F03_JA_-_LSJ_NARA_Call_Order_2_Redacted_1.pdf

United States Department of the Interior

INTERIOR BUSINESS CENTER

Washington, DC 20240

LIMITED-SOURCES JUSTIFICATION

AUTHORITY: FAR 8.405-6 and 40 U.S.C 501

This acquisition is conducted under the authority of the Multiple Award Schedule Program.

1. Identification of the agency and contracting activity, and specific identification of the document as a “Limited-Sources Justification.”

This is a Limited Source Justification executed by the Department of the Interior (DOI), Interior Business Center (IBC), Acquisition Services Directorate (AQD), Division I Branch III, on behalf of the National Archives and Records Administration (NARA).

2. Nature and/or description of the action being approved.

This Limited-Sources Justification is for the development and implementation of 14 functional items as identified in Table 1 below.

Table 1, Additional Work Items 1 W-001360 CMRS – Custom List View Public / Private Settings 2 W-001572 CMRS – Integration with Word 3 W-001735 CMRS – Generation of Additional Search Requests

4 W-001804 CMRS – Data entry task during the L&T batching process which creates a MPR Registry entry that includes the creation of an asset number

5 W-001805 CRMS – Digital Delivery and eDelivery Portal – Add Forms Button and Functionality

6 W-001886 CMRS – Wildcard Querying (on ALL fields across ALL registries)

7 W-001620 CMRS – ADDITIONAL Wanding Business Logic:

Case and Search Request

8 W-001811 CMRS – Error Logging for System Batch Creation 9 W-001703 CMRS – VA Image Registry Admin View

10 W-001445 CMRS – Record Ownership Update (Auto Setting Case Owner as Owner of Related Records)

11 W-001717 CMRS – Case Object Updates

12 W-001691 CMRS – Status Transitions for Cases, Search Request, Etc.

13 W-001439 CMRS – Batch Record Field Validation

CMRS application. When a user updates the word document and presses 'Save' the document should automatically save to the Attachments section (Outgoing attachments) in the open Case (Case from which the template was generated)

2. When user clicks 'Create Response', the file name is auto created depending on criteria from the Case (i.e.

VeteranLastName.docx)

3. When uploading a new version of a document, override the previous version (do not create a separate file).

3 W-001735 CMRS – Generation of Additional Search Requests

As a system I want to automate additional search generation, so that technicians can work more efficiently.

4 W-001804

CMRS – Data entry task during the L&T batching process which creates a MPR Registry entry that includes the creation of an asset number

As a system, I want a MPR registry entry created that includes the creation of an asset number when a non-registry Search Request is scanned during the L&T Batching process.

L&T Record Asset Labels are generated as part of the Folder Tracking process for Non-Registry L&T record orders.

Registry record would need to be created and Asset Number would need to be generated before label is printed.

Note: L&T Record Asset Labels are generated for Non-Registry L&T record orders as part of the Folder Tracking process. The Records Distribution Area (RDA) staff perform a manual data entry task during the L&T batching process. This manual data entry task creates an MPR Registry entry that includes the creation of an asset number. MPR Registry entries created by this method are not displayed within the UI but are still stored in the MPR Registry table.

During the MWF process, the system-generated search requests are created based on these MPR Registry entries.

5 W-001805 CRMS – Digital Delivery and eDelivery Portal – Add Forms Button and Functionality

Provide the following legacy system capability. Steps:

1. 'Add Forms' button on Response applet allows technicians to add forms separately from the response document because they can't digitally deliver an embedded form.

2. Brings up a box that allows the technician to select the different forms needed (they are actual folders, then pick subcategory of folder), and

3. It populates in the response document.

6 W-001886 CMRS – Wildcard Querying (on ALL fields across ALL registries)

Wildcard querying should apply to all fields across all registries.

7 W-001620 CMRS – ADDITIONAL Wanding Business Logic: Case and Search Request

As a user, I want specific Status Updates to be made to the Case and Search Records when the Case barcode is wanded.

8 W-001811 CMRS – Error Logging for System Batch Creation

As a system, I want to set up an error handling process for the system, so that potential errors can be addressed.

9 W-001703 CMRS – VA Image Registry Admin View

As a system, the user needs to be able to enable VA Image Registry Admin View.

10 W-001445 CMRS – Record Ownership Update (Auto Setting Case Owner as Owner of Related Records)

Create automation to set the owner of the following related records (see list below) to the owner of the related Case upon:

a. Related record creation

b. If the related case ownership is updated, all related records ownership should be updated.

Related records:

1. Service Details

2. Documents Requested

3. Available Digital Records

4. Files

11 W-001717 CMRS – Case Object Updates As a system, the user needs to be able to update the Case object

12 W-001691 CMRS – Status Transitions for Cases, Search Request, Etc.

A specific user should only be able to move an item from status “A” to “B”, then another user should only be able to move from “B” to “D”, etc.

13 W-001439 CMRS – Batch Record Field Validation

Ensure the Batch record pages have the correct fields for each Batch type.

14 W-001877 CMRS – Email List View to Monitor Rejected Emails

Display email-related details on a single screen so that NARA team members can view rejected emails, examine the reason they were rejected, and potentially resend emails if needed.

E.g., A single view/report/page where NARA can view all rejected emails in one place. Preferable the view should be customizable so they can see emails.

This single view should contain the following data elements:

1. Email Subject

2. Case (that email is related to)

3. Email Rejection Reason (alternatively NARA would be open to having the rejection reason appended to the email subject line)

4. Automated Process that the was sent under

Provide a button (or some other functionality) where a NARA user could easily resend the email.

The Independent Government Estimate (IGE) for the 14 functional items is with an updated Period of Performance (PoP) end date from February 29, 2024 to April 30, 2024.

For this action, the total value of this BPA order is increased from

4. The authority and supporting rationale (see 8.405-6(a)(1)(i) and (b)(1)) and, if applicable, a demonstration of the proposed contractor’s unique qualifications to provide the required supply or service.

FAR 8.405-6(a)(1)(i)(C) – In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order or BPA must not have been previously issued under sole-source or limited-sources procedures.

This requirement is commercial in nature and all three (3) vendors on the ECRM BPA were initially solicited. As stated above, the requirement was awarded as competitive to Capgemini.

Capgemini has conducted the analysis and implementation from the current CMRS system to the SalesForce ECRM system. Data migration and integration to the ECRM platform is taking place under this order. Additionally, Capgemini is already implementing several functional items and has completed the majority of the requirements that were identified at the beginning of this requirement and included in the System Requirements Specification (SyRS) and the Requirements Verification Traceability Matrix (RVTM), as well as the Process Descriptions Document (PDD). The 14 new functional items are critical to meet initial operating capability and allow the users to fully utilize the system. Several of the 14 functional items are interrelated to tasks already completed by the vendor under this Call Order as shown in the below Table 3 below.

Table 3, RVTM Interrelated Items to New Items

CMRS – Integration with Word a. The system shall provide the capability to export forms in MS Word format.

b. The system shall enable a user to export the contents of a dashboard in MS Word format.

CMRS – Wildcard querying should apply to all fields across all registries

a. The system shall enable a user to flag a query as 'public'.

b. The system shall enable a user to flag a query as 'private'.

c. The system shall enable a user to export query results.

5. A determination by the ordering activity contracting officer that the order represents the best value consistent with FAR 8.404(d).

The Contracting Officer (CO) has determined that the anticipated price will be fair and reasonable. This procurement will be added to the current Task Order where prices for these products will be requested from the vendor and their quotes will be based on their BPA rates, which have previously been determined to be fair and reasonable. The CO will still seek further price discounts and make a separate determination as to the reasonableness of the awarded price.

6. A description of the market research conducted among schedule holders and the results or a statement of the reason market research was not conducted.

The Government initially conducted market research between January 2022 and February 2022.

The Government also conducted current market research between November 2023 and December 2023. In accordance with FAR 8.002 Priorities of Use of Mandatory Sources, the Contracting Officer (CO) reviewed the list of mandatory sources when determining the acquisition strategy. The services under this requirement are not covered by AbilityOne. The services are available using an already established multiple award BPA and specifically this existing Call Order. Additionally, the Government reviewed previous acquisition history, interviewed knowledgeable individuals in the Government (NARA users of the system), as well as Government databases. The System for Award Management (SAM) was also reviewed by the

CO.

The services needed under this requirement are commercial services regularly available under most GWACs, MACs, and Schedules. The request is to utilize the recently awarded NARA ECRM Multiple Award BPA due to the extensive evaluation process already completed and issuance of award three vetted vendors. The previous market research conducted by the program office for the BPAs identified large businesses as being capable of meeting the full requirement.

As stated above, the three large businesses were initially solicited for this requirement.

Capgemini has shown they can complete other functional items for the system successfully and has indicated they can complete the additional 14 functional items.

7. Any other facts supporting the justification.

This acquisition strategy cannot be modified to justify competition or anything other than sole source because it has been determined that the new work is a logical follow-on to the original order. It is in the Government’s best interest to use the most effective and efficient products available.

8. A statement of the actions, if any, the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for supplies and services is made.

As stated above, this order was originally competed among the three (3) NARA BPA holders and was subsequently awarded to Capgemini. The additional functional tasks should be completed by the same vendor as competing this requirement at this late stage would cause time delays and higher costs.