CMTPL1314002_J_A_EDMS_FY14.pdf

Enclosure 12b, J&A (Part 8) Page 1 of 4 Pages

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LIMITED SOURCE JUSTIFICATION & APPROVAL

FAR PART 8 ACQUISITIONS

Multiple Award Schedule (MAS)/Multiple Award Contract (MAC) Orders under MAS/General Service Schedules (GSA)/Federal Supply Schedules (FSS)

FAR 8.405-6

Purchase Request Number: CMTPL1314002 Contract Number: Previous contract number is HC1028-10-F-2716 Task/Delivery Order Number: TBD Procurement Title: Technical Support for Electronic Document Management System (EDMS) Contracting Office: DITCO PL8311 Estimated Value: $111,366.00 Limited Source Authority: FAR 8.405-6(a)(1)(i)(B)

LIMITED SOURCE JUSTIFICATION

Upon the basis of the following justification, I, as Contracting Officer, hereby approve this limited source justification in accordance with FAR 8.405-6(a)(1)(i)(B). The acquisition referenced herein is conducted under the authority of the Multiple Award Schedule Program.

JUSTIFICATION

1. REQUIRING AGENCY AND CONTRACTING OFFICE:

Requiring Agency:

Defense Information System Agency (DISA) Defense Information Technology Contracting Organization (DITCO)/PL132 2300 East Drive, Scott AFB, IL 62225-5406

Contracting Office:

Defense Information System Agency (DISA) Defense Information Technology Contracting Organization (DITCO)/PL8321 2300 East Drive, Scott AFB, IL 62225-5406

2. NATURE/DESCRIPTION OF ACTION(S): Previous contract HC1028-10-F-2716 for EDMS support expires on 30 September 2013. The Defense Information Technology Contracting Organization (DITCO) currently requires technical support to maintain the EDMS application system and the associated customized application programs and system tools, which are beyond in-house support capabilities.

3. DESCRIPTION OF SUPPLIES/SERVICES: Contract support is required to perform the project planning, execution, support including software reconfiguration if required, and data migration required for moving the current test server based installation of the EDMS Software Application installation/configuration located at Scott AFB Bldg 3600 (software components only) to a RACE. This work will likely require remote access and/or on site DECC access for

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EDMS application installation and configuration depending on vendor requirements for implementing solution. DITCO requires Command, Control, Communications and Computer Systems (C4S) support services in areas where the Government lacks the resources required to maintain its Electronic Document Management System (EDMS).

4. IDENTIFICATION OF LIMITED SOURCE AUTHORITY AND DEMONSTRATION OF

CONTRACTOR’S UNIQUE QUALIFICATIONS: (FAR 8.405-6(c)(2)(iv))

(a) Circumstances Justifying Limiting the Source. Qflow’s proprietary source code coupled with their status as a certified provider of FileNET creates a limited source environment for EDMS service and support. It took DITCO five years to design, develop and implement our current EDMS system. QFlow flawlessly performed analysis, design, programming, testing, implementation and documentation of all the applications that must be supported. This included defining application functions, documenting system and application design, developing a customized application (support source code) which is proprietary to QFlow, user manuals and data structures, performed integration testing, installed hardware and system and application software, provided user training and technical documentation.

(b) Description of the Justification. QFlow are experts at implementing FileNet document processing systems. They are the only company certified to provide FileNet software maintenance services compatible with QFlow proprietarty source code. QFlow is thoroughly familiar with EDMS system hardware and software. This knowledge already known by QFlow, will provide PLD/DITCO ability to do software troubleshooting via the phone and allow this vendor to instantly apply knowledge to fix software when called upon.

(c) Justification:

(1) Minimum Government requirements. DITCO/PL1 is not FileNet certified.

(2) Proposed sole source contractor. The customized applications developed by QFlow for PLD/DITCO are very complex and utilize a number of different systems including the Filenet software and incorporate many of DITCO’s business rules.

(3) Discussion regarding cause of the limited source situation. Proprietary source code is provided by Qflow. Since DITCO/PL1 does not have the resources, therefore it needs contract support to install, test and implement major system and database software releases. It also needs contract support to maintain the customized visual basic applications (IT Contracts, IQO Contracts, Financial Management, IOS/SCD and Records Management) associated with the EDMS system.

(4) Demonstration of limited source. The Government’s EDMS application support source code is proprietary to Qflow.

(5) Procurement discussion. QFlow has successfully supported DITCO’s EDMS application for fifteen years with custom server and desktop applications.

(6) Impact. If this contract is not awarded to QFlow, EDMS would no longer be operational because DITCO does not have the resources to maintain the EDMS application. DITCO would have to rely on paper contract files. More time, money, and storage space would be required to print and store the paper contracts. More than one person would not be able to review a contract folder at the same time. There

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04Sept2012/v1.5 would be a possibility of lost or misplaced contract folders. The contract folders that are currently stored in EDMS would not be able to be reviewed.

5. BEST VALUE DETERMINATION: (FAR 8.405-6(c)(2)(v))

The FAR at Subpart 8.404(a)(1)(ii) states: GSA has already determined the prices of items under schedule contracts to be fair and reasonable. By placing an order against a schedule using the procedures in this section the ordering office has concluded that the order represents the best value and results in the lowest overall cost alternative to meet the Government’s need. In addition, history of pricing will be reviewed to determine price fair and reasonable.

6. MARKET RESEARCH: Market research was conducted using the GSA website to determine the availability of GSA Schedule resellers for this product. Results of this search produced no additional resellers. The market research document entitled Encl17_MarketResearch EDMS FY14 Apr 13.docx is provided with the contract award package.

7. ANY OTHER SUPPORTING FACTS:

None

8. ACTIONS THE AGENCY MAY TAKE TO REMOVE BARRIERS THAT LED TO THE

RESTRICTED CONSIDERATION: (FAR 8.405-6(c)(2)(viii))

N/A

9. REFERENCE TO THE APPROVED ACQUISITION PLAN (AP):

An acquisition Plan (AP) is not required at this threshold.

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TECHNICAL CERTIFICATION: I certify that the supporting data under my cognizance which are included in the J&A are accurate and complete to the best of my knowledge and belief.

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

NAME: Becky Kalb SIGNATURE:

(Print/Type)

TITLE/ORGANIZATION: DISA/DITCO/PL143 – IT Specialist PHONE: 618-229-9353

DATE: 8 August 2013

REQUIREMENTS CERTIFICATION: I certify that the supporting data under my cognizance which are included in the J&A are accurate and complete to the best of my knowledge and belief.

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

NAME: ______________________ SIGNATURE: _______________________

(Print/Type)

TITLE/ORGANIZATION: _____________________________ PHONE: _______________

DATE: ________

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

NAME: _Susanne M. Sparrowk__________ SIGNATURE: _______________________ (Print/Type)

TITLE/ORGANIZATION: Contracting Officer____________ PHONE: _618-229-9302________

DATE: _9 Aug 13_______

ALL QUESTIONS REGARDING THIS JUSTIFICATION ARE TO BE REFERRED TO

Susanne M. Sparrowk 618-229-9302 susanne.m.sparrowk.civ@mail.mil