limited_sources_J_and_A_(Part_8)_-_CMTARS_30AUG19F_Sig_RedactedF.pdf

Limited Sources Justification and Approval (J&A)

FOUO

March 2018 FOUO Page 1 of 5

Contracting Activity: Air Force District of Washington Contracting Directorate (AFDW/PKS)

Purchase Request / Local ID Number: F1DT819140AW01

Program / Project (and PE, if applicable): Air Force Review Boards Agency's (AFRBA, a.k.a SAF/MRB) Case Management, Tracking, Analysis and Reporting System (CMTARS)

Program Type (PEO or Other Contracting): Other Contracting

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

Estimated Contract Cost (including options):

Is this a Bridge Action as defined in the AF Bridge Action Reduction Plan? Yes No

Description of Limitation:

In accordance with FAR 8.405-6(a)(1)(i)(A), an urgent and compelling needs exists, and following the procedures would result in unacceptable delays. This is being purchased under the authority of the multiple award schedule program.

COORDINATION (AFFARS 5306.304(a) )

Date Project Lead / Program Mgr / Requiring Activity

Program Manager Signature

Date

12 Aug 2019

Contracting Officer Signature

Date

14 Aug 2019

Local Legal Reviewer Signature

Date

14 Aug 2019

Division Chief

Signature

APPROVAL (AFFARS 5306.304(a) )

Date

30 Aug 2019

Competition Advocate Signature

March 2018 FOUO Page 2 of 5

I. Contracting Activity.

This Limited Sources Justification is being completed by the following office:

DEPARTMENT OF THE AIR FORCE

Contracting Officer:

Phone Number: ( ) Air Force District of Washington / PKS 1500 West Perimeter Road, Suite 5750 Joint Base Andrews, Maryland 20762

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

This is a Limited Sources Justification to award a new Firm Fixed Price (FFP) task order for information technology (IT) support to OpenText Public Sector Solutions (OTPSS), utilizing General Services Administration - Schedule 70 contract, GS-35-F-0176L. The task order is for the Secretary of the Air Force's Review Boards Agency, also known as AFRBA and SAF/ MRB, which adjudicates military and civilian personnel matters through ten or more statutory boards throughout the Air Force (AF). This requirement is for specialized professional IT support services to migrate, operate and sustain the OpenText brand case management software that is configured for AFRBA. OTPSS must begin migration of this case management software from a Defense Information Systems Agency (DISA) hosting environment to a secure Air Force hosting environment as soon as possible, as all contractor support will be lost as of October 1, 2019, making this procurement urgent and compelling.

The current effort was competed under the Defense Logistics Agency's (DLA's) J6 Enterprise Technology Services (JET) schedule, for DISA, and SP4709-19-F-0028 was awarded to Amyx, Inc., on 19 May 2019. This work, without the migration to a new hosting environment, is Task 4 of Amyx's task order, SP4709-19-F-0028. With the previous "Case Management, Tracking, Analysis and Reporting System" (CMTARS) maintenance effort (Task 4) ending 30 September 2019, this new migration effort is necessary to both migrate CMTARS and provide CMTARS via the AF hosting cloud as soon as possible. Currently it is hosted on the DISA cloud and must be migrated to the AF cloud. In the current effort, OTPSS is the subcontractor under Amyz and currently performs the majority of the services and will speed along the process as a prime contractor, while decreasing performance risk of any miscommunication between themselves and Amyx, if Amyx was the prime contractor.

The Amyx SP4709-19-F-0028 overall task order does not expire until April 30, 2020. SAF/AFRBA must commence hosting activities on the AF hosting environment by mid September 2019.

This Limited Sources Justification will result in a one year contract: 12 Sept 2019 - 11 Sept 2020.

There will be an annual FFP Labor CLIN for OpenText IT professional services.

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

This request provides continued OpenText, AFRBA-configured IT support services to successfully migrate (identify, develop, and resolve issues), integrate, and deploy the specially configured system, CMTARS, onto an AF hosting site, and into full scale operations, from the DISA hosting platform. The contractor shall provide these performance-based services of migration, hosting services support, help desk support, program management and quality control activities tasks for AFRBA's mission. The performance period is for a one year period.

Currently, DISA is responsible for the execution and implementation of an Electronic Data Management (EDM) system Document Automated Content Services (DACS) for AFRBA, along with maintaining system architecture and databases. DISA utilizes the Document Services Financial Document Workflow (FDW) application, a web based financial management and approval software built on the OpenText Public Sector Solutions (OTPSS) Content Server platform, which allows the successful migration of documents and data from the previous system. The current task order was awarded using the Defense Logistics Agency's J6 Enterprise Technology Services (JETS) schedule, contract no. SP4709-19-F-0028 to Amyx, Inc.

(Amyx). Amyx subcontracted with OpenText, Inc (OTPSS), to configure, administer and manage CMTARS. The prior contract to the Amyx task order, previous to the JETS competition, was awarded to OTPSS. Amyx won the JETS task order through full

March 2018 FOUO Page 3 of 5 and open competition on the JETS schedule.

AFRBA's inter-service support agreement with DISA ends September 30, 2019. While the overall task order between DLA and Amyx ends on April 30, 2020, the task supporting just the CMTARS effort ends on September 30, 2019, removing all contract support for CMTARS. There is no FY20 agreement in place. Additionally, the existing agreement does not include any support for migration activities transferring CMTARS to the Air Force network. Currently the information technology plan for CMTARS is to begin immediate migration to the AF hosting platform, but no support is in the current task order for that activity, which impacts the AF's ability to migrate CMTARS before the DLA support ends on 30 September 19. The CMTARS application uses multiple OpenText name brand products: OpenText Process Suite, OpenText Content Server, Brava!, Magellan, and iHub. Currently USAF does not have the support capabilities for supporting the CMTARS system, or for specifically configuring the migration to fit AFRBA's need. CMTARS has already been configured for 10 different review boards processes for adjudicating cases. OTPSS knows the product and how it is specifically configured to meet AFRBA's needs.

Technical capabilities required:

- OpenText products subject matter expertise

- OpenText end user support

- OpenText development support

- Project management support

- OpenText system administration support

All agency data must be handled within the CMTARS case management software including case workflows, documents, decisions, case metadata and reporting on all available metrics. This application is integral to the daily work of every AFRBA employee, approximately 450 employees over 10 different boards, as they process and review cases. AFRBA is seeking professional, OpenText subject matter expert support. AFRBA requires support to identify, develop, and resolve issues affecting the migration, integration, and deployment of CMTARS into operations from the DISA hosting platform to an AF hosting platform. AFRBA additionally requires support to continuously maintain the CMTARS application.

The critical performance requirement for this service requires a contractor to have personnel that are deeply familiar with the CMTARS system, which is the Air Force's specific configuration of the OpenText software. Staff must be experienced in the complexity of specific Air Force processes in CMTARS to adequately perform the required software installation, development, configuration, data migration, deployment, security certification, and integration capabilities.

The proposed contract will be for performance based services, with a CLIN for labor.

The total estimated value of the acquisition:

Base Year $

The estimate was developed using the fully burdened labor categories incorporated within the current case management (CMTARS) support contract: Program Manager - /hour; Senior Web Developer - /hour; and System Application Administrator/Enterprise Content Manager Administrator - /hour.

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 three schedule contractors as required in 8.405-2. Per FAR 8.405-6(a)(1)(i)(A), an urgent and compelling need exists, and following the ordering procedures would result in unacceptable delays. AFRBA has an urgent need to continue support to the Air Force review boards. DISA will no longer support this activity on its hosting environment. AFRBA must commence migrating activities on the AF hosting environment as soon as possible in order to be ready by September 30, 2019. The original support was from a DLA schedule task order, awarded in May of 2019, for Amyx (with OTPSS as subcontractor) to provide support to AFRBA until September 2019, but did not include migration capabilities.

DLA was supposed to deliver a working, reliable system to the Air Force by the end of FY19. Then DLA would have provided O&M support for operating the system beyond that. However, due to DLA's inability to deliver a reliable working system, SAF/MR and DLA leadership made the decision to move the system from DLA and host it on an AF network with AF-

March 2018 FOUO Page 4 of 5 contracted support in order to provide a reliable working system. DLA could not provide the required expertise to migrate the system to, nor operate the system on, an AF network. The contract support provided by DISA (via the DLA task order) will stop September 30, 2019. As a result, the AFRBA requirement to migrate the case management software must be acquired by the Air Force immediately. OTPSS is currently the subcontractor performing these services and will speed along the process as the prime contractor for this specific effort.

AFRBA requires immediate contract support to accomplish mission critical tasks required by the AF network. The AF is unable to source the capability organically and cannot competitively award a new task order without facing unacceptable delays. Therefore it is imperative to use the required procedures under FAR 8.405-6 in order for a timely award as soon as possible to begin the software migration. OTPSS is capable of providing the services required to sustain the level of support currently provided and the support to migrate the whole case management system to the AF hosting environment with little to no disruption, in the time required.

AFRBA would not be able to review retirement cases as of October 1, 2019 - throughout the Air Force - including Headquarters, all MAJCOMs and DRUs if this requirement is competed. The Air Force urgently needs the highly specialized professional migration activities to begin as soon as possible because DISA will not be hosting the AF software as of September 30, 2019. In order to avoid a work stoppage, AFRBA needs a firm to start the migration process as soon as possible. Migrating involves time for trial and error, code writing, beta testing, and implementing a new stable hosting system. The system will not become fully stable until at least six months. But if these IT support services are purchased within the next month from OTPSS, a workable basic system would be in place by 1 October 2019.

OTPSS' personnel now possess the expertise in the newly deployed, highly configured CMTARS system far beyond the comprehension of the Air Force program management staff due to their work on several CMTARS support contracts.

Maintaining technical continuity via OTPSS personnel will enable the Air Force to wrap up the migration portion to the AF platform and fully implement CMTARS while giving additional time for the contractor to finish the enormous knowledge transfer of the system details. Award to any other firm would result in an unacceptable disruption and delay of SAF/MRB mission. If the Government were to award to a new contractor, it would take 1 -2 months to migrate the current CMTARS onto the AF cloud from DISA's cloud, resulting in a break in service for the organization.

Without OTPSS, case management, and therefore CMTARS and AFRBA, would not be functional for basic review board activities for Headquarters, all AF Major Commands (MAJCOMs) and Direct Reporting Units (DRUs). About 450 AFRBA personnel across ten offices would not be able to perform their daily duties. A work stoppage would mean that retirement cases would be slowed down, which in turn, means that new personnel will be delayed in hiring, because those billets would still be full, impacting thousands of positions throughout the Air Force. A work stoppage would mean that AFRBA could not do their work on their cases. The required help line support would be non-existent.

This is a critical mission, affecting thousands of personnel, that will create risk if there is no continuity of OTPSS IT personnel implementing it. It is urgent to the program office's mission to go directly to OTPSS to migrate and implement the CMTARS system, keep the migration on schedule and fully implement CMTARS for AF.

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

FAR 8.404(d).

The Contracting Officer will ensure that the cost to Government will be fair and reasonable by requesting discounts from the GSA pricing and by a comparison of the proposed price with prices found reasonable on previous purchases and the Independent Government Cost Estimate IAW FAR 15.404-1(b)(2)(ii), (iv) and (v). A complete analysis of the contractor's prices will be performed in accordance with applicable FAR provisions. Commercial price lists, procurement history and other available pricing information will be reviewed. A determination of fair and reasonable pricing as required by statute and regulation will be made by the Contracting Officer.

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

OTPSS, a large business, that has been developing, implementing, configuring, supporting and maintaining the CMTARS

March 2018 FOUO Page 5 of 5 configuration of OpenText products since 2017. Market research for the CMTARS requirement was conducted on 23 July 2019. However, market research was limited due to the urgent and compelling need by mid-August. The incumbent, Amyx, is also a large business.

Targeted searches of the Internet were conducted to include FBO, GSA, GovTribe, DLA, and US Procurement Report. Two large businesses (OTPSS and Amyx) have been identified as possibly being capable of performing the requirement. Due the critical nature of this requirement, OpenText is the only vendor capable of fulfilling and supporting AFRBA's no-fail mission. OTPSS is available on the GSA Information Technology - Schedule 70 contract, GS-35F-0176L.

VII. Other facts supporting the justification.

All facts supporting the justification are demonstrated within Sections IV and V.

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.

AFRBA (SAF/MRB) will compete the next phase for this software's life cycle and does not desire to continue with a sole source contract after the migration tasks are fully implemented and deployed on the AF hosting environment. Once the system is migrated, completely developed, updated, and stabilized on the AF cloud to preclude mission work stoppages, all future requirements will be competed.

IX. Certification by the Contracting Officer.

As evidenced by my signature above, I have determined this document to be both accurate and complete to the best of my knowledge and belief.

X. Certification by the technical/requirements personnel.

As evidenced by my signature above, I certify that any supporting data contained herein, which is my responsibility, is both accurate and complete.