SharePoint_Services_JA-_FINAL.pdf

Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

FOR OFFICIAL USE ONLY

18 Jun 2019 FOR OFFICIAL USE ONLY Page 1 of 5

NOTE: If a Justification was approved for the preceding acquisition, a copy of the approved Justification for the predecessor action must be included in the staff package for approval of the instant Justification. This applies to Justification staff packages that are submitted for review and approval at a level above the contracting officer. The predecessor Justification will be used as a reference document by the approving official.

Is this a new or amended J&A Document? New Amended ( Prior to Award Only! )

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

Funding level for this acquisition: >SAT and < $700K > $700K and < $13.5M

Contracting Activity: 771 Enterprise Sourcing Squadron (771 ESS), Air Force Installation Contracting Center

Purchase Request / Local ID Number: F2MUAB9269AW

Program / Project (and PE, if applicable): SharePoint Portal Enhancement Services

Program Type (PEO or Other Contracting): Other Contracting

Authority: AFFARS 5313.501 - 10 U.S.C. 2302b, Implementation of Simplified Acquisition Procedures (41 U.S.C. 1901)

AFFARS 5313.501 - 10 U.S.C. 2304a, Special Emergency Procurement Authority (41 U.S.C. 1903)

Estimated Contract Cost (including options): $1.7M Justification Type: Class Individual

COORDINATION (AFFARS 5306.304(a)) Sign and Save Procedure

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Date

27 Sep 2019

Project Lead / Program Mgr / Requiring Activity Linda L. Alcala

AFIMSC/RM, (210) 395-0939

Signature

X

Date

27 Sep 2019

Contracting Officer Angela M. Hampton

771 ESS/EGC, (937) 257-3868

Signature

X

Date

27 Sep 2019

Local Legal Reviewer Mr. Tedd J. Shimp

AFLOA/JAQK (937) 257-8054

Signature

X

Date

27 Sep 2019

Chief of the Contracting Office (COCO) Lt Col Steven Vanden Bos

771 ESS/CC

Signature

X

APPROVAL (AFFARS 5306.304(a) )

Date

29 Sep 2019

Competition Advocate Mr. Robert Hixenbaugh

AFICC/KP, (937) 257-5529

Signature

Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

18 Jun 2019 FOR OFFICIAL USE ONLY Page 2 of 5

I. Contracting Activity.

771 Enterprise Sourcing Squadron (771 ESS), Air Force Installation Contracting Center, Wright-Patterson AFB, Ohio.

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

The 771 ESS is pursuing a sole-source award to Idea Entity Corporation (Small Disadvantaged Business). This will be a simplified acquisition under FAR 13.5 utilizing the exception to competition authorized by FAR 6.302-2. This strategy will allow Air Force Installation and Mission Support Center (AFIMSC) to retain the incumbent contractor and personnel to complete the SharePoint enhancement services in the next six months. The services the contractor will provide will consist of using SharePoint as a platform, using existing Microsoft Office tools, for creating workspaces. These workspaces are intended to improve communication in providing senior leadership with transparency and real-time data tracking for decision-making purposes. AFIMSC has already invested resources in the required services, and a change in personnel at this time would have a detrimental impact on cost and schedule. Due to limited time available to re-solicit the requirement, the Air Force intends to continue services with a follow-on, Firm-Fixed Price contract to Idea Entity Corporation. The estimated dollar value of this acquisition is $1.7M, with an anticipated date of award of 29 September 2019.

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

This requirement provides AFIMSC with a SharePoint Portal that manages communication between Higher Headquarters (HQ), AFIMSC, their detachments, and at the base level. The portal includes customized pages based on the seven functions of the Financial Services Division (including, but not limited to: disbursing, audit liaison, mil pay, civilian and travel pay), financial management/funds control at AFIMSC, along with workflow solutions which provide installations with a one-stop shop. If these services are not provided, these virtual communication and workflow solutions that are requested by Installations and MAJCOM FMS will be unavailable. Air Force Civil Engineering Center (AFCEC/CR) will be unable to organize and standardize data across departments. In addition, the process of inputting, storing, archiving, and routing this key information will revert to a manual process which is subject to errors.

Anticipated CLIN Structure

Item Description Quantity Unit Est. Unit Price 0001 Enhanced SharePoint Services (Labor RM) 6 MO $762,000 0002 Travel Expenses for RM 6 MO $38,000 0003 Enhanced SharePoint Services (Labor DS) 6 MO $925,584 0004 Travel Expenses for DS 6 MO $13,000

Est. Total Cost $1,738,584.00

IV. Statutory authority permitting other than full and open competition.

The statutory authority for this action is 10 USC 2304(c)(2), as implemented by FAR 6.302-2. Unusual and Compelling Urgency. Specifically, pursuant to FAR 6.302-2(a)(2), when the agency's need for supplies or services is of such an unusual and compelling urgency that the award of the contract will preclude adverse impact to military readiness unless the agency is permitted to limit the number of sources from which it solicits bids or proposals, full and open competition need not be provided for. IAW FAR 6.302-2(b)(2), this authority applies in those situations where delay in award of a contract would result in serious injury, financial or other, to the Government. This requirement fits into the overarching AFIMSC Strategic Plan's priorities and goals. Failure to meet this requirement will hinder AFIMSC's ability to function as a center.

V. Demonstration that the contractor's unique qualifications or nature of the acquisition requires the use of the authority cited above (applicability of authority).

The AFIMSC SharePoint Enhancement Services contract must be a sole source award to Idea Entity Corporation, otherwise there will be serious injuries of cost, schedule, and performance to the Government.

Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

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The Department of Health and Human Services (HHS) awarded a 12-month Blanket Purchase Order (BPA) with a 6-month option to extend services to Idea Entity Corporation. The Period of Performance (PoP) was from 30 SEP 2018 to 29 SEP 2019 with a possible 6-month option through 29 MAR 2020. AFIMSC would have had HHS exercise the option, but they were told HHS had withdrawn their certification under Section 801 of the 2008 National Defense Authorization Act (NDAA) which revokes their ability to provide acquisition support for Department of Defense (DoD) requirements. AFIMSC reached out to the 771 ESS on 14 AUG 19 for assistance with a new contract action, since the current one could not be modified or transferred. The acquisition team was told it would be a Direct 8(a) to the incumbent contractor Idea Entity Corporation. However, on 27 AUG 2019, the team found the incumbent had graduated from the SBA 8(a) program back on 17 DEC 2017. While doing market research, the team found Idea Entity Corporation had formed a Joint Venture called Idea-Tek LLC, between Idea Entity Corporation and Tek-South, that was active on the GSA 8(a) STARS II Government Wide Acquisition Contract (GWAC). This seemed as the most viable solution, given it was an existing contract vehicle, and it would allow direct award under the $4M threshold. The team contacted the GSA STARS II PCO who verified Idea-Tek was eligible for awards and suggested the 771 ESS PCO request a delegation of procurement authority, a scope compatibility review from GSA, and a capabilities statement from Idea-Tek.

Also, the local AFICC Small Business Office (SBO) had no opposition to that acquisition strategy. The team proceeded with completing the contract file documents and submitting them for review, and it was not until the SBA non-concurred with the DD2579 on 25 SEP 2019, that this acquisition strategy was defunct. SBA's rationale was based on 13 CFR 124.507(d), which is not incorporated in the FAR or its supplements, and a GAO protest concerning a similar situation. It can be summarized as follows: If the contract holder is a current 8(a) company in good standing, they can receive both competitive and sole source task orders under the STARS II GWAC vehicle. If a company who is part of the contract has graduated the 8(a) program, they can still remain on the 8(a) STARS II vehicle, but will only be eligible for competitive task order awards. The above circumstances left an unusual and compelling urgency per FAR 6.302-2 to avoid unnecessary financial injury, and precludes the use of FAR 6.302-1. Given there was only a few days left before a break in service, and continuing services with the incumbent would avoid a major duplication of costs and effort to fully implement, this necessitates the swift execution to retain the current contractor and their knowledge base to this point.

Any delays would impact mission-critical AFIMSC operations, slow processes, and hinder decision making across the Air Force.

VI. Description of efforts made to ensure that offers are solicited from as many potential sources as practicable.

IAW with FAR 6.305(b), the justification for this contract action will be posted within 30 days after contract award. This will provide other potential sources with an opportunity to respond to the Air Force's decision. The Air Force is currently not soliciting from many potential sources due to the unusual and compelling urgency of this requirement.

This action falls under the exceptions of FAR 5.202(a)(2), which states that the Contracting Officer need not submit the notice required by FAR 5.201 when the Contracting Officer determines that the proposed contract action is made under the conditions described in FAR 6.302-2 (or, for purchases conducted using simplified acquisition procedures, if unusual and compelling urgency precludes competition maximum extent practicable) and the Government would be seriously injured if the agency complies with the time period specified in FAR 5.203.

VII. Determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

The Contracting Officer will determine that the price is fair and reasonable IAW the procedures listed at FAR 13.106-3(a). Since this is a sole source effort in which only one quote will be received, the Contracting Officer will make the fair and reasonable determination IAW FAR 13.106-3(a)(2), which provides procedures for making this determination on a single response.

Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

18 Jun 2019 FOR OFFICIAL USE ONLY Page 4 of 5

VIII. Description of the market research conducted and the results, or a statement of the reasons market research was not conducted.

In order to determine a vendor for this award, the Government reviewed the past performance record and capabilities of vendors offering similar services. Methods of research included speaking with Government SMEs, reviewing past performance information in CPARS, contacting known sources of these services, in addition to general internet searches. Market research centered on the past performance of the incumbent due to the short acquisition timeframe, the fact that the incumbent is nearing completion of the project, and the initial plan to issue a direct award, as this acquisition is under the STARS II threshold of $4M for direct awards. When the initial strategy fell through, there was not enough time to conduct a competitive solicitation. Market research indicated that an award to Idea Entity Corporation is a viable solution. The previous contract was awarded under HHS for $3.8M, which covered a total of an 18-month potential period of performance. The performance work statement remains essentially the same as the previous contract, meaning services remain the same. This contract was awarded in September 2018, and in this timeframe there are no indications of changes in the market for these services, other than the rate of inflation. This is a logical follow-on to the previous contract, as it allows for retention of the incumbent contractor who has already completed a large portion of the required work and has received a positive record of past performance according to the customer. This strategy will allow for quality performance on the requirement and an award within the shortened timeframe.

IX. Any other facts supporting the use of Other Than Full and Open Competition.

Failure to award this contract before the end of FY19 will result in the expiration of funds, delaying fulfillment of this requirement, and causing a loss of funds that AFIMSC would otherwise have been able to allocate to other needs. 771 has done its due diligence in researching potential acquisition solutions and concluded that this strategy is the most risk-averse given the circumstances.

X. List of any sources that expressed, in writing, an interest in the acquisition.

At this time no other source has expressed an interest.

XI. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before making subsequent acquisitions for the supplies or services required.

The customer has indicated that Idea Entity is making Rhybus, a software the incumbent utilizes to allow developers to rapidly deploy Office 365 solutions, commercially available in 2020; this will increase competition for future requirements of a similar nature. The current contract was made under an HHS Blanket Purchase Agreement (BPA). The acquisition team has found no evidence that a J&A under FAR 6.302-1 was authorized for the current contract. There is no indication that a follow-on will be required for this contract. As the 13 CFR 124.507(d) that was brought to the acquisition team's attention by the SBA is not incorporated in the FAR or its supplements, AFICC will bring awareness to this matter.

XII. 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.

XIII. Certification by the technical/requirements personnel.

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

Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

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Remove the Guidance pages below.

Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items 18 Jun 2019 Page of International Agreement Competitive Restrictions (IACR) March 2018 Page of NOTE: If a Justification was approved for the preceding acquisition, a copy of the approved Justification for the predecessor action must be included in the staff package for approval of the instant Justification. This applies to Justification staff packages that are submitted for review and approval at a level above the contracting officer. The predecessor Justification will be used as a reference document by the approving official.

Is this a new or amended J&A Document?

Is this a Bridge Action as defined in the AF Bridge Action Reduction Plan?

Funding level for this acquisition:

Authority:

Justification Type:

COORDINATION (AFFARS 5306.304(a)) ** The text in the signature blocks below is editable, including the title.

** To remove a row, click the "X" next to the signature block. CAUTION: Once removed, it can only be restored by downloading the BLANK FORM again.

APPROVAL (AFFARS 5306.304(a)) NOTE: A signature block will appear here based on the funding level selected above.

(See "Specific Guidance for Completing this Template" below.)

I. Contracting Activity.

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

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

IV. Statutory authority permitting other than full and open competition.

V. Demonstration that the contractor's unique qualifications or nature of the acquisition requires the use of the authority cited above (applicability of authority).

VI. Description of efforts made to ensure that offers are solicited from as many potential sources as practicable.

VII. Determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

VIII. Description of the market research conducted and the results, or a statement of the reasons market research was not conducted.

IX. Any other facts supporting the use of Other Than Full and Open Competition.

X. List of any sources that expressed, in writing, an interest in the acquisition.

XI. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before making subsequent acquisitions for the supplies or services required.

XII. Certification by the Contracting Officer.

XIII. Certification by the technical/requirements personnel.

Specific Guidance for Completing this Template

I. Contracting Activity. (FAR 6.303-2(b)(1))

Fully identify the contracting agency and organizational activity responsible for the proposed contracting action.

II. Nature and/or description of the action being processed. (FAR 6.303-2(b)(2))

State whether the action will be awarded as a new contract or by modification to an existing contract (identify contract number) and identify the type contract planned (FAR 12.207 and DFARS 212.207).

An individual Justification cannot be used to support more than one contract irrespective of the quantities or the dollar value stated therein. If a proposed contract will contain unpriced options (including NTE prices), those options must be supported by a separate Justification prior to option exercise or the Justification supporting the basic contract must be a Class Justification. For Class Justification situations (covers more than one contract) where the number of contracts in the class can be identified: (1) Provide a brief general description of actions; (2) identify the supplies and services that are being acquired; and (3) for each contract in the class identify the contractor, estimated value, type of contract and rationale for contract length, and estimated award date. Where the same information applies to more than one contract within the class, it need only be stated one time.

III. Description of the supplies/services required to meet agency needs. (FAR 6.303-2(b)(3))

Specifically describe the supplies and/or services to be acquired, the total estimated value of the acquisition - including options (provide cost estimate by year and, for class Justifications, by contract action), and the estimated delivery dates/periods of performance If commodities are being procured, provide quantities. All contract line items (CLIN) -- e.g., technical data, support equipment, support services, etc. -- should be listed. If all of the ancillary requirements associated with a particular item are not specifically described in the Justifications, those ancillary requirements cannot be included in the resulting contract and would require a second Justification. Also, state the type of appropriation (e.g., 3010, 3400) that will be used to fund each requirement listed.

If approval for more than one fiscal year requirement is needed, give the rationale for this request. Generally, the scope of these actions is limited to current requirements only, so that actions may be taken to facilitate competition for out-year requirements.

In some cases, there are no feasible actions that could develop future competition, and it is reasonable to seek approval for more than one fiscal year's requirements.

For ID/IQ or requirements contracts, use the maximum dollar value of the total estimated orders as the estimated Justification dollar value.

IV. Statutory authority permitting other than full and open competition. (FAR 6.303-2(b)(4)) V. Demonstration that the contractor's unique qualifications or nature of the acquisition requires the use of the authority cited above (applicability of authority). (FAR 6.303-2(b)(5))

Provide, in narrative form, a detailed explanation supporting and clearly relating to the conditions described by the FAR for using the particular authority cited. This section is normally the most detailed part of the justification as the essence of the justification is presented here. For acquisitions that include both supplies and services, separately justify the use of the authority for the services and supplies.

Contracting without providing for full and open competition shall not be justified on the basis of lack of advance planning by the requiring activity or concerns related to the amount of funds available (e.g., funds will expire) (10 U.S.C. 2304(f)(4)).

VI. Description of efforts made to ensure that offers are solicited from as many potential sources as practicable.

(FAR 6.303-2(b)(6))

Describe all efforts taken (or to be to be taken) to ensure that offers are solicited from as many potential sources as practicable under the circumstances. Although Market Research is covered in Section VIII, the information in Section VI should correlate with the Market Research described in Section VI. The following issues should be addressed in this paragraph:

Sources Sought Synopsis (used as part of market research). If a sources sought synopsis was issued, state the date the synopsis was issued and a brief description of its content. If any responses were received, describe in detail the results of the screening process and the rationale for determining the unacceptability of any synopsis respondents. Reference FAR 13.105, Synopsis and Posting Requirements.

Other Actions. In this paragraph, discuss any other actions taken or planned to facilitate competition for this acquisition. The discussion should include actions tried or considered even if the actions were unsuccessful. If the efforts were unsuccessful, so state and describe why.

Qualifying Country Sources. If qualifying country sources have expressed interest, but are to be excluded, provide supporting rationale.

VII. Determination by the Contracting Officer that the anticipated cost to the government will be fair and reasonable. (FAR 6.303-2(b)(7))

Include a statement by the contracting officer that the anticipated cost will be considered fair and reasonable and provide the basis for this determination. The steps that will be taken to ensure the final contract price will be fair and reasonable are also described here. Describe the extent of cost or price analysis anticipated including the requirements for certified cost or pricing data, technical evaluations, and audits.

VIII. Description of the market research conducted and the results, or explain why market research was not conducted. (FAR 6.303-2(b)(8))

Generally, some form of market research should be conducted. Discuss any market research conducted pursuant to FAR Part 10 and describe results of that research. Market research is any effort undertaken to determine if sources capable of satisfying the agency's requirements exist and to determine if commercial items or non-developmental items are either available or can be modified so that they will satisfy the agency's needs. Market research should be focused not only on identifying alternate sources, but also on alternate equipment or substitutes that might fulfill the Government needs with only minor modification. Regardless of the approach used, the results should provide a high level of confidence that no other qualified sources exist.

When other exceptions from the requirement to obtain full and open competition are relied upon, the market research might be limited to an examination of the acquisition history and experience with the marketplace under previous acquisitions for the same or similar items.

If no market research was conducted, so state and provide the rationale.

IX. Any other facts supporting the use of Other Than Full and Open Competition. (FAR 6.303-2(b)(9)(i))

Provide any other facts supporting the use of other than full and open competition, including an explanation of why technical data packages, specifications, engineering descriptions, statements of work, statements of objectives, or purchase descriptions suitable for full and open competition have not been developed, are not being developed, are not being used, or are not available.

X. List of sources, if any, that expressed interest in the acquisition. (FAR 6.303-2(b)(10))

If a sources sought synopsis was done and all interested sources are included in Section VI, it is acceptable to state, “See Section VI above.”

XI. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before making subsequent acquisitions for the supplies or services required. (FAR 6.303-2(b)(11))

Describe any actions taken or to be taken to foster competition for future acquisitions of the supplies or services being acquired. Describe potential actions that could be taken to remove the barriers to competition that have been identified in the justification and include a milestone schedule, where available, for accomplishing these actions. For example, if a follow-on competitive acquisition is planned, so state and provide the planned award date, or state that the Government will attempt to acquire rights in technical data and computer software sufficient to compete follow-on acquisitions as a priced option in the contract action that is the subject of this Justification, or (if applicable) state how the Government intends to challenge nonconforming markings on technical data and computer software delivered to it under previous contracts so those markings can be removed in order that the technical data and computer software may be used in support of a follow-on competitive acquisition, or describe plans to qualify additional sources.

Address efforts to ensure competition for future spare parts and maintenance in support of systems or equipment covered by the justification, even when these acquisitions will be accomplished by other organizations. Include a discussion on available breakout data.

If no actions are planned, so state and provide reasons. If approval is sought for more than one year, explain why a sole source effort is required for the planned time duration.

For a non-competitive follow-on acquisition to a previous award for the same supply or service supported by a Justification citing the same authority, include a discussion of the actions planned to overcome barriers to competition established in the previous justification, the status of those actions, and the results of those actions. The approval authority shall determine whether the planned actions were completed. If the planned actions were not completed, the justification for the follow-on acquisition shall be approved by the approval authority one-level above the approval authority for the previous justification (see FAR 13.501(a)(2)). If the previous justification was approved by the Senior Procurement Executive (SPE), the approval remains at the SPE level.

[DFARS 213.501(a) and DFARS PGI 206.304(a)(S-70)(ii)] XII. Certification by the Contracting Officer. (FAR 6.303-2(b)(12))

As evidenced by his/her signature, the contracting officer has determined this document to be both accurate and complete to the best of his/her knowledge and belief.

XIII. Certification by the technical/requirements personnel. (FAR 6.303-2(c))

As evidenced by their signatures, the technical and/or requirements personnel have certified that any supporting data contained herein, which is their responsibility, is both accurate and complete.

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