now several revisions behind the current version offered. OI needs to perform the upgrade now because the version currently used is no longer supported by Tyler Technologies Inc. and we have been forced to move to Microsoft Office 365/Office 2019 as part of a larger infrastructure upgrade at the RRB. The newer (replacement) OIG application offered by OmniSystems (OmniAIPI) reflects requirements that will allow the OIG to collect statistical data required as part of the Inspector General Act amended in 2016 as well as several other required reports for law enforcement organizations.

(3) A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE

AGENCY'S NEEDS (INCLUDING THE ESTIMATED VALUE OF ACTION).

For the purchase described in this document, OmniSystems will take actions to perform a migration of data to the new version along with a transition to a cloud-based environment. OmniSystems will provide these services to us provides without interruption and because OmniAIPI is a product of OmniSystems and they have the specialized knowledge and expertise to address our needs to not only migrate to the cloud, but to perform an upgrade to a product that has not been upgraded in over a decade. Continued access to Entellitrak© (now OmniAIPI) is essential for our responsibilities that are mandated by the Inspector General’s Act of 1978 as amended, including the extensive reporting requirements for investigations. Expected purchase cost of $198,471.37 for professional services, data migration, licenses, and cloud hosting for the OI case management system.

(4) A DEMONSTRATION OF THE PROPOSED CONTRACTOR'S UNIQUE

QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES USE

OF THE AUTHORITY CITED.

OmniSystems has the sole and exclusive right to license and service OmniAIPI.

Therefore, there is no available vendor with the required expertise who can reliably perform this service on the Entellitrak platform. OmniSystems demonstrates a unique capability to provide proposed services in connection with the upgrade.

(5) A DETERMINATION BY THE CONTRACTING OFFICER THAT THE

ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND

REASONABLE.

The contracting officer will perform a price analysis to ensure the cost to the government will be fair and reasonable.

(6) A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED AND THE

RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS

NOT CONDUCTED.

Based on RRB-OIG’s market research, there is no other case management system that offers all of the features currently part of the Entellitrak system along with the ability to seamlessly integrate and migrate our existing Investigative Case Management System (Entellitrak) to a different case management system. Also, the time to migrate data to a new platform will cause an interruption in services and any interruption to services could interfere with ongoing legal investigations, which is unacceptable.

Market research included review of CMTS (Case Management & Tracking System) pricing available on GSA schedules (Contract Number: GS-35F-0218X). Implementing CMTS as a new case management system for future OIG cases involves several components: (1) initial license fee of $28,116.83 (2) annual maintenance/support of $8,349.18 (3) Training in the amount of $3,720.63 for 8 hours of onsite training and (4) IT professional services for the initial installation that range from $147.28 to $196.37 per hour and QuickStart Implementation in the amount of $12,023.40. Importantly, the GSA schedule pricing assumes that CMTS will be installed on OIG equipment and therefore requires additional equipment that is not included in the GSA schedule price. CMTS GSA schedules identify the required purchase of a Windows Server 2008R2 or Windows 2012 R2 with dual core or better processor with 8GB RAM along with at least 50GB storage for the product to function. The OmniAIPI solution identified in this document include a hosted environment which means that the server and storage price are included in the quote.

CMTS offers less features than OmniAIPI. For instance, OmniAIPI collects information required in semi-annual reports to Congress as set forth in the Inspector General Act and includes a reporting feature that aggregates that data. While CMTS allows custom fields to be developed, the required reporting features will need to be developed. CMTS also contemplates a greater use of teams while the OIG investigative requirements are primarily documentation and supervisory access and review instead of sharing data among large investigative teams. CMTS also includes templates that appear to be similar to that available through MSWord and the OIG already has licenses to MSWord.

The CMTS template feature is redundant to templates already developed by the OIG.

The similarities between OmniAIPI and CMTS include a role and permission based access which is a necessity for a case management system.

(7) ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND

OPEN COMPETITION.

Migrating to a completely new system would require retraining of all personnel in a completely new system and would most certainly lead to delays in case processing and legal proceedings. While migrating, we would need to maintain our existing licensing and the upgrade would still need to occur in order to maintain and continue to update existing cases prior to the implementation of the new Case Management System. Any cost to migrate would therefore be in addition to the requested OmniAIPI services.

Additionally, approximately 25 staff (investigative, information technology and legal) access and/or use the investigative case management system. Each of those staff would need to be trained in a new system. Minimum training would be no less than 8 hours per person, with the expectation that more would be needed for advanced training and administration.

The RRB-OIG finds that since we would require the requested services in addition to the purchase of the new software, any possible money that would be saved in the process of purchasing a separate Investigative Case Management System over the lifetime of the new product would certainly be lost in the form of hours of training, recreation of customized reports, and errors related to becoming an expert in the new system.

(8) A LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED IN WRITING, AN

INTEREST IN THE ACQUISITION.

Omnisystems, as the only provider, is the only source with an interest.

(9) A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO

REMOVE OR OVERCOME ANY BARRIERS TO COMPETITION BEFORE ANY

SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR SERVICES

REQUIRED.

RRB-OIG will continue to research industry standards and similar products. As different capabilities are developed and/or mission requirements change, RRB will reevaluate its choice of this product to meet its Investigative Case Management System needs.

(10) TECHNICAL REPRESENTATIVE CERTIFICATION

I hereby certify that this justification and all the data supporting this justification are accurate and complete to the best of my knowledge and belief.

Original Signed

Inspector General or designated Representative Date

(11) CONTRACTING OFFICER CERTIFICATION

I hereby certify that this justification and all the data supporting this justification are accurate and complete to the best of my knowledge and belief.

Original Signed

Contracting Officer Date