AFFIRST_Sources_J_and_A_redacted.pdf

Limited Sources Justification and Approval (J&A)

Page 1 of 3Updated: 14 Mar 17

FOR OFFICIAL USE ONLY See FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY See FAR 2.101 and 3.104

Contracting Activity: AFICA 338 SCONS/PKD

Purchase Request / Local ID Number: F3PT447286AW01

Program / Project (and PE, if applicable): Air Force Family Integrated Results & Statistical Tracking (AFFIRST)

Program Type (PEO or Other Contracting): Other Contracting

Authority: Multiple Award Schedule Program (FAR 8.405-6)

Estimated Contract Cost (including options):

Description of Limitation:

FAR 8.405-6(a)(1)(i)(B), Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized.

COORDINATION (AFFARS 5306.304(a) )

Date

29 Jan 2018

Project Lead / Program Mgr / Requiring Activity

Signature

Date

09 Feb 2018

Contracting Officer

Andrea G. Palmer Signature

Date

28 Feb 2018

Local Legal Reviewer

APPROVAL (AFFARS 5306.304(a) )

Date

01 Mar 2018

Competition Advocate

Page 2 of 3Updated: 14 Mar 17

FOR OFFICIAL USE ONLY See FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY See FAR 2.101 and 3.104

I. Contracting Activity.

Andrea G. Palmer, PR: F3PT447286AW01

II. Nature and/or description of the action being processed.

Request approval for use of limited sources procedures to obtain a follow-on contract to FA3016-16-F-0122, which was awarded by 502nd Contracting Squadron to Three Wire Systems, LLC. as a delivery order off of their GSA contract GS-35F-0300T. The anticipated award will be a firm-fixed price delivery order off of GSA, with a start date of 27 March 2018.

The period of performance is a one-year base with two six-month option periods, and an estimated value of

III. Description of supplies/services required to meet agency needs.

The Air Force Personnel Center (AFPC), Joint Base San Antonio (JBSA) Randolph, TX under the direction and control of the Chief, Airman and Family Division (AFPC/DPFF), is responsible for providing a viable, outcome based, customer case management system for field Airman, Family Readiness Centers (A&FRC). Air Force Family Integrated Results & Statistical Tracking (AFFIRST) is a web-based, data gathering, service delivery system that provides information about daily activities, outcome-based results (readiness and retention) and return on investment of Airman and Family Readiness Centers (A&FRC) services throughout the Air Force. Additionally, AFFIRST is used to manage and document the Air Force Families Forever program service delivery/outreach information. This program ensures family members of deceased Airmen are provided with immediate and long-term bereavement care, service and support. This application is accessible to Active Duty, Guard and Reserve installation A&FRC and higher headquarters users. Currently the system is used by more than 2,000 A&FRC, MAJCOM, and HQ users, who service over 1.5 million total force individuals (AD, Guard, Reserve, Family Members & Retirees) with a similar number of actions documented annually. The required services are performance based in nature and include hosting, maintenance and technical support.

IV. Identification of the justification/rationale for limiting sources and demonstration of the contractor's unique qualifications to provide the required supply/service.

FAR 8.405-6 requires an ordering activity to justify its actions when restricting consideration of schedule contractors to fewer than required in FAR 8.405-2. In accordance with FAR 8.405-6(a)(1)(i)(B), only one source is capable of responding due to the unique or specialized nature of the work.

AFFIRST was developed utilizing the proprietary Xtendable Server software. Three Wire Systems LLC is the only company that has the Xtendable Server program code necessary to manipulate, modify or write program code in support of this requirement. They are leveraging that capability to convert AFFIRST from the proprietary Xtendable platform to an “Open Source” code based architecture that would allow future requirements to be awarded competitively. To achieve this goal, Three Wire Systems needs more time to complete the conversion to an “Open Source” code based architecture and more importantly complete the Risk Management Framework (RMF) Certification & Accreditation (C&A) actions required to obtain an Authority to Operate (ATO), which is required before a system can be deployed to the field.

V. Determination by the ordering activity Contracting Officer that the order represents the best value consistent with

FAR 8.404(d).

Pricing will be determined fair and reasonable by using historical pricing for past services, and by comparing proposed

Page 3 of 3Updated: 14 Mar 17

FOR OFFICIAL USE ONLY See FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY See FAR 2.101 and 3.104 pricing to both current GSA pricing as well as pricing for similar commercial services in accordance with FAR 15.404-1.

VI. Description of the market research conducted and the results, or explain why market research was not conducted.

On 28 Dec 17, the Contracting Officer emailed this requirement to NETCENTS-2 contractors and GSA Schedule 70 holders indicating the Government's intention to award a FFP contract on a sole-source basis to the current service provider. No responses were received from NETCENTS or GSA contractors. Additionally, on 4 Jan 18 this requirement was posted on the Government Point of Entry (FedBizOps) under "AIR FORCE FAMILY INTEGRATED RESULTS & STATISTICAL TRACKING (AFFIRST)" with the same information. The Government required all interested persons to identify to the Contracting Officer their intent and ability to satisfy the Government's requirement within fourteen (14) calendar days from the posted publication date; Three Wire Systems was the only vendor response received. To date, Three Wire Systems is the only vendor that has access to the source code.

VII. Other facts supporting the justification.

AFFIRST is used to capture congressionally mandated Transition Assistance Program (TAP) service delivery information and electronically transmits data required for the quarterly OSD TAP report to the Defense Manpower Data Center located in Monterey, CA. Additionally, AFFIRST is used to manage and document the Air Force Families Forever program service delivery/outreach information. This program ensures family members of deceased Airmen are provided with immediate and long-term bereavement care, service and support. Currently the system is used by more than 2,000 A&FRC, MAJCOM, and HQ users, who service over 1.5 million total force individuals (AD, Guard, Reserve, Family Members & Retirees) with a similar number of actions documented annually. Loss of the system would result in mission failure and serious mission degradation in the remaining areas of service for Airman and Family Readiness.

VIII. Actions the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services.

HQ AFPC/DPFF personnel continue to work with Three Wire Systems to remove the dependency on the Xtendable server.

The open source conversion began in July 2015 and the Government estimates that it will be complete by March 2019. Two six month options have been included in the event of conversion delays. Successful completion of the conversion process allows for future contracts to be awarded competitively.

IX. Certification by the Contracting Officer.

The contracting officer's signature on the signature page evidences that she has determined this document to be both accurate and complete to the best of her knowledge and belief.

X. Certification by the technical/requirements personnel.

As evidenced by his signature on the signature page, the technical/requirements personnel has certified that any supporting data contained herein which is his responsibility is both accurate and complete.