JA.pdf

SOURCE SELECTION INFORMATION ‐ SEE FAR 2.101 AND 3.104

FOR OFFICIAL USE ONLY

DEPARTMENT OF DEFENSE EDUCATION ACTIVITY

SOLE SOURCE OR BRAND NAME JUSTIFICATION FAR 13.5

1. Contracting Agency: Department of Defense Education Activity

2. Description of Action: A firm fixed price contract, using Simplified Acquisition Procedures under FAR Part 13.5, is planned for a period of performance of 6-month base and 6-month option period, with a total estimated value of 2,972,144.80. The period of performance is 1 Mar 2020 through 28 Feb 2021.

FY20 Operating and Maintenance (O&M) funds are available for the base period in an estimated amount of $1,486,072.40

3. Description of Supplies and Services:

The Department of Defense Education Activity (DoDEA) requires information technology support services for the schools and facilities located in Korea, Okinawa, and mainland Japan, including the DoDEA Pacific Director’s Office (DPDO).

The DoDEA Information Technology (IT) Division manages, directs, and oversees all planning, support, and operations for all aspects of the DoDEA Pacific information technology domain. The DoDEA IT Division maintains a US Government employee staff at the DPDO and also manages computer field support personnel at the schools and District Offices. The computer field support personnel, known as Administrative Technologists (AT), provide direct support to end-users, end-user computing device management, and rudimentary system administration at the schools and District Offices. US Government employees assigned to the Pacific IT Division, located at the DoDEA Pacific Director’s Office, Torii Station, Okinawa, Japan perform all higher level activities related to defining hardware and software requirements, defining elements of server and network architecture, network design and component configuration, business systems support, and develops overall support processes and standards.

This effort is to provide Tier 1 support for end-user customer technology, to include, but not limited to, hardware and software support, desktop and laptop management, server and network support, handheld device support (tablets, other) and critical aspects of proactive customer relationship management (CRM) in 48 K-12 DoDEA schools and offices in Korea and Japan. The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items necessary to provide Tier 1 Information Technology Support personnel as required by DoDEA.

4. Authority: FAR 13.501(a)

5. Demonstration of Contractor’s Unique Qualifications or Nature of Acquisition Requiring the Authority Cited:

The required services were provided under contract HE125419P3001 which expired on 29 Feb 2020. In order to avoid interruption of services, contract HE125420P3001 was awarded on 25 Feb 2020, with an effective date of 1 March 2020. A competitive follow-on contract will be awarded by DISA/DITCO- Europe who currently has a contract that is providing information technology services for DoDEA Europe. To transition the Pacific requirement from DoDEA, and award a follow-on contract, DISA’s PALT system estimates a lead time of 203 business days. It is of vital importance to award a bridge contract for continuation of the required IT services in the Pacific until the follow-on contract is awarded by DISA.

This bridge contract is for a 6-month base period, plus a six-month option period with a period of performance 1 March 2020 through 28 Feb 2021. The contract include FAR Clause 52.217-8 which allows for up to six month extension if necessary.

ActioNet Inc. is the incumbent performing the current requirement in the Pacific, as well as the previous requirement under contract number HE125419P3001 and was able to start performance immediately, therefore preventing any gaps in service. Awarding a bridge contract to ActioNet Inc., for a period of 6 months with an additional 6-month option period, ensured continuity of services until the follow-on is awarded by DISA.

It is not in the best interest of the Government to compete and award a contract for services outside the United States for the estimated 8-month time period it is going to take DISA to award a follow-on contract. It is further unlikely to find a contractor that would provide a quote for a 6- to 8-month contract in an overseas environment based on the expense it would take to mobilize personnel and not allow a break in services, and meet the requirements of the host nation policies and procedures involved.

Obtaining approval from host nations for employees to work overseas requires a minimum of 30 days and another 45 to 60 days reasonable time to obtain housing.

In accordance with USFK Regulation 700-19, once a contract is awarded, a request has to be sent to HQ, USFK to designate the contract/contractor for SOFA status. This is another hurdle that can take between 30-45 days.

Competition for this requirement based on all the facts is not in the best interest of the Government as it could result in substantial duplication of costs, and seriously impact the mission.

Other time consuming factors include:

a. A 60-days phase-in period will be required.

b. Time will have to be allowed for new contract personnel to obtain installation/base passes which may take between 14 to 28 days for completion.

b. Paragraph 7.3 of the performance work statement requires all personnel to have a National and Local Agency Check with a Credit Check (NACLC). This process takes up to 90 days.

These services are mission essential, and any disruption would significantly impact DoDEA’s mission in providing information technology support services to DoDEA Pacific end users to include students and teachers. It is also of upmost importance that uninterrupted support is available during the spring when a majority of testing is conducted (e.g. ACT, Career and Technical Education (CTE) related certification, etc.).

Costs non-recoverable through competition is another concern. There are other contractors who can provide similar service/support, however, no other source can meet DoDEA requirement in time, based on the lead time needed to not only make an award, but to train new contractors and transition to meet DoDEA’s school mission requirements.

6. Effort to Obtain Competition:

Sources sought was posted on the Federal Business Opportunity (FBO) of the Government’s intent to award a bridge contract to the incumbent. The sources sought further asked all interested parties that feel they can provide a comparable alternative to submit their detailed written capability statement. One response was received from Principle Info-Tech expressing their interest on the follow-on requirement.

Another response received after the closing date/time from Information Partners, Inc., requested that any future solicitation be set aside for WOSB, or Total Small Business.

7. Fair and Reasonable Determination: The quote received from ActioNet to include the option period was evaluated for fairness and reasonableness. The quoted price of $1,486,072.40 for the base period is $40,711.16 (2.8%) more than the previous awarded contract of $1,445,360.80 and $39,039.34 (2.7%) more than the Independent Government Cost Estimate (IGCE) of $1,447,033.06. The disparity in price is due to salary increases, closing of Zone 10 (Yongsan) and moving site technical to Zone 9 (Humphreys) which has a higher unit price, and additional testing dates. Market research on the Internet, as well as a search via Federal Procurement Data System shows that the quote received from ActioNet Inc. is within range for IT support services in Japan and Korea. The research shows unit price ranges from $16,000 - $24,000 a month per support. DoDEA Pacific requirement is to provide support to eleven (11) zones within Japan and Korea. ActioNet’s average monthly unit price for the zones in Japan and Korea is $16,201.71

8. Market Research: Sources Sought was posted on FBO on 7 Feb 2020 and closed 22 Feb 2020. Only one timely response was received. The response from Principal Info-Tech expressed interest in any future requirement.

9. Other Supporting Facts: None

10. Interested Sources: 1. Principle Info-Tech, 9301 Southwest Freeway, Suite 475, Houston, TX 77074

2. Information Partners, 350 West Kiowa Ave, Elizabeth, CO 80107

11. Effort to remove barriers to/increase competition:

This sole source contract is a bridge contract that will enable the lead time require for DISA to award a competitive follow-on contract.

CERTIFICATION

9. Technical Certification (required): I certify that the supporting data under my cognizance and which forms a basis for this justification is complete and accurate to the best of my knowledge and belief.

Signature: ___________________________________ Date: ___

Print Name: Robert Robertson

COORDINATION

Legal Review: (required > $250K/ SAT)

Based on the foregoing, this Justification is legally sufficient.

Signature: ________________________________ Date:

Print Name:

Associate General Counsel (Procurement & Fiscal Law)

APPROVAL

Approval is granted subject to the availability of funds and provided that the products/services described herein have otherwise been authorized for acquisition.

APPROVAL

Approval is granted subject to the availability of funds and provided that the products/services described herein have otherwise been authorized for acquisition.

Contracting Officer (required): I certify that the facts and representations included in this Justification are accurate and complete to the best of my knowledge and hereby determine that the anticipated cost to the Government will be fair and reasonable.

Signature: ________________________________ Date:

Print Name: Dr. Ron Moton Contracting Officer

Competition Advocate (required > $700,000< $13,500,000)

Signature: ________________________________ Date:

Print Name: Denise Blevins Competition Advocate DoDEA