31_Mar_16_Redacted_-_J A_.pdf

Single Source Justification (Simplified Acquisition)

Section A: General Contract Information

Contracting Activity: 763 Specialized Contracting Squadron (763 SCONS)/PKA

Project/Program Name: Air Force Central Command (AFCENT) Learning Resource Centers (LRCs) Integrated Library Management System

(ILMS)

Purchase Request/Identification Number: FLLRCS-16-160001

Estimated Contract Cost (including Options): $220,363.38

SectionB: Description of theSupplies/ServicesRequired

Air Force Services Activity Libraries (AFPC/SVXL) requires maintenance and support of ILMS, SYMPHONY, software. Under the contemplated contract, the contractor will provide hosting, licensing, personnel, tools, equipment, materials, software, and supervision to maintain and support current ILMS software throughout six AFCENT LRCs in the Area of Responsibility (AOR) and one administration site. The AFCENT LRCs in the AOR are: Al Dhafra, UAE; Al Jaber, Kuwait; Al Udeid, Qatar; Ali Al Salem, Kuwait; Bagram, Afghanistan; and a sixth site, previously located at Manas AB (closed 2014). The sixth site, LRC training requirement for deploying Airmen to a particular AFB in the middle east, is active due to plans for establishing an LRC there; however, there is no date set as of yet. The requirement owner informed that all LRC materials kept at Manas AB are currently in storage and are being tracked in the ILMS for contractual purposes. When the new LRC is established, the physical items will be moved to the new location in the middle east and the name in the LRC ILMS will be changed from "MANAS" to the new LRC location's name. The Administration Site will be located at Joint Base San Antonio (JBSA) Lackland, TX; which will consist of three administrators requiring three administrator licenses.

The contractor will host application service provider (ASP) client/server software in a secure environment at its facility to allow ILMS to be available through Internet access on a 24-hour basis. The ILMS will allow users to perform a single search through all of the library's holdings to include holdings of all AFCENT and Air Force libraries. The ILMS shall de-duplicate item records (held by the six AFCENT LRCs) into one which will indicate on that record what libraries maintain a copy of the item with minimal errors requiring correction. Additionally, the software allows users access to online catalogs, full-text articles, cover art, books for information provided by AFCENT LRCs and Air Force Library Information Systems programs, and builds virtual spaces and contextualized searches for end users.

The Independent Government Cost Estimate (IGCE) is $220,363.38, which includes a one-year base period of performance, four one-year option periods and one six-month extension of services. The IGCE and period of performance are represented below.

This requirement will be awarded with one FFP contract line item (CLIN) , funded using Operations and Maintenance 3400 funds.

The contract is expected to be awarded no later than 31 March 2016.

Performance Period Item Quantity Unit of Issue Unit Price Total Price

Base Period 01 April 2016 – 31 March 2017

SirsiDynix Integrated Library Management System (ILMS) maintenance, hosting, and license renewal for six AFCENT LRC locations and three administrator licenses.

12 Months $3,196.31 $38,355.72

Option Period 1 01 April 2017 – 31 March 2018

SirsiDynix Integrated Library Management System (ILMS) maintenance, hosting, and license renewal for six AFCENT LRC locations and three administrator licenses.

12 Months $3,260.23 $39,122.76

Option Period 2 01 April 2018 – 31 March 2019

SirsiDynix Integrated Library Management System (ILMS) maintenance, hosting, and license renewal for six AFCENT LRC locations and three administrator licenses.

12 Months $3,325.44 $39,905.28

Option Period 3 01 April 2019 – 31 March 2020

SirsiDynix Integrated Library Management System (ILMS) maintenance, hosting, and license renewal for six AFCENT LRC locations and three administrator licenses.

12 Months $3,391.95 $40,703.40

Option Period 4 01 April 2020 – 31 March 2021

SirsiDynix Integrated Library Management System (ILMS) maintenance, hosting, and license renewal for six AFCENT LRC locations and three administrator licenses.

12 Months $3,459.79 $41,517.48

Extension of Services (Option) 01 April 2021 – 30 September 2021

SirsiDynix Integrated Library Management System (ILMS) maintenance, hosting, and license renewal for six AFCENT LRC locations and three administrator licenses.

6 Months $3,459.79 $20,758.74

Total Contract Price $220,363.38

SectionC: Justification for Soliciting from aSingleSource

In accordance with FAR 13.501(a)(1)(i) a sole source acquisition must be justified in writing and approved by specified levels of authority. According to 633rd Contracting Squadron (633 CONS), the Squadron administering the current contract, it was competed full and open and awarded to SirsiDynix. Attempts to ascertain how the proprietary nature of the acquisition allowed for a full and open competition have been unsuccessful. Notwithstanding that, due to SirsiDynix’s ownership of proprietary rights over its SYMPHONY software currently in use at six AFCENT LRCs and one AFCENT admin site, this requirement will be solicited sole source.

The proposed effort is for the continuation of highly specialized maintenance and support services. The contractor will provide proprietary hosting, licensing, personnel, tools, equipment, materials, software, supervision, and other related items necessary to maintain and support the current ILMS software, SirsiDynix's SYMPHONY, to the six AFCENT LRCs and one AFCENT admin site. The services required for this acquisition are the same as those being performed under the current contract FA4800-11-P- 0090. The current FFP contract was awarded to SirsiDynix Corporation on 01 April 2011 and expires 31 March 2016. This acquisition will be a follow-on contract for the continued performance of a highly specialized service.

Based on market research it has been determined that SirsiDynix Corporation is the only contractor capable of providing the maintenance and support on the current ILMS software, SYMPHONY. SirsiDynix is the designer, manufacturer, and maintenance support provider of SYMPHONY software and maintains the proprietary rights over all intellectual concepts pertaining to the software and maintains the proprietary right to service and maintenance of software. SYMPHONY can only be properly supported and maintained by SirsiDynix's trained and knowledgeable personnel. Based on proprietary rights and the fact that SirsiDynix has not granted authorization to outside companies to perform maintenance on their software, SirsiDynix is the only source that can meet this requirement.

The Government has determined that award to any other source would result in substantial duplication of cost to the Government that is not expected to be recovered through competition. The SirsiDynix system utilizes a proprietary software component which encompasses data rights that prohibit competitors from performing the required maintenance. Therefore, failure to purchase maintenance from SirsiDynix would require the Government to purchase a new ILMS and hire and train new staff members to manage configuration/integration for all six AFCENT LRCs and one AFCENT admin site. A new ILMS system and set up fees, for all six AFCENT LRCs and one AFCENT admin site, is estimated to cost approximately $34,000 plus an additional $23,000 for training expenses and $13,000 for a staff member to manage the migration, totaling $70,000. In addition to the costs to establish a new ILMS, the Government would have to pay for maintenance, hosting and license renewal on the new system which is, according to the IGCE, $220,363.38 for five years and six months. The IGCE was derived from current maintenance cost and average inflation rate of 2.4 utilized on the current contract. The inflation rate of 2.4% was compounded for the base year and each option year. Therefore, the Government would expect a duplication of cost of at least $70,000.

Section D: Efforts to Obtain Competition

SirsiDynix is the only source that can meet this requirement. However, to ensure that no other capabilities exist in the market place a sources sought notice was posted to FedBizOpps (FBO) on 21 January 2016 with requested response date of 05 February 2016. The notice requested information from potential sources that could perform hosting, licensing, personnel, tools, equipment, materials, software, and supervision to maintain and support SirsiDynix's SYMPHONY software. No sources, other than SirsiDynix, responded to the sources sought request.

SirsiDynix was contacted to obtain information regarding other vendors and/or authorized resellers that are capable of providing maintenance and support of the SYMPHONY software. SirsiDynix responded with a sole source affidavit stating SirsiDynix is the sole source provider for SYMPHONY software which was developed at the expense of SirsiDynix and that they own all proprietary data rights.

IAW FAR 12.603, Streamlined Solicitation for Commercial Items, a combined synopsis/solicitation will be posted to FedBizOpps (FBO). This procedure combines the synopsis required by FAR 5.203 and the issuance of the solicitation into a single document.

The approved J&A will be posted on FBO IAW FAR 13.501(a)(1)(iii) within 14 days after contract award.

SectionE: Steps to Preclude FutureSingleSource Awards

Research is currently being conducted by the 763 SCONS on the possibilities of consolidating the separate Major commands (MAJCOMs) and base level ILMS into one Air Force (AF) wide contract. If future market research determines that acquisition of a new ILMS system is a cost effective alternative for the government, a competitive acquisition will be pursued. However, a replacement system would also utilize a proprietary software component. Therefore, no actions could be taken to remove or overcome barriers to competition of the required services.

Section F: Contracting Officer's Determination

The Contracting Officer will determine prices fair and reasonable. Comparison of the proposed price to prices found reasonable on previous purchases and proposed price with IGCE will be accomplished IAW FAR 13.106-3.

I have determined, in accordance with FAR 13.501(a)(1)(i), that the circumstances of this contract action deem only a single source is reasonably available.

Date Typed Name and Rank/Grade of Contracting Officer

Pamela C. Bragg / GS-12

Signature of Contracting Officer

Date Name of Program Manager

David V. Van Kirk / NF-04

Signature of Program Manager

Date Name of Approval Authority

Eric C. Hassenplug, GS-14 Director of Business Operations (DBO)

Signature of Approval Authority