JA Part 13 LETC signed.pdf

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

In accordance with Federal Acquisition Regulation (FAR) 13.501(a) and FAR 6.303-2(b)

1. Contracting Activity: Department of Veterans Affairs (VA) Office of Procurement Acquisition and Logistics Strategic Acquisition Center

5202 Presidents Court, Suite 103 Frederick, MD 21703

2. Description of Action: This proposed action is for a firm-fixed-price delivery contract on a sole source basis to Omnigo Software LLC. This purpose of this action is to renew the commercial off the shelf (COTS) Software as a Service (SaaS) for Law Enforcement Report Management System in the support of the mission for the VA Law Enforcement Training Center (LETC).

3. Description of Supplies or Services: The proposed action is to renew the COTS Law Enforcement Report Management System (LERMS) that the VA Police are currently using.

The period of performance for this action is:

Base – 09/15/2020-09/14/2021 Option Period 1- 09/15/2021-09/14/2022 Opt Yr 2 POP: 09/15/2022-09/14/2023

The total estimated value of the proposed action is $641,000.16

4. Statutory Authority: The statutory authority authorizing this action is 41 U.S.C. 3304(a)(1), as implemented in FAR 6.302-1 -- Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements.

5. Rationale Supporting Use of Authority Cited Above: The LETC was previously using an older law enforcement reports management system that is was not fulfilling the requirements or needs of the LETC and the VA Police. The VA Police (VAP) System previously in place continually failed to meet mission requirements but was unable to be improve in a cost-effective and timely manner to meet the minimum requirements.

During the week of February 23rd – 27th, 2015, the VAP system experienced a catastrophic failure when the production server failed causing permanent loss of substantial law enforcement sensitive information.

The system back-ups failed to restore the lost information to its original state. This loss was detrimental to the VA Police Services nation-wide.

The current law enforcement report management system is mission critical due to police personnel nation-wide relying on access to incident and investigative reports in their daily operations. This system also maintains information on all VA Police Officers nation-wide and their current station assignments. It tracks station citations, equipment inventories, and report vehicle information.

The OIT approval process for reporting systems is long and exhaustive. In order to implement an alternative system, that system requires OIT approval. Initially an VA IT Process Request (VIPR) is initiated. This request takes 30-60 days to evaluate. OIT evaluates the request for an information system and compares the request to existing information systems operating in the VA. If a system is not available, OIT begins a search for a solution. An ISO and ISSO must be assigned to oversee the project to its conclusion. Once the evaluation is completed, an Enterprise Mission Assurance Support Service (eMASS) request is submitted. This request includes submitting the information system for security review. The team assigned gains access to any information involved with the system and runs that information through security protocols to assess the system’s ability to keep the data secure. If a new system is being evaluated, several hundred security protocols have to be addressed prior to an Authority to Operate (ATO) will be considered. This step takes 60-120 days to complete. Once, the request enters the ATO process, another team reviews and evaluates the perspective system to be approved. The evaluation process takes 90-120 days to complete. It a normally a 12 -month minimum to complete all of the steps but the process could be extended longer, depending on the pace of the team assigned.

The data conversions from VAPS (the prior reporting system) to the current system began in December 2019. The conversion was completed in March 2020. LETC is currently in the testing phase and migration is not complete. The completion time frame is dependent upon the amount of time it will take to test the data comparing approximately 2 million records.

The current COTS report system, Report Exec is the only application that would allow the LETC to expand upon its capabilities in a timely manner.

Due to the lengthy OIT approval and the data migration process, the LETC would have to maintain the current system, while simultaneously implementing a new system. The LETC has been closed since March 25, 2020 due to the COVID 19 pandemic. The LETC does not receive appropriated funds.

Converting to a new system would be cost prohibitive for the LETC as it would require paying for concurrent systems and additional personnel labor involved in the data migration.

Due to exhaustive and lengthy OIT approval and data migration processes, implementing an alternative system could potentially cause a loss in reporting capabilities of the VA Police nationwide. Therefore, it is crucial that award be made to renew the current system, Report Exec in use by the LETC.

6. Efforts to Obtain Competition: Pursuant to FAR 5.101(a)(1), the Contracting Officer will synopsize the proposed contract action and intent to sole source in the GPE.Because the proposed contract action is for the renewal of a current software system, no additional effort was made to obtain competition. Market research was conducted and alternative, solutions were identified but were determined not to be viable.

Additional market research and competition efforts will be made for future procurements.

7. Market Research: The Government technical experts conducted Market Research in March 2020 by reviewing similar products to ascertain if other brands could meet LETC’s functional requirements. The technical experts discovered that while similar products such as Mark 43do exist they are not viable becausethe five year total plus the cost of migrating the system would be 5 times higher than renewing the current system.

The following market research was performed:

• Studied and reviewed the “Standard Functional Specifications for Law Enforcement Records Management Systems Version II” published by the Bureau of Justice and developed by the Law Enforcement Information Technology Standards Council.

• Compared functions of the law enforcement report management system currently in use by the

VALETC.

• Conducted internet search using the key term “law enforcement records management system”.

The result list was narrowed down by reviewing product ratings, catalogs, and brochures.

• Product demonstrations were requested from each responding company.

• Demonstration were done with Mark 43, the product performed very well but the total to implement the system would cost the LETC approximately $7,000,000.00 which is not a reasonable

8. Other Facts: Pursuant to FAR 13.501(a)(1)(ii) this sole source justification is prepared using the format at 6.303-2, modified to reflect that the procedures in FAR subpart 13.5 were used in accordance with 41 U.S.C. 1901.

9. Interested Sources:

No sources expressed, in writing, an interest in this acquisition.

10. Barriers to Competition:

The VA recognizes that there are other diabetes management solutions on the market. Market research will continue to be conducted to determine if competition is possible for future requirements for diabetes management solutions.

11. Certifications:

Technical and Requirements Certification: : I certify that the supporting data under my cognizance, which are included in this justification, are accurate and complete to the best of my knowledge and belief.

Donna Landrum Date:

Budget Analyst Signature:

Technical Representative Title and Signature:

Contracting Officer Certification: I certify that the justification is accurate and complete to the best of my knowledge and belief.

Name: Jennifer Benisek Date:

Procuring Contracting Officer Signature: