Except to Fair Opp- Fleet Focus r_Redacted.pdf

FOR OFFICIAL USE ONLY

FOR OFFICIAL USE ONLY – FOE J&A No. 20-004

FAR 8

Limited Source Justification and Approval (J&A)

(Brand Name)

Project/Program Name: AssetWorks Fleet Focus Software

Component/PEO/Other: Naval Special Warfare Command

Estimated Contract Cost (including options): $925,000

J&A No.

20-004

1. Agency and Contracting Activity: (FAR 8.405-6 (c), (2), (i))

Agency: United States Special Operations Command Contracting Activity: Naval Special Warfare Command (NSWC), 2000 Trident Way, Bldg. 624 San Diego, CA 92155-5599

2. Description of Action: (FAR 8.405-6(c)(2)(ii)) In accordance with FAR 8.405-6 (c) (1) this contract action is conducted under the authority of the Multiple Award Schedule Program.

Naval Special Warfare (NSW) intends to issue a five-year order to AssetWorks LLC, CAGE:

58R41, for a total value of $925,000. Requirement is for the continuation of software upgrades, system maintenance and updated licensing to accompany the continued use of existing AssetWorks Fleet Focus software held on Naval Special Warfare (NSW) servers. NSW uses two separate systems for classified and unclassified reporting and both will be supported by this requirement. A current order, H92240-19-F-0145, expires on 07 February 2020. The AssetWorks Fleet Focus software is a commercial software program with established firm fixed prices for licensing based on number of active assets being tracked and modules used. NSW has been using this software since 1999/2000 time frame.

The subject requirement will be fulfilled through the establishment of a five year order issued against Asset Works Multiple Award Schedule, GS-35F-317GA. The Government intends to procure required software and software maintenance using Operations and Maintenance funding associated with the applicable fiscal year.

3. Description of Supplies/Services: (FAR 8.405-6(c)(2)(iii))

AssetWorks Fleet Focus software (Fleet Focus) is used to track maintenance, repair, operational, and life cycle data necessary to manage a large global fleet of transportation support vehicles for NSW. The program comes with modules to track labor and time by repair function; track mileage and individual operator assignments; calculates depreciation of assets, accumulated operational costs including fuel, repair parts and commercial contracts. In addition, the software

FOR OFFICIAL USE ONLY – FOE J&A No. 20-004 provides live tracking of repair time by mechanic, records individual repair tasks and performs maintenance scheduling. Fleet Focus software capability includes data reports that can be modified to address unique user information needs, and automatic tracking for critical inventory items such as fuel pumped, used, vehicle mileage and maintenance requirements. The modified data report capability is essential for NSW to gain metrics and reporting information on vehicle and range maintenance and operations, and efficiently and effectively respond to multiple reporting mandates directed by Federal, DOD authorities, NSW leadership and asset managers.

Specifically, the software collects and reports data necessary to conduct life cycle cost support for mileage, labor hours, costs, parts, as well as the capability to validate Program Objective Memorandum Procurement and O&M costs for completing the Federal Automotive Statistical Tool (FAST) fleet wide report, due annually to GSA and Congress. The existing database contains almost 20 years of information. There are no immediate plans to change to a different software system as the trend analysis capability using actual NSW historical information is considered vital.

Fleet Focus software is the current software that supports over 15 NSW maintenance sites CONUS and OCONUS, and is essential to meeting NSW inventory tracking requirements. NSW has trained force-wide maintenance personnel to use Fleet Focus. Licenses include help desk support, periodic updates, annual major updates, and access to the company’s website for training aids and information briefs. The software will reside on the Department of Defense (DOD) network and be used throughout NSW for managing vehicle and range program assets Fleet Focus is web based and accessible from any location using CAC verification.

The Government intends to issue an order with the ability to order up to the following amount of licenses/license renewal and support over the five year period of the order:

Year 1: 4,500 Fleet Focus Licenses, 3,800 Component Licenses and one block of annual support;

Year 2: 4,600 Fleet Focus Licenses, 3,800 Component Licenses and one block of annual support;

Year 3: 4,700 Fleet Focus Licenses, 4,000 Component Licenses and one block of annual support;

Year 4: 4,800 Fleet Focus Licenses, 4,000 Component Licenses and one block of annual support;

Year 5: 4,900 Fleet Focus Licenses, 4,200 Component Licenses and one block of annual support.

4. Authority Cited Permitting a Limited Sources Justification and Rationale:

(FAR 8.405-6(c)(2)(iv))

In accordance with FAR 8.405-6(b), Item Peculiar to One Manufacturer, the Government intends to procure AssetWorks Fleet Focus software licenses and support on a sole-source basis. The Government’s long term goal is to shift from Fleet Focus software to a DoD based system provided at no cost to end users with the same level of data collection and interoperabilty across the force. To date development of a comprehensive DoD provided database has been unsuccessful , as Defense Property Accountability System, Federal Fleet Management System and Navy 3M systems do not provide the ability to capture, report and maintain information for fleet management at the programmatic level. Due to this capability gap, the Government must procure Fleet Focus software as no other software product is available that can meet or can be modified to meet the Government’s requirements and if an alternate software solution was made available the cost of transitioning to a new software solutions is prohibitive..

FOR OFFICIAL USE ONLY – FOE J&A No. 20-004

The Government conducted market research on various products and determined no-other alternate software solutions are able to meet or can be modified to meet the Government’s requirements. The Government reviewed the following software solutions: IBM’s MAXIMO program, Defense Property and Accountability System (DPAS), Agile Fleet Management Solutions, and Fleet Maintenance Pro and FleetMate software systems.

1) Discussions continue with Naval Facilities Engineering Command on adapting NAVFAC’s use of IBM’s MAXIMO program to include NSW fleet operations and data.

The current issue is restricting access to NSW’s information and maintaining a level of configuration management for data fields. NSW would not have to obtain an ATO if NAVFAC manages the software and NSW only accesses through the portal to their webserver. IBM MAXIMO remains the long term alternative solution and once Naval Facilities Command reconfigures their data management to offer isolated storage of data and local management of information fields NSW can adapt this system. Work is progressing towards making these changes and creating unique unit identifiers to isolate data. There is no timeline established to complete these changes as there is a shortage of personnel to work on the technical updates. Program can support a large sized fleet. At this time Maximo continues to lacks two essential technical capabilities provided by Fleet Focus for reports generation and tracking fuel usage.

2) Defense Property and Accountability System (DPAS) Maintenance and Utilization Module is free of charge and open for use by all of the Department of Defense. As previously noted in past assessments of this option DPAS does not allow dispatching or identification of individual maintenance tasks; does not track mileage; monitor fuel consumption, or track mechanic labor. There is no life cycle sustainment reporting within DPAS. DPAS lacks the system capability required to track daily usage, driver assignment and maintenance functions detailed to line item tasks. Data fields required for completing mandatory Federal Fleet Management reports is not captured such as fuel usage, warranty, accident metrics, recalls and maintenance notes. NSW may re-consider this program at a later date.

3) New system evaluated Agile Fleet Management Solutions provides software titled “Fleet Commander” for tracking maintenance of equipment. This software will support dispatching and maintenance tracking but data must be held on the Agile Fleet servers.

Agile Fleet would also manage data for reporting, activation and deactivation of equipment. This is not feasible for security reasons. Web link http://www.agilefleet.com/,

4) A review of Fleet Maintenance Pro and FleetMate software systems was undertaken in November 2019 with similar results to past reviews of capabilities. Innovative Maintenance Systems software titled Fleet Maintenance Pro is a commercial product that tracks basic maintenance data related to individual tasks. Reporting is not sufficient to create budget briefs, track trends and there is no dispatching module for this program.

NSW would need a separate system that would not talk to the maintenance side for scheduling. Each user would require a license by email address and monthly subscription which would be impossible to manage across the force. Technical support is an extra cost.

Web Link https://www.mtcpro.com/purchase-fleet-maintenance-pro/. Fleetmate software titled Fleet Mate does not come with a dispatching module which is an essential component of the transportation data system to track accountability and authorized use.

FOR OFFICIAL USE ONLY – FOE J&A No. 20-004

Without dispatching and operational assignment modules NSW would require two separate databases to handle these separate but linked processes. This program is designed for installation on individual computers. NSW would need to contract for a software license on each computer used for vehicle and range maintenance. Users cannot attach and link service manuals to vehicles types. Cannot change titles for data fields to support different tasks between range and vehicle maintenance. There is no web access to information for fleet managers to create fleet metric reports. There is no depreciation calculator to measure fleet value. Designed for single site shop use which prevents the use of dashboards for live tracking of information. Supporting ranges would require an entirely different configuration that must be managed independently on each machine.

Web Link https://www.fleetmate.com/.

If an alternate software were available, the Government would have to secure an Authority to Operate (ATO). After securing an ATO, the Government would require a two year period to transition data, rebuild data reports, train the force, and batch in current files. Current Military and FTE positions are not available to support this additional work. Transition would require a duplication of effort and cost is not expected to be recouped by competition. Additionally, during this time NSW would need to fund both programs while a training team goes to each user location (Germany, Bahrain, Guam, Operational Stocks, San Diego, Stennis, Kodiak, Norfolk, Fort Chaffee, Fallon, NAS, Fort A. P. Hill, and Development Group) at an estimated cost of $45K - $52K in travel. The cost to change to a new software is prohibitive. The amount of hours to coordinate and train employees at 15 different locations on a new system along with the purchase price of a new system outweighs the benefits received from competition to use a different software.

Fleet Focus is a brand name software and AssetWorks the sole provider. There are no authorized resellers. Fleet Focus software and support is proprietary to AssetWorks, the original software developer as are software maintenance and enhancements

5.

Naval Special Warfare will continue to monitor the market place for competitive options to support the current software as well as to remain informed of changes in technology. When the existing software reaches the end of its life cycle, the Government will consider ways to remove any barriers in the future requirement thereby maximizing competition. Under the market research section, the Government reviewed various alternatives. See Section 6.

6. Market Research: (FAR 8.405-6(c)(2)(vi))

Market research was conducted to determine if there were alternate software products available.

Market research involved researching specific alternate software products and reviewing software products offered by GSA schedule holders, under schedule 70 (General Purpose Commercial Information Technology Equipment, Software, and Services), category 132 32 (Term Software License – Subject to Cooperative Purchasing). For the reasons listed below under paragraph six, the Government did not find another software product able to meet requirements or that could be modified to meet requirements.

FOR OFFICIAL USE ONLY – FOE J&A No. 20-004

7. Interested Sources:

Assetworks, Inc CAGE: 58R41 GS-35F-317GA 998 Old Eagle School Rd, STE 1215 Wayne PA 19087-1805

8. Other Facts Supporting the Justification: (FAR 8.405-6(c)(2)(vii))

A justification for use of a non-DoD contract over SAT is being prepared in conjunction with this brand name justification as required by Defense Federal Acquisition Regulation Supplemental

(DFARS) 217.770

FOR OFFICIAL USE ONLY – FOE J&A No. 20-004

9. Technical and Requirements Certification: (FAR 8.405-6(c)(2)(x))

I certify that the supporting data under my cognizance which are included in the justification are accurate and complete to the best of my knowledge and belief:

TITLE: Civil Engineer Support Equipment (CESE). Director

10. Fair and Reasonable Cost Determination: (DFARS 216.505-70(d)(3))

I hereby determine that the anticipated cost or price to the Government for this contract action will be fair and reasonable based on analysis conducted per FAR 8.404(d).

CONTRACTING OFFICER SIGNATURE IN SECTION 11 BELOW ALSO SERVES AS THE

PRICE FAIR AND REASONABLENESS DETERMINATION IN THIS SECTION.

11. Contracting Officer Certification: (FAR 8.405-6(c)(2)(ix))

I hereby certify that this J&A is complete and accurate to the best of my knowledge and belief.

TITLE: Contracting Officer

12. Legal: (SOFARS 5601-1)

I have reviewed this document and find the J&A legally sufficient to support other than full and open competition:

TITLE: Associate Counsel

APPROVAL:

13. Agency Advocate for Competition (AAC): (If over Procuring Activity Advocate for Competition Authority (PAAC), up to $6.5M), SOFARS 5601-1.2b.

I have reviewed this document and find the J&A legally sufficient to support other than full and open competition:

TITLE: PAAC