FAR 13 Sole Source for Certain Commercial Items_Final.pdf

Date: September 25, 2024

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FEDERAL ACQUISITION REGULATION (FAR) 13.5

On the basis of the following justification, I, as the Contracting Officer, hereby approve the use of a sole source proposed contractual action pursuant to the authority of 41 U.S.C. 1901

– Simplified Acquisition Procedures, in accordance with (IAW) FAR 13.106-1(b)(1) and pursuant to the authorities established in FAR 6.302-1, 10 U.S.C. 3204(a)(1) or 41 U.S.C.

3304(a)(1) – Use of Noncompetetive Procedures.

Procurement Request Number: 24EM002088

1. Identification of the agency and contracting activity, and specific identification of the document as a “Sole Source Justification Under Simplified Procedures for Certain Commercial Items (FAR Subpart 13.5)”

The U.S. Department of Energy, Idaho Operations Office, Idaho Cleanup Project, proposes to enter into a sole source contract with Safran Software Solutions, LLC (SAFRAN) under simplified procedures for certain commercial items included in FAR 13.106-1(b)(1) and in FAR 6.302-1.

2. The nature and/or description of the action being approved, i.e., sole source under procedures for certain commercial items in accordance with FAR 13.5.

DOE ICP proposes to enter a new firm-fixed-price purchase order with SAFRAN for the purchase of three (3) licenses with the two (2)-year maintenance and support plan for the SAFRAN Risk Manager software payable to:

Company: Safran Software Solutions, LLC Company Address: 11659 Jones Road #159, Houston, TX 77070-5903 Company Point of Contact and Phone Number: Stephen Hunt, (607) 218-5952

3. A description of the supplies and/or services required, including the delivery schedule and/or the period of performance (inclusive of all option periods), and the estimated dollar value of the acquisition.

This will be a license purchase for three individuals. When the two years have expired on the maintenance and support plan, it will be revisited at that time.

4. The statutory authority permitting sole source.

In accordance with Federal Acquisition Regulation 13.106-1(b)(1), I hereby determine that the SAFRAN Risk Manager listed on Purchase Request Number 20240513-164616850 is available from only one source, and competition is precluded for the reasons indicated below. There are no substitutes available.

5. A demonstration of any brand name product’s unique attributes: An explanation of the unique attributes of the proposed brand name item(s) and why no other similar item will suffice.

The SANFRAN Risk Manager software must be compatible with the Primavera P6 Professional scheduling software and Excel. The software must be able to upload/read from the Primavera P6 files to assess the schedule and all resources. The software must be able to export and import data from Excel for risk register integrations with the P6 data and reporting needs. It must be able to produce Joint Confidence Level (JCL) outputs for combined schedule and costs probabilities. It must be able to produce time phased cost profiles to support lifecycle and budgetary analysis.

SAFRAN software is recommended and used by other DOE sites. It complies with information technology (IT) requirements for security and being non-cloud based. It ensures required features are available. The software is being used by our contractor and allows for sharing of expertise and cost models. Of the other potential software platforms reviewed, several did not have the required features, were cloud based/being phased to cloud based, or were not being continued by the developer. One other platform was identified that might work, but it would require security verifications through IT and a trial run with users to verify that it has the required capabilities.

SAFRAN Risk Manager software:

a) Aligns software usage with ICP contractor and other DOE sites

b) Must be hosted on DOE internal networks (eliminates cloud-based software)

c) Must have long term support (eliminates Oracle, Polaris, etc.)

d) Must readily support P6 scheduling software

e) Was recommended by the Energy Facility Contractors Group (EFCOG) which evaluated risk management software and recommended Safran as best software where P6 scheduling software is being used.

This software is required to perform cost, schedule, and risk analysis and assessments on potential and planned future work scope. Three perpetual licenses will be purchased along with a two-year maintenance and support agreement. Specifically, software is needed that will:

1. Meet IT requirements

a. Hosted on DOE servers (not cloud based)

b. Meet security standards

2. Interface with the Primavera P6 Scheduling software (import XER files)

a. Schedule with relationships

b. Resources

3. Cost, schedule and risk simulation capabilities

a. Joint cost and schedule simulations and joint confidence level analysis

b. Critical path analysis

c. Probabilistic cash flows based on simulation results

d. Dynamic cost calculations incorporated into simulation (fringe, pension, overhead, fees, etc.)

4. Interface with Excel (import XLSX files)

a. Import risk registers

b. Export reports (probabilistic cash flows)

5. Be compatible with contractor systems and risk software

6. Align with other DOE sites (shared lessons learned and support)

7. Continual technical support/licensing

8. User friendly – i.e. users do not have to be programmers and training can be completed in less than one month to implement.

The Army Corps of Engineer’s (ACE) recommended practice for large projects is to perform a joint cost and schedule risk analysis. There are only a couple of risk management and calculation software applications that can perform combined cost and schedule analysis.

1. A separate database for Risk Management.

a. Risk Identification, Risk brainstorming by the team in an interactive environment.

b. Risks approved for the Monte Carlo type risk analysis by the risk analyst. That is complete input data with approved probabilities and impact analysis with sound basis.

c. Ability to identify pre and post mitigation impacts. To perform what if analysis, etc.

d. Keeps the Risk Analysis calculation database pure from in process and draft changes in the risk register.

e. The risk register formats and data are easily modified by the risk analysts (super users) to add columns, data, links to detailed “attachments”

f. Custom solutions can be developed by the organization.

g. Wide use in Government and industry.

i. National Petroleum Reserve, other DOE Sites, Army Corps recommendation, adapted to USA terminology.

h. Continued technical support and user group seminars at no cost.

i. The project controls and project management teams can be trained, and the software deployed in less than one week.

2. A risk analysis software that one does not have to be a programmer to implement.

a. The training and implementation can be completed in less than a one month.

b. Continual technical support.

c. Superior performance.

The only other software found that could be of interest was Risk IT! By IRIS Intelligence. They claim to have replaced other risk software applications that only perform cost risk analysis. But they use only one database and control access to the math side by user permission restrictions.

This has proven to be an issue for some contractors who end up removing all user permissions to prevent corruption of the math database.

Many contractors are using tools that only perform cost risk analysis and using Safran Risk to perform Schedule risk analysis and combine the results. This is not recommended by ACE.

6. The anticipated dollar value of the proposed acquisition, including options if applicable, and a determination by the contracting officer that the anticipated cost to the government will be fair and reasonable.

The cost for three licenses with a 2-year maintenance and support plan from SAFRAN is $33,366. This includes the software and access to the latest software updates and technical support. This price is comparable to other Risk Management software.

7. A description of the market research conducted and the results

Market research was done by contacting knowledgeable personnel within the DOE, vendors, and reviewing vendor data to assess whether a specific software would meet requirements.

This also included several other DOE sites – many of them are currently using SAFRAN.

A compilation of finding for various risk simulation software packages available was conducted.

Another software was identified as a possible solution but would need to run a trial of it to be sure (the data and screen shots available on the web for cash flows did not show the required level of data and the use guides did not discuss getting the lower levels of detail). The continuation of SAFRAN will ensure required features are available and to align with contractor and other DOE locations.

Along with SAFRAN, one other company was looked at ACEIT. The ACEIT software was not compliant for our network. We reached out to other sites and our contractors here and they are primarily using SAFRAN. An internet search revealed a few other companies that have software that may perform somewhat similar functions. Market research revealed a number of other DOE sites and contractors are currently using SAFRAN. Here is the overview:

Software Notes SAFRAN Use by other DOE sites/contractors Deltek Acumen Risk Has been used in the past by DOE (not as capable as Safran) Primavera Risk Analysis Not user friendly and outdated, but has been used in the past by DOE/contractors InEight This is mainly for commercial construction management @Risk Excel add on/not ideal for integration with schedules

Requirement

Software Safran Risk

RiskyProject Deltek Acumen Risk

Oracle Prime/Risk Management

@Risk Risk IT! ACEIT

IT Requirements Y Likely Y N – cloud based Y – for stand alone

Y Likely N

Interface with P6 Y May require additional steps

– aligns better with MS Project

Y Y Limited Y

Joint Cost, Schedule, Risk Simulation

Y Limited Limited Limited N Maybe

Outputs (JCL, PCF) Y Maybe N Y N Maybe Compatible with contractor systems

Y Limited Limited N

Align with other DOE sites

Y N Y N N

Long-term support Y Y Y Stand alone may be phased out

Y

User friendly Y Moderate Moderate Moderate Likely License cost $7516 perpetual $1200 annual

Support/Maintenan ce cost

$1803 annual

Include in license?

The trial we have been using expired on August 30, 2024. SAFRAN has been utilized during this trial period to perform schedule risk analysis, export and import data from Excel, JCL outputs for combined schedule and costs probabilities, and other functions as necessary. This software meets the required needs of our office. It is requested that this be sole sourced to SAFRAN.

Certification

Acquisition Initiator:

I certify that the facts and representations under my cognizance that are included in this justification and that form a basis for this justification are complete and accurate.

Signature Date

Contracting Officer:

I certify that this justification is accurate and complete to the best of my knowledge and belief.

Signature Date

ALL QUESTIONS REGARDING THIS JUSTIFICATION ARE TO BE REFERRED TO:

Mary Bates, DOE ICP 208-541-3304 batesme@id.doe.gov

MARY

BATES

Digitally signed by MARY

BATES

Date: 2024.09.25 10:40:48 -06'00'

JENNIFER

CATE

Digitally signed by

JENNIFER CATE

Date: 2024.09.25 10:46:18 -06'00'