FSS LSJ - Office 365 Operations and Integration Support Redacted.pdf

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TMPLT 2016.06‐011

Justification for Other than Full and Open Competition

1. Identification of the agency and contracting activity:

a. Federal agency and contracting activity.

U.S. Food and Drug Administration (FDA), Department of Health and Human Services (HHS).

b. Sponsoring organization.

FDA / Office of Operations (OO) / Office of Information Management and Technology (OIMT) / Office of Information Management (OIM).

c. Contracting Officer’s Representative (COR)/Requiring Activity Point of Contact (POC) information.

i. Name: Joe Neubauer

ii. Mailing address: 11601 Landsdown Street, North Bethesda, MD 20852 E‐mail address: joe.neubauer@fda.hhs.gov iv. Telephone number: 240‐753‐5546

2. Nature and/or description of the action being approved.

Authorization to obtain operational and integration support and subject matter expertise related to office 365 Collaboration solution.

a. Acquisition purpose and objectives.

FDA is procuring Office365 operational and integration support and subject matter expertise related to office 365 Collaboration solution for the Department of Health and Human Services (HHS), Food and Drug Administration (FDA), hereafter referred to as the FDA Office365.

b. Project background.

FDA is utilizing Microsoft Office 365 based on HHS direction. Beginning in 2016 and continuing at present to utilize and add services from Office 365. ECS (previously InfoReliance) designed, implemented and migrated the FDA to the FDA’s current Office 365 tenant which includes Exchange Email, Skype for Business, OneDrive for Business as well as a series of other supporting systems required to connect FDA to Office365. In CY2018 FDA migrated its Instant Message and Presence (IM&P) Collaboration services to Skype for business. In CY2019 FDA began leveraging OneDrive for Business and is in‐process to roll OneDrive out agency wide. In FY2019 FDA began

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Last Modified: April 5, 2017 Page 2 of 6 moving SharePoint to Office 365 SharePoint On‐line. In FY2020 the CIO and CTO initiated projects to leverage all of the Office 365 services available in order to provide FDA with better collaboration, improve the user experience and support the CIOs Technology Modernization Action plan.

The collection of services available in Office 365 are available in a single “Tenant” that leverage organization‐wide, foundation or root level systems and configurations. These Tenant level configurations can have significant impact on the stability and security of these services.

Misconfiguration in one service can have significant impacts on other services. For this reason, the tenant level configuration must be managed by a single group. As FDA Email is the most significant use of Office365, this and the Tenant overall are managed by ECS. All other office 365 services, in use or planned for use FDA wide, also leverage the tenant‐level configuration and the on‐prem integration infrastructure managed by ECS. At the time of the task order award for email, support of other office 365 services (e.g. Skype, OneDrive, SharePoint, teams, Dynamics, etc.) were not in use or in scope for the Email as a Service task order originally awarded via HHS PSC. FDA worked with HHS to issue additional task orders via the HHS/PSC administered IDIQ for Office365 support so that ECS could provide FDA with support for these other service and continue to support and enable new services that might be managed by other FDA units (e.g.

SharePoint, Dynamics) but also FDA to have management the tenant in a continuous, secure and supportable way.

FDA requires this tenant‐level management and integration, rollout support for One Drive and operational support for Skype and OneDrive to continue to ensure continuity with FDA email.

3. Description of the supplies or services required to meet the agency’s needs (including the estimated value).

a. Project title.

Office 365 Operational and Integration Support

b. Project Description.

Provide ongoing operational support and subject matter expertise for the following:

• Office 365 Skype for Business

• Office 365 OneDrive for Business

• Enable OneDrive for Business FDA‐Wide

• Administration of Office365 tenant‐level configurations

• Integration Subject Matter Expertise and Support for Integration and Use of other Office

365 Services

Requirement type.

☐ Research & Development (R&D)

☐ R&D support services

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☐ Support services (non‐R&D)

☐ Supplies/equipment

☒ Information Technology (IT)

☐ Construction

☐ Architect‐Engineer (A&E) services

☐ Design‐build

☐ Other:

Type of action.

☐ New requirement

☐ Follow‐on

☒ Other: Replace existing contract order with options in order to transfer management of the contract from PSC to FDA

Proposed contract/order type.

☐ Firm‐fixed‐price

☐ Other fixed‐price:

☐ Cost‐plus‐fixed‐fee

☐ Other cost reimbursement:

☐ Time and materials

☐ Indefinite delivery:

☒ Other: Labor Hour

☐ Completion Form

☐ Term Form

Acquisition identification number.

OIMT‐20‐I‐0008

c. Total estimated dollar value and performance/delivery period.

$540,189

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4. The authority and supporting rationale (see FAR 8.405‐6(a)(1)(i); (b)(1)) and, if applicable, a demonstration of the proposed contractor’s unique qualifications to provide the required supply or service.

a Acquisition authority.

☒ This acquisition is conducted under the authority of the Multiple Award Schedule Program. In accordance with Federal Acquisition Regulation (FAR) 8.405‐6(a), consideration of schedule contractors will be restricted to fewer than the number required at FAR 8.405‐1, FAR 8.405‐2, FAR 8.405‐3 (i.e., fewer than three FSS contractors). FAR 8.405‐6 (a)(1)(i), for a proposed order or BPA with an estimated value exceeding the micro‐purchase threshold not placed or established in accordance with the procedures in FAR 8.405‐1, FAR 8.405‐2, or FAR 8.405‐3, the only circumstances that may justify the actions are‐

☐ (A) An urgent and compelling need exists, and following the procedures would result in unacceptable delays;

☐ (B) Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized;

☒ (C) In the interest of economy and efficiency, the new work is a logical follow‐on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order or BPA must not have been previously issued under sole‐source or limited‐sources procedures.

☐ This acquisition is conducted under the authority of the Multiple Award Schedule Program. In accordance with FAR 8.405‐6(b), consideration of schedule contractors will be restricted only to the item peculiar to one manufacturer. An item peculiar to one manufacturer can be a particular brand name, product, or a feature of a product, peculiar to one manufacturer. A brand name item, whether available on one or more schedule contracts, is an item peculiar to one manufacturer.

b Name and address of the proposed contractor(s).

ECS, Suite 600, 2750 Prosperity Avenue, Fairfax, VA 22031 c Nature of the acquisition and proposed unique qualifications of the contractor(s).

Impact to agency:

Office 365 is integrated and shares common core configurations and sub‐systems that link it to FDA. Multiple contractors operating the same root‐level systems with potentially conflicting objectives and operational processes and procedures. With the critical, current worldwide pandemic, FDA must have continuity and no disruption to key systems used for communications and collaboration (Skype, One Drive, SharePoint). FDA is currently in‐process to deploy OneDrive for business FDA‐wide; the deployment was planned to continue and complete in the aforementioned ECS option period extending into calendar 2021. Transition to a new contractor would be significantly disruptive to the plans and execution of this project. The award for the aforementioned ECS option was to be executed by May 8, 2020; we did not receive confirmation that PSC could not execute the contract options until March 25th which does not allow adequate time to award and have adequate transition of knowledge and transfer/processes from the current contractors to new awardee. Lack of a transition would significantly increase risk of issues and outages, impact to operational stability, risk of malicious threats by inadequate operations of security and monitoring systems etc.

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Onboarding delay – A new awardee would need time to onboard staff, get badged, background checks. There would be no continuous support while onboarding and waiting for clearances and badging of individuals, these processes are also disrupted by the Covid‐19 pandemic response.

5. Determination by the ordering activity Contracting Officer that the order represents the best value consistent with FAR 8.404(d).

The FDA will perform price analysis. FDA has access to competitively priced labor rates and projected levels of effort for identical work that it received under the previous contract. Additionally, FDA has historical data to support pricing for Office365 support services. FDA will ensure that the proposed pricing for the task order represents a fair and reasonable price.

6. Description of the market research conducted among schedule holders and the results, or a statement of the reasons market research was not conducted. FDA had established a multi‐year contract award with options that it expected to have available through March 2022. Additional market research has not been done to explore options for this request. Additional market research was planned for the replacement in 2022, but that effort has not yet started as FDA assumed it still had the current options available to execute. FDA anticipates replacing the current ECS contract with a new competitive award in fiscal 2021

The current contract and its options were referenced as a baseline for the labor categories, rates and hours needed. The rates and labor categories in the options were developed using the rates from the HHS BPA, which were developed through GSA market research which has deemed these prices fair and reasonable.

7. Any other facts supporting the justification.

N/A; supporting justification is outlined above.

8. Statement of the actions, if any, 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 is made.

a) Removal of barriers to competition OIMT is working with OAGS to award a replacement contract for data center operations and support. OIMT has generally planned to leverage the data center award to take over Office 365 support when that award/vehicle is ready. If the datacenter contract cannot support this work, OIMT anticipates competing the requirement in FY21.

b) Listing of sources, if any, that expressed an interest, in writing, in the acquisition.

None.

9. Program office certification.

This is to certify that the portions of this justification that have been developed by the undersigned program office personnel, including supporting information and/or data verifying the Government’s minimum needs, schedule requirements and other rationale for other than full and open competition, are accurate and complete.

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Signature:____________________________________

Joe Neubauer COR/Requiring Activity POC

Cory Milam COR/POC Immediate Supervisor

Vid Desai Head of the Sponsoring Program Office

10. Contracting Officer Certification.

This is to certify that the justification for the proposed acquisition has been reviewed and that to the best of my knowledge and belief the information and/or data provided to support the rationale and recommendation for approval is accurate and complete.

Contracting Officer

Justification for Other than Full and Open Competition