JandA_Mailroom_WTS_Redacted.pdf

CUI//SP-PROCURE//FEDCON

Control Number:

JUNE 2025

Acquiring the Quadient WTS is the only viable solution to ensure immediate, seamless compatibility with the OMDC's existing proprietary Quadient hardware footprint (including signature pads, scanners, and mail management infrastructure). Utilizing Quadient, an established provider with pre-existing, authorized network configurations across military installations, guarantees uninterrupted mail accountability, zero data integration risk, and strict adherence to the Military Postal Services Procedures Manual (MPM) Section 1(j). Attempting to procure and integrate an alternate, non-compatible third-party software solution would require a complete, highly costly replacement of the entire hardware ecosystem, resulting in unacceptable technical incompatibility and severe operational disruption.

a. Background: According to the Military Postal Services Procedures Manual (MPM) Section

1(j), the Military Services and their agencies bear strict responsibility for the security and accountability of official mail, postal property, and effects. This mandate requires organizations to maintain rigorous quality controls to prevent loss, theft, tampering, or compromise.

The USSOUTHCOM Official Mail and Distribution Center (OMDC) currently utilizes a legacy package tracking system that has exceeded its lifecycle, causing frequent system instabilities, program failures, and daily reboots that disrupt mail processing operations. To restore stable operations, maintain a secure paperless tracking environment, and ensure continuous compliance with MPM Section 1(j), a reliable, modern Commercial-Off-The-Shelf (COTS) replacement is required.

The OMDC's existing mail room infrastructure is built upon a proprietary Quadient hardware framework. Quadient Inc. is an established government provider with active GSA Contract #47QSMA20D08QV. Procuring Quadient’s proprietary WTS software provides the only direct, authorized pathway to restore operational reliability while fully utilizing the Government's existing hardware investment.

b. Alternatives: If the sole source justification is not approved, the Government would need to pursue an open competition to fulfill the requirement for a complete package tracking solution, including the central tracking software, wireless barcode scanners, mobile delivery devices, and countertop signature pads. This process would involve soliciting, testing, and evaluating technical proposals from multiple commercial vendors, which would significantly increase the administrative burden, extend the procurement lead time, and require additional man-hours to complete.

An open competition would also necessitate transitioning to a completely new hardware and software ecosystem if a vendor other than Quadient is selected. This transition would require all new devices to be provisioned, secure data environments to be reconfigured, and all Official Mail and Distribution Center (OMDC) personnel to be thoroughly retrained. This overhaul would impose a substantial logistical burden on the facility. Additionally, the time required to implement and troubleshoot an untested system would result in critical operational downtime. This lapse in tracking connectivity would severely disrupt mission-critical daily mail operations, leaving the facility unable to maintain the strict chain-of-custody and accountability mandates required by the Military Postal Services Procedures Manual (MPM) Section 1(j).

JUNE 2025

c. Impact if not approved: If this sole-source justification is not approved, the Official Mail and Distribution Center (OMDC) at the United States Southern Command (USSOUTHCOM) will face severe operational and regulatory consequences:

• Prolonged Exposure to System Failures: The United states southern command

(USSOUTHCOM )OMDC will be forced to continue operating an obsolete, failing legacy tracking system that requires multiple disruptive reboots daily to process routine operations while awaiting a lengthy open-market competition.

• Operational Bottlenecks: Maintaining a degraded system will result in extensive processing delays, leading to unacceptably slow service and long wait times for personnel picking up packages at the USSOUTHCOM OMDC receiving windows.

• Compromised Chain-of-Custody: Any extended system downtime or outright software crash during a delayed procurement cycle will compromise the station's ability to accurately log, track, and secure inbound packages. This loss of visibility increases the immediate risk of mail loss, theft, or tampering.

• Regulatory Non-Compliance: Ultimately, a lapse in secure tracking capabilities will place the facility in direct violation of the strict accountability and mail security mandates established in the Military Postal Services Procedures Manual (MPM) Section 1(j) at a critical Combatant Command headquarters.

7. Efforts to Obtain Competition: In accordance with RFO FAR 12.102 and FAR 8.405-6, market research was conducted to identify potential alternative commercial-off-the-shelf (COTS) package tracking systems. While alternative commercial tracking software packages exist on the open market, none can interface with the Government's existing, fully operational proprietary Quadient peripheral hardware footprint (including signature pads, barcode scanners, and docking stations).

A review of GSA Advantage and available Government-Wide Acquisition Contracts (GWACs) confirmed that is the sole provider of the proprietary Web Tracking Services (WTS) software required to utilize our existing infrastructure. Introducing any other software would require a complete, highly inefficient replacement of all physical mailroom scanning and signature hardware, resulting in a substantial duplication of cost and unnecessary technical risk. Therefore, competition was restricted to Quadient Inc. as they are the only source capable of satisfying the Government's unique technical and integration requirements.

8. Actions to Increase Competition: Implementing actions to increase competition for this requirement is not feasible. Transitioning away from the Web Tracking Services (WTS) to an alternate software from other providers would introduce severe data incompatibility, require the complete replacement of existing hardware, and cause critical operational downtime.

Because Quadient is an established, proven provider across multiple military installations, utilizing their standard commercial system is the only feasible method to guarantee uninterrupted mail accountability, maintain compliance with the Military Postal Services Procedures Manual (MPM), and ensure zero operational downtime.

9. Market Research: Market research indicates that the required Web Tracking Services (WTS) qualifies as a commercial item, as it is a Commercial-Off-The-Shelf (COTS) product customarily used by the general public and has been sold, leased, or licensed in the commercial marketplace.

JUNE 2025

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

13. Fair and Reasonable Cost Determination: I hereby determine that the anticipated price/cost to the Government for this contract action will be fair and reasonable in accordance with RFO FAR 12.102(a).

The basis for this determination includes:

1. Comparison to Established Pricing: Quoted pricing will be compared directly to the pre-negotiated rates in Quadient’s GSA Contract (#47QSMA20D08QV). The Contracting Officer will verify that the proposed pricing does not exceed these established Schedule rates and will seek additional discounts from the published catalog prices.

2. Independent Government Cost Estimate (IGCE): In accordance with the DoD Class Deviation 2014-O0011 to FAR RFO 8.401 (which clarifies that the ordering activity contracting officer is responsible for making a determination of fair and reasonable pricing when using Federal Supply Schedules), the anticipated cost will be compared against the Independent Government Cost Estimate (IGCE). This estimate was developed based on historical pricing data, previous lifecycle costs of the legacy tracking system, and current market research for comparable COTS logistics software.

3. Market Research & Industry Standards: Market research confirms that the pricing offered by Quadient is consistent with industry standards. The cost falls within the competitive range of commercial market prices for comparable COTS package-tracking software and ruggedized peripheral hardware

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