Redacted_J&A.pdf

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION > SAT

Sole Source

Magnolia CMS License Document Number

REFERENCES:

• In accordance with FAR 6.302, the contracting agency is required to prepare a sole source justification using the format at FAR 6.302-1-, as provided below.

DOCUMENTATION:

(1) Identification of the agency and the contracting activity.

Requiring Activity DFAS Indianapolis Corporate Communications 8899 E. 56th Street Indianapolis, IN 46249-0002

Contracting Activity DFAS Columbus Contract Services Directorate Building 21, Room 2B218 3990 E. Broad St.

Columbus, Oh 43213-1152

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

The purpose of this document is to obtain necessary approvals for a sole source acquisition in accordance with FAR 6.302-1. Competition is limited to only one responsible source and no other supplies or services will satisfy agency requirements. The software needed is essential to DFAS’s requirements and market research indicates other companies’ similar products cannot meet the needs of DFAS.

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

The Content Management System is used by a 20-member web team comprised of public affairs specialists, content managers and web program managers who act as contributors, reviewers md approvers. The web program manager uses the CMS to manage the creation and maintenance of web pages. Templates keep a consistent look and feel, without them it would be difficult to maintain because of the number of people updating content. DFAS web team members are able to add, edit and share stored information. The CMS allows for controlled access to pages based on user roles. It also reduces repetitive and duplicate information.

The DF AS website is used by the general public, specifically the agency's customers and DFAS employees. Internally, customer care center representatives visit the site to help answer customer questions. The average number of visitors each month is over 900,000. A recent project to redesign the website included designing responsive design templates to work in the Magnolia CMS. The redesigned website launched April 2015 with specifically designed and coded page templates that Magnolia CMS allowed for.

Serving as a central repository, the CMS advances the version level when new updates are made to an already existing file. For DFAS, employees updating the content specific to military pay, retired and annuitant pay, contract and vendor pay, civilian pay, customer service, press releases, etc., are able to work in a collaborative environment with a streamlined workflow. As a result, the web team eliminates bottlenecks, optimizes security, maintains integrity and with the use of templates ensures consistency across the website.

The contract will include a base year plus two option years:

Base Year: March 1, 2017 to Febuary 28, 2018: XXXXXXXXXX Option Year One: March 1, 2018 to Febuary 28, 2019: XXXXXXXXX Option Year Two: March 1, 2019 to Febuary 29, 2020: XXXXXXXXX

Total Estimated Contract Value: XXXXXXXXX

(4) An identification of the statutory authority permitting other than full and open competition.

10 U.S.C. 2304(c) authorizes the Department of Defense (DoD) to contract without full and open competition under certain circumstances. For this acquisition, other than full and open competition is permitted per FAR 6.302 (a) 2.

(ii) Supplies may be deemed to be available only from the original source in the case of a follow-on contract for the continued development or production of a major system or highly specialized equipment, including major components thereof, when it is likely that award to any other source would result in—

(A) Substantial duplication of cost to the Government that is not expected to be recovered through competition; or

(5) A demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited.

The renewal of the Magnolia CMS license and support agreement represents the most cost effective approach for DF AS, ensuring continuity of operations without interruption to the availability of the website for DFAS external and internal customers.

If a different CMS license is purchased, the agency would incur added costs to redesign, build and migrate the website into a new CMS by contractors. This means labor hours for I&T employees that run the website database and servers. They would be required to test, approve and install new software. Approximate costs for internal I&T services (based on cost of redesign project) would be XXXXXXXXXX.

As per our research, developers would be contracted to build the site in a new CMS. The cost of developing and migrating to a new CMS would cost at a minimum XXXXXXXXX. Purchasing a product other than Magnolia CMS would be a costly, labor intense option.

The tasks referenced above could take six months or more to execute. There is the potential that the website would not be available after the current license expires Feb. 28, 2017. The renewal will ensure there is no downtime for the customers visiting our website.

The renewal of Magnolia CMS is the best value to the government in that it will save over XXXXXXXX in migrating to a new system. We have gained familiarity with Magnolia CMS, we have had an opportunity to test and verify that the product meets all of DFAS requirements. I&T has installed and deployed on the servers. Our page templates are designed and all content managers have had training.

(6) A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable, including whether a notice was or will be publicized as required by Subpart 5.2 and, if not, which exception under 5.202 applies.

This is a sole source requirement, for reasons stated in paragraph 5 above. DFAS will post this justification and approval within 14 days after contract award as required by FAR 6.305(a)

(7) A determination by the contracting officer that the anticipated cost to the Government will be fair and reasonable.

The following is a high-level Government cost estimate: XXXXXXXXX for a period of performance of March 2017 to February 2020.

http://www.arnet.gov/far/current/html/Subpart%205_2.html#wp1107980 http://www.arnet.gov/far/current/html/Subpart%205_2.html#wp1107990

In determining a fair and reasonable price, the Contracting Officer will evaluate a more detailed breakdown from a formal Independent Government Cost Estimate (IOCE). The detailed estimate will provide the level of effort of individual service items identified above and potential labor categories, as well as estimated labor rates. The estimated labor will be compared to established pricing on other Government contracts, such as the General Services Administration's (GSA) Federal Supply Schedule (FSS) for the same labor categories and/or similar labor categories.

Additionally, price comparisons will also be accomplished from as many other sources as possible, including commercially as well as any Government Wide Acquisition Contracts (GWAC).

Leveraging DFAS’ current use of the Magnolia Content Management product and services, along with open market price comparison, the contracting officer is confident in obtaining the best value for DFAS.

(8) A description of the market research conducted (see Part 10) and the results or a statement of the reason market research was not conducted.

Market research was conducted for the purpose of seeking as manypossible distributors sources as possible. None were located. Magnolia is the sole manufacturer and provider of the productand service, there arc not multiple distributors with the required software and maintenance and support available on the open market .

We have conducted the following market research:

XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX

CMS XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX

Monthly Fee XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX

Develop & Migrate

XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX

Support XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX XXXXXX

Additional research was conducted to determine pricing for another CMS (XXXXXX) Availability and pricing information was sought from: XXXXXX, XXXXXX, XXXXXX, XXXXXX and XXXXXX. In addition to pricing for the base level CMS, pricing for designing, developing and migration were also sought. These services would be necessary since the website would have to move to a completely new system and substantial time and cost would be involved.

(9) Any other facts supporting the use of other than full and open competition, such as:

Nothing to add to this section that has not already been articulated within this justification document.

(10) A listing of the sources, if any, that expressed, in writing, an interest in the acquisition.

Magnolia

(11) A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required.

http://www.arnet.gov/far/current/html/FARTOCP10.html#wp266706

CERTIFICATION

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

Requiring Activity/Program Management Office Certification

Printed Name:_XXXXXXXXXXX____

Title XXXXXXXXX Org. Code __XXXXXXXXXX__

Signature XXXXXXXX Phone XXXXXXXXX Date_XXXXX__

Contracting Officer Certification I hereby determine that the anticipated cost for this contract action will be fair and reasonable. I certify that this J&A is accurate and complete to the best of my knowledge and belief.

Printed Name: XXXXXXXXXXXX

Title Contracting Officer Organization Code XXXXXXXXXXXXX

Signature_XXXXXXXXXX____ Phone XXXXXXXXXXXXX Date_XXXXXXX__

REVIEW FOR LEGAL SUFFICIENCY

Printed Name _XXXXXXXXXXXXX_______

Title _XXXXXXXX____ Organization Code _XXXXXXXX___

Signature_XXXXXXXX___ Phone _XXXXXX___Date_XXXXXX__

APPROVAL