JA Great Plains.pdf

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DEFENSE FINANCE AND ACCOUNTING SERVICE

Contract Services Directorate

3990 E. Broad Street Bldg. 21, Room 2B029

Columbus, OH 43213-1152

Justification And Approval For Other Than Full And Open Competition - Brand Name

FAR 8.4 - Federal Supply Schedules - Limited Sources

COMMERCIAL ITEMS (Brand Name)

Purchase Request #(s) NlTYU2lRC049

CONTRACTING ACTIVITY: DFAS Contract Services Directorate

1. REQUIRING ACTIVITY:

a. Requesting Activity Corporate Systems, Information and Technology DFAS Columbus 3990 East Broad Street Columbus, OH 43213

2. DESCRIPTION OF THE ACTION BEING APPROVED: Solicit a Brand Name requirement and award a Contract/Order.

3. DESCRIPTION OF SUPPLIES/SERVICES: This justification covers the acquisition of the following article(s):

This procurement request is for the annual renewal of software maintenance agreements for the Great Plains System at DFAS Texarkana NAF Financial Services and the Trust Funds Reporting System (TFRS) at DFAS Indianapolis. A requirement exists for annual renewal of the Microsoft Dynamics Great Plains Enhancement Plan (one for DFAS Indianapolis and one for DFAS Texarkana), annual renewal of Maintenance Plan for Mekorma-MICR (Magnetic Ink character Recognition) Payables & Payroll (Texarkana), annual renewal of the Maintenance Plan for eOne SmartConnect Software (Texarkana), and annual renewal of the Maintenance Plan for eOne Smartlist Builder (one for DFAS Indianapolis and one for DFAS Texarkana), annual renewal Nolan Business Solutions: Electronic Payments Module Plus 90 Users (Texarkana) that provides the ability to do electronic transfers to the new user base located in Korea, annual renewal of Merit Solution: Microsoft Dynamics GP Risk Management Suite (Indianapolis). and annual renewal Merit Solution: Microsoft Dynamics GP Risk Management Suite (Texarkana) that provides enhanced capabilities for user monitoring and auditing. The specific software maintenance renewal requirements are in direct support of the day to day operations of the DFAS systems currently utilizing Microsoft Dynamics Great Plains. These two instances of Great Plains are used by DFAS Texarkana NAF Financial Services, Accounting Operations Accounts Maintenance and Control (MHPI), and Accounting Operations Audited Financial Statements Reporting and Analysis (TFRS).

The impact of not renewing the software agreements would result in failure to provide the required accounting services to the NAFI, DoD managed trust funds, and the Military Housing Privatization Initiative.

The Required Delivery Date/PoP is: 11/10/2020 Estimated Value (include option): $ Option(s) NO

FAR 8.405-6(a)(1)(B) – Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are

5. RATIONALE JUSTIFYING USE OF CITED STATUTORY AUTHORITY

4. STATUTORY AUTHORITY PERMITTING OTHER THAN FULL AND OPEN COMPETITION:

unique or highly specialized.

Software/Hardware Renewals -DFAS is merely renewing licenses/maintenance and the cost of re-procuring licenses and implementing a new product would be costly and not in the best interests of the Government. The cost of a new license would be approximately as opposed to the cost of renewing existing license at . The government has spent the following on Great Plains Licenses and maintenance:

Another accounting software product would create substantial duplication of cost to the Government and create unacceptable delays in fulfilling the agency’s requirements.

b. Compatibility with existing software/Hardware environment – If we were to recompete for a similar product it would result in no cost savings for the product itself. New accounting software to be customized to the Great Plains Enterprise Financial System would require customization to the Army Nonappropraited Fund Instrumentalities (NAFIs) business process, accounting classification(s) and expense code structures, multifaceted integration requirements with other systems, and reporting requirements. New accounting software to be deployed to serve the DFAS Texarkana customers would be time intensive, require retraining of employees, involve comprehensive

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c. There are no other software products that can provide DFAS with the same functionality as the software that is being renewed for maintenance. DFAS has been using these software packages for over 7 years.

6. DESCRIPTION OF EFFORTS MADE TO SOLICIT OFFERS FROM AS MANY OFFERORS AS PRACTICABLE:

Other - details in box #7

7. A SHORT DESCRIPTION OF RESULTS OF RFI/BETA.SAM.GOV POSTING, OR MARKET RESEARCH CONDUCTED OR A STATEMENT

OF THE REASON NONE OF THE ABOVE ACTIONS WERE CONDUCTED.

DFAS placed an RFI on NASA SEWP and Army CHESS. We received no responses from either of these vehicles. All responses received indicated the vendors did not have the items available to quote. We further checked GSA advantage and did not find any of the licenses we seek available there either. Lastly, we searched under Microsoft’s ESI resellers for the software we need and did not find it listed in any of their agreements. Thus, no preferred sources appear available for use here.

We have purchase this requirement for 5 years from but we are referred to for any questions or concerns about the software. has a GSA contract, ( ) and is listed as a small business and women owned. However, we do not see the licenses we need to buy on their GSA Schedule contract.

Both of these vendor sell the licensing/maintenance we seek.

8. LIST OF THE SOURCES THAT EXPRESSED A WRITTEN INTEREST IN THE ACQUISITION.

9. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION:

No

10. 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.

Although the specific software companies listed on the requirements are the sole manufacturers and providers of the software, there may be multiple distributors with the required availability to renew software/maintenance on DFAS’ behalf. This justification only applies to the specific brand of software, not the vendor supplying the software.

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11. DETERMINATION OF FAIR AND REASONABLE COST: The contracting officer will determine that the anticipated cost to the Government of the service/supplies covered by this justification will be fair and reasonable.

12. TECHNICAL/REQUIREMENTS REPRESENTATIVE CERTIFICATION:

I hereby certify that this justification is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge and belief, and that I would not be making this request if it were feasible to fully compete this requirement. I further certify that this request is not the result of lack of advanced planning or a desire to expend funds while those funds are still available.

Title:Name: Signature

Technical Reviewer

Requiring Activity/Program Management Office Certification:

Name: Title: Signature

13. CONTRACTING OFFICER’S CERTIFICATION: I hereby certify that this justification is made in good faith, that the supporting data and ____information are accurate and complete to the best of my knowledge.

Name:

Title: Contracting Officer Signature