SchoolDude-JA-Signature_Page_Redacted_Redacted.pdf

JUSTIFICATION & APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION

1 Feb 2016 J&A – DoDEA Enterprise Asset Management

DoDEA Enterprise Asset Management

1. Contracting Agency: Department of Defense Education Activity (DoDEA), 4800 Mark

Center Drive, Alexandria, Virginia 22350

2. Authority Cited: A sole source acquisition using the procedures in Federal Acquisition Regulation (FAR) subpart 13.5 in accordance with 41 U.S.C. 1901.

3. Description of Supplies and/or Services: DoDEA has a requirement to manage operations digitally from the district, area, and system levels. This is a follow-on contract for HE 1254- 15-C-0001, which expired on December 31, 2015. DoDEA requires a suite of applications that perform the following seven functions that are tailored to the needs of K-12 schools.

1) Facility Management Software to provide a single software solution for DoDEA School Administrators to conduct facilities operations and maintenance functions.

2) Inventory Management Software to:

a. Manage inventory items by various category types and allow inventory to be issued to a location, project, person, or work order.

b. Track all material transactions and assign stock pools so that replenishments can be provided as needed.

c. Generate reports, graphs and ad-hoc reporting for daily management and upward reporting.

d. Manage auto-generated preventive maintenance work orders through integration with “Planned Maintenance and Preventative Maintenance Management” software. (See below.)

3) Maintenance Request Management Software to:

a. Enable DoDEA requesters to submit and check work requests online.

b. Notify DoDEA requesters automatically as work is assigned and completed.

c. Route with programmable logic for managing and automating approval and assignment of work requests and associated budget codes, projects, and equipment with work orders.

d. Generate reports, graphs and ad-hoc reporting for daily management and upward reporting.

e. Manage auto-generated preventive maintenance work orders through integration with “Planned Maintenance and Preventative Maintenance Management” software. (See below.)

4) Wireless interface for Maintenance Request Management Software that allows mobile workers to:

a. Create and receive work orders via a wireless/mobile device.

2 Feb 2016 J&A – DoDEA Enterprise Asset Management

b. Sort their work orders by priority, location, age and work order number.

c. View their work by status (e.g., completed, open) for the day or for all assigned work.

5) Planned Maintenance and Preventative Maintenance Management Software to:

a. Track all scheduled maintenance and allow administrators to define frequency of Preventative Maintenance (PM) work order generation.

b. Create recurring maintenance schedules on a daily, weekly, monthly or annual basis.

c. Store templates for quick creation of frequently used schedules.

d. Provide access to generic schedule templates.

e. Create individual schedules or master schedules for groups of similar equipment.

f. Generate automatically preventive maintenance work orders through integration with “Maintenance Request (work orders) Management” software. (See above.)

6) Automation for Alarms that are Critical -Alarm Integration Software to:

a. Direct alarms automatically when critical messages are being indicated at DoDEA’s Building Automation System (BAS) into the “Maintenance Request (work orders) Management” software module. (See above.)

b. Generate and populate work orders automatically for BAS critical alarms in “Maintenance Request (work orders) Management” software module. (See above).

c. Track and document all critical alarms set up in the system.

d. Escalate critical alarms not yet reviewed automatically based on DoDEA’s preferences in “Maintenance Request (work orders) Management” software module. (See above.)

7) Energy Management Utility Bill Management Software to:

a. Track and monitor bills for electric, fuel oil, propane, water, natural gas, sewer, trash/waste, and telephone and provide fast and easy bill entry.

b. Provide comparison and analysis of utility billing data.

c. Enable DoDEA to check bills in different ways to identify usage and cost problems with Bill Alerts.

d. Provide an audit trail for tracking savings opportunities that are identified.

e. Include search functionality for finding bill data quickly and easily.

f. Track all utility vendors and related contact information.

g. Generate reports, graphs and ad-hoc reporting for daily management and upward reporting.

4. Description of Action: To meet this requirement, DoDEA intends to issue a firm-fixed price contract to Dude Solutions, Inc. for annual licenses to a suite of applications. The total

3 Feb 2016 J&A – DoDEA Enterprise Asset Management estimated cost of this requirement is approximately in Operations and Maintenance (O&M) funds for the base and four 12-month option years (base year estimate: ).

5. Reason for Authority Cited: Market research has shown that SchoolDude is the only suite of applications that is tailored to a K-12 school system and that meets the seven application requirements listed above. SchoolDude 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: In the past DoDEA has purchased SchoolDude applications through a contract vehicle procured by the US Army. The most recent purchase was a direct purchase by DoDEA conducted in the 2015 fiscal year.

7. Action to Increase Competition: DoDEA subject matter experts continually monitor new developments and software applications for the organization. As requirements change and new alternatives for meeting them enter the marketplace, all interested parties will be given the opportunity to compete.

8. Market Research: During the past six months, research has been conducted to determine the availability of software to meet DoDEA’s requirements. This research indicates that, the aforementioned suite of applications is the only one capable of meeting DoDEA’s facility management requirements. Other applications were not designed for K-12 school systems and/or do not include all of the seven requirements listed above.

9. Interested Sources: Dude Solutions, Inc. is an interested source. A notice of intent to sole source will be issued on the Federal Business Opportunities website and will allow other interested sources, if any, a chance to respond with a capabilities statement.

**Note: Final Signature Page has been redacted**