FAR 13 JA Bridge Contract FCMMS_.pdf

DETERMINATION FOR SINGLE SOURCE SOLICITATION – FAR 13 (<SAT)

1. Contracting Agency: Department of Defense Education Activity

2. Description of Action: A sole source firm fixed price bridge contract is planned with a total estimated value of $155,032.31 using Simplified Acquisition Procedures under FAR Part 13. The period of performance/estimated delivery date is for a 6 -month base period and (6) 1 -Month option periods.

FY20 Operating and Maintenance (O&M) funds are available for the requirement in the estimated amount of $190,566.00.

3. Description of Supplies and Services:

DoDEA has a continued requirement to manage facility operations of routine and non-routine work For our Education facilities. We currently use one online Facilities Computerized Maintenance Management System (FCMMS) which covers our worldwide Regional facility operations and require continuation of one FCMMS. The FCMMS captures work requests to the building level of individual schools and to the individual assets within the school. The FCMMS system allows for scheduling of routine preventive maintenance tasks of typical facility systems and accepts work orders for facility repairs or system failure and school level support requests. Operations include facility repairs and maintenance management, event management, facility asset management and business operations. The CMMS shall allow for complete and accurate reports at specific locations within Regions or across all regions based on selected report criteria.

The CMMS shall have the following features:

Workflow Management Work Tracking and Monitoring Equipment and Asset Management with optional bar code capability Mapping (optional) GIS Asset Management (optional) Audit and Inspections Safety Programs Work Order Parts & Purchase Order Management (optional) Reporting and Analysis Mobile App Document Management

In addition, the CMMS shall allow for the following minimum capabilities:

Work order routing and approval management User role modifications Custom Key Performance Indicators Custom filed management Work order routing and approval management Custom field management Work category management

Work order status/priorities modification Work order tracking and monitoring Work order/request template management

4. Authority: 13.106-1(b)(1)

5. Demonstration of Contractor’s Unique Qualifications or Nature of Acquisition Requiring the Authority Cited:

This is a follow-on bridge contract for HE1254-16-C-0001, which currently expires on December 31, 2020. DoDEA Facilities has used the School Dude (SD) CMMS system (Maintenance Direct and PM Direct) for several years (10+). This contract was previously awarded on a sole-source basis as prior market research showed only one company was able to provide the needed capabilities.

School Dude is a proprietary product that is only produced and sold by Dude Solutions, Inc. and is not offered for resale by any other company. Also, Dude Solutions, Inc. is the only company certified to deliver, train, and support its products.

6. Effort to Obtain Competition:

Originally the government planned to sole source this requirement to School Dude because it was still believed that they were the only company able to meet the requirement. However, new market research was performed where the contract specialist reached out to various companies to see if they could also now meet the core of the requirement. Once it was determined more than two vendors stated they could meet the requirement, it was solicited via FBO. A solicitation was posted to the Federal Business Opportunity beta.SAM.gov site on 11/5/2020. Multiple vendors replied with an array of technical and procurement based questions (100+). It was determined by the KO that the Performance Work Statement (PWS) required revision to address the numerous industry questions/concerns and that the Program Management team needed additional time to develop a thorough transition/migration plan to accompany the revised PWS which was missing from the existing customer’s requirement package.

7. Fair and Reasonable Determination: The contracting officer has determined the anticipated costs will be fair and reasonable based on comparing current contract year pricing to the quote.

8. Market Research: The contract specialist reached out to five vendors who were identified by the program management teach as possibility being able to meet the FCMMS requirement. These vendors were TMA Systems, LLC, Information Professionals, Inc, Facilities Management eXpress, LLC, Upkeep Maintenance Management, and Dude Solutions. Of the five vendors contacted, 2 vendors (Dude Solutions and TMA systems, stated they were able to meet each capability and Information Professionals Inc, stated they could not. Facilities Management eXpress, LLC and UpKeep Maintenance Management were unresponsive. The companies were sent the core aspects of the requirement and it was found that more than two companies could provide the resources. However, after posting the solicitation to FBO, multiple vendors provide numerous technical questions related to the PWS and required an implementation/migration plan. Therefore, it was determined that in order to meet the current requirement we must sole source to School Dude we currently contract for this specific work.

9. Other Supporting Facts:

The government has utilized Dude Solutions, Inc. School Dude platform for over ten years. Prior to current research, it was believe that Dude Solutions was the only company able to meet all aspects of DodEAs FCMMS requirement. The School Dude platform is only sold by Dude Solutions, Inc. Due to the governments need to continue the FCMMS, it’s in the best interest of the government to award a sole source bridge contract to Dude Solutions. This will allow the government to re-write the PWS and provide an implantation/migration plan based off the questions provided during the solicitation phase of the current follow-on contract. .

10. Interested Sources: Dude Solutions, Inc.

11. Effort to remove barriers to/increase competition:

Originally the government planned to sole source this requirement to School Dude because it was still believed that they were the only company able to meet the requirement. However, new market research was performed where the contract specialist reached out to various companies to see if they could also now meet the core of the requirement.

12. Technical Certification (required): I certify that the supporting data under my cognizance and which forms a basis for this justification is complete and accurate to the best of my knowledge and belief.

Signature: ___________________________________ Date: _______________________

Print Name: ____________________________ Office: ______________________

APPROVAL

Approval is granted subject to the availability of funds and provided that the products/services described herein have otherwise been authorized for acquisition.

13. Contracting Officer (required): I certify that the facts and representations included in this Justification are accurate and complete to the best of my knowledge and hereby determine that the anticipated cost to the Government will be fair and reasonable.

Signature: ________________________________ Date:

Print Name: ______________________________ Office: _____________________ Contracting Officer

Terry Hagen Facilities

3 December 2020