JA PO 70Z0G321PPWZ06800 Redacted.pdf

J&A 2121G31PWZ068

Software Maintenance & Support Agreement – Hyland Software, Inc.

(h) Background Information: These services are currently being performed under purchase order 70Z0G320PPWZ06200, which was awarded without competition on 24 August 2020. The Justification and Approval for Other Than Full and Open Competition for this purchase order was approved on 12 August 2020. The incumbent contractor is Hyland LLC and the current period of performance expires on 31 August 2021.

Prior to the aforementioned purchase order, these services were being performed under task order HSCG23-15-F-PCI115, which was competitively awarded on 21 September 2015. The incumbent contractor was Hyland LLC and the period of performance expired on 31 August 2020.

3. Description of Supplies/Services.

The USCG requires the continuation of the Hyland Perceptive Content/ImageNow Enterprise Content Management (ECM) system which is a workflow management process that is geared specifically to maintain the Electronic Individual Personnel Data Record (EIPDR) for all Active Duty and Reserve members of USCG on behalf of the Personnel Service Center (PSC) and the Human Resource Directorate (CG-1). Specific parts of the EIPDR are used during the Boards and Panels process throughout the year. USCG and CG-1 requires a Software Maintenance and Support Agreement (SMSA) to keep the software up to date.

4. Identification of Statutory Authority Permitting Other Than Full and Open Competition.

This acquisition is being conducted under the authority of 10.U.S.C. 2304(c)(1), as implemented by the Federal Acquisition Regulation (FAR) Subpart 6.302-1 titled “Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements; specifically FAR 6.302-1(a)(2)(iii)(B).”

5. Demonstration that the Proposed Contractor’s Unique Qualifications or the Nature of the Acquisition Require Use of the Authority Cited.

The USCG is currently working to transition from the current service provider (Hyland) to the Army Military Human Resources Record (AHMRR) through iPERMS (Interactive Personnel Electronic Records Management System) system as the new service provider. iPERMS is an integrated imaging system and powerful database that provides electronic personnel records storage, retrieval, and transfer capabilities, and enhances both mobilization and personnel readiness. iPERMS is designed to accommodate multiple Domains. Each Domain may have unique document management needs and may use the system differently.

Hyland’s Perceptive Content/ImageNow software, Software Maintenance and Support Agreement services are proprietary. As sole developer of this application, only Hyland has the ability to provide all necessary future support to USCG and CG-1. USCG and CG-1 selected Perceptive Content/ImageNow for use as the workflow management and Enterprise Content Management (ECM) system that is geared specifically for the current EIPDR.

Hyland LLC does not outsource or use resellers for renewing licenses and providing Software Maintenance and Support Agreements. The incumbent is the only company that has the competence and required skill sets to develop and deliver required updates to Perceptive Content/ImageNow software. Hyland LLC has been able to show the technical proficiency needed to develop and deliver updates to Perceptive Content/ImageNow software.

The risks to the USCG if a transition period is not permitted, or if there is a break in service, include, but are not limited to, all Human Capital management processes and decisions that need support or justification from records in ImageNow would cease. This includes the following business processes:

• Boards and Panels process, used for Promotions, Awards and Education selection

• Assignment selections

• Veterans Administration (VA) benefit determinations

• Discharge actions for cause

• Garnishments for Child Support

• Applications for Retirement

• Reserve Retirements that require access to the Reserve Component Survivor Benefit Plan

(RCSBP) election and 20-year letter

• Board for Correction of Military Records (BCMR) requests that require access to records, especially as they pertain to Disability Pay for a Retiree

• Deceased Claims Processing: Deceased Claims Examiners need to access ImageNow to effectively process the correct amount of Survivor Benefit Program (SBP) annuity for a spouse. They require access to the full record to determine the history of the beneficiary and eligibility of benefits, and answer questions during a difficult and stressful time.

Examiners use records of insurance policies/allotment starts and stops to direct survivors to different benefits the spouse may have signed up for that a spouse would not have known about.

• Former Spouse Protection Act (FSPA) Processing

• Concurrent Retired Disability Pay/Combat Related Special Compensation (CRDP/CRSC)

Processing: Military Pay Technicians use ImageNow to determine retroactive/past payments and debts due to the Veterans Administration to reconcile pay and benefits for disabled/retired members.

A 12-month transition period is needed for the USCG to maintain functionality for Boards & Panels without interruption to the USCG or loss of data. The option periods are included in case there are unforeseen complications necessitating a longer transition period. The transition period is essential because the Government will have to configure the customized iPERMS Domain for the USCG; configuration of new software and environments, testing the software, and moving all the data to the USCG iPERMS Domain. Until the AHMRR iPERMS Domain is completed, the USCG must continue to acquire licenses and a Software Maintenance and Support Agreement with the current service provider, Hyland LLC.

A sole source to the incumbent, Hyland LLC is required as this company is the only business capable of continuing to support Perceptive Content/ImageNow software. The Coast Guard is currently in the pre-planning stage and establishing the team that will work with the Army in order to establish the USCG’s iPERMS Domain. There is no expectation that an award can be made and transition period completed before the current purchase order expires on August 31, 2021. The only reasonable option to ensure continuation of these critical services with no disruption is to issue a sole-source purchase order to the incumbent, Hyland LLC. Failure to award this sole-source purchase order puts the USCG at serious risk of a break in service and disruption of critical services.

6. Description of efforts made to ensure that offers are solicited from as many potential sources as is practicable.

Due to the proprietary nature of Perceptive Content/ImageNow software, no source other than Hyland LLC is capable of providing the licenses, software and maintenance that currently supports the USCG’s workflow management and Enterprise Content Management (ECM) systems.

Therefore, no efforts were made as it is not feasible for another Contractor to provide these services due to the proprietary nature of the Perceptive Content/ImageNow software design, and for the required 12-month transition period.

A notice of proposed contract action has been transmitted to the Government-wide Point of Entry (GPE), in accordance with FAR 5.201, for a period of 15 days, from 28 April 2021 – 13 May 2021.

This notice informs industry that the Government intends to solicit and negotiate with Hyland

LLC.

7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable.

The Contracting Officer has determined that the anticipated prices will be fair and reasonable based on comparison with historical prices paid by the Government as well as comparison with the Independent Government Cost Estimate (IGCE) for this requirement. The Contractor will also be required to provide Certified Cost and Pricing in accordance with FAR 15.403-4 (Requiring Cost or Pricing Data).

8. Description of Market Research.

None. Due to the proprietary nature of Perceptive Content/ImageNow software, no source other than Hyland LLC is capable of providing the licenses, software and maintenance that currently supports the USCG’s workflow management and Enterprise Content Management (ECM) systems.

9. Any Other Facts Supporting the Use of Other Than Full and Open Competition.

Not applicable.

10. A Listing of the Sources, if Any, That Expressed, in Writing, an Interest in the Acquisition.

None

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 Supplies or Services Required.

At this time there are no other actions the Government can take to foster increased competition.

12. Contracting Officer’s Certification.

I certify that the data supporting the recommended use of other than full and open competition is accurate and complete to the best of my knowledge and belief.

Date

CG-9142 Contracting Officer, C5ISC

13. Technical/Requirements Personnel Certification.

I certify this requirement meets the Government’s minimum need and that the supporting data, which form a basis for this justification, are complete and accurate.

COR C5ISC/MSSPL/HRDS

Approval:

CG-9142 Contracting Officer, C5ISC