JEFO_ORF_IWMS_OY4_Redacted_sam.gov.pdf

“Source Selection Information – see FAR 2.101 and 3.104”

1. Agency and Contracting Activity:

a. Agency:

Department of Health and Human Services (HHS), National Institutes of Health (NIH), Information Technology Acquisition and Assessment Center (NITAAC), Assisted Acquisition Services Branch

b. Requesting / Sponsoring Office:

National Institutes of Health (NIH) Office of Research Facilities (ORF) Portfolio Assessment and Reporting Branch (PARB)

Program Manager:

Kylash Ramesh kylash.ramesh@nih.gov 301-451-6682

c. Contracting Officer:

Kelly Lael U.S. Department of Health and Human Services (HHS) National Institutes of Health

(NIH)

Office of Logistics and Acquisition Operations

(OLAO)

kelly.lael@nih.gov 301-402-5683

2. Nature and/or description of the action being approved.

a. Acquisition Purpose and Objective

This request is to approve an increase in work for option year 4 of this task order.

The increase supports unplanned and unexpected needs to finalize the integrated workplace management system (IWMS).

b. Project Background

This task order is ongoing and was competed under NITAAC CIO-SP3 SB as a HUBZone set aside. The IWMS contract was originally set up with fully funded contract line items (CLINs) and multiple unfunded optional work CLINs to support estimated work. However, there were no unfunded optional CLINs in option period

4. Consequently, even though the task order included unfunded optional work in prior periods of performance prior, the prior options expired when the corresponding periods of performance expired. However, the task order absorbed

JUSTIFICATION FOR AN EXCEPTION TO FAIR OPPORTUNITY (JEFO)

FAR 16.505(b)(2)(i)(B) mailto:kylash.ramesh@nih.gov mailto:kelly.lael@nih.gov unexpected work and accommodated government wide initiatives and directives for covid, return-to-work and space management. Now, in the final year of performance, additional work is needed to finalize all phases in development and sustainment of the IWMS.

Periods of performance Period Start date End date Base 05/07/2021 05/06/2022 Option 1 05/07/2022 05/06/2023 Option 2 05/07/2023 05/06/2024 Option 3 05/07/2024 05/06/2025 Option 4 05/07/2025 05/06/2026

3. Description of the supplies or services required to meet the agency’s needs:

a. Project title.

OM ORF ORS Enterprise Cloud Platform, IWMS and IT Applications

b. Project description.

The IWMS has 3 phases live in production and continued sustainment work is required.

c. Requirement type.

Support services (non-research and development) Supplies/equipment Information technology (IT) Supplies X Information technology (IT) Services Other (specify):

d. Type of action.

New requirement Follow-on X Other (specify): Modification of existing task order

e. Proposed contract/order type.

Firm-fixed-price Other fixed-price (specify, e.g. fixed-price award fee, fixed price incentive fee) Cost Plus Fixed Fee Time and materials X Labor Hour Other (specify):

f. Acquisition identification number

Task order HHSN316201800050W 75N98121F00001

g. Total estimated dollar value and performance/delivery period.

The total increased amount to this task order is $2,512,300.00. To date

$17,839,395.28 has been obligated of the total task order amount of $22,875,472.22. If approved the new task order value would be $25,387,772.22.

Summary | Period of performance

Period of Performance Start Date End Date Total:

Option period four (new work)

Date modification signed

05/06/2026 $2,512,300.00

Total: $2,512,300.00

4. Identification of the justification rationale for exception to the fair opportunity process. The supporting rationale, including a demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the exception cited.

i. FAR 16.505(b)(2)(i)(B) Only one awardee is capable of providing the supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized.

ii. Nature of the acquisition and proposed unique qualifications of the contractor(s).

Masai Technologies was the only contract holder at the time of task order award and currently that can immediately provide a team of technical subject matter experts with the needed niche set of skills. These unique skills support the mix of legacy and current state technology that makes up the integrated workplace management system (IWMS).

NIH’s specific configurations and customizations have been made through labor hour support since the initial award in 2021. The IWMS is operated through a Nuvolo based Software as a Service solution. The contract holder’s expertise in both ServiceNow, Nuvolo and the development, sustainment and optimization of the ORF IWMS environment is not reasonably interchangeable with a new contract holder. The current contract holder has unique skills related to agile delivery of IWMS, Nuvolo Functional and Technical developers, Nuvolo Solution Architecture, ServiceNow Solution Architecture, Testing (i.e.

smoke, regression, end-to-end), and overall NIH facility management-oriented project and program management knowledge and capabilities. The contract holder has a premier partnership with Nuvolo which is an industry accolade based on these skill sets. The current published Nuvolo partnership is limited to 41 partners. The published partners webpage does not identify any CIO-SP3 SB GWAC contract holders.

The final period of performance is ongoing. Given this compressed time and unique circumstances to finalize the project, the current contract holder is the only contract holder with the unique skillset who can ensure the system complies with federal laws and policies.

The laws and policies directly impact the needed IWMS configurations and integration within overall ORF systems, including ORF business units, Maintenance, Construction, Capital Planning, and Space Management. The current contract holder is the only contractor who can do this work under these circumstances. No other contractors can fulfill this government need. Therefore, it is in the best interest of the government to increase the work of this task order.

The current contract holder contact information is:

MASAI TECHNOLOGIES CORPORATION

322 West Patrick Street, Frederick, Maryland 21701

5. Determination by the contracting officer that the anticipated cost to the Government will be fair and reasonable.

This task order already has established labor categories and fair and reasonable prices. This additional work is technically identical to the current scope. The additional work is being added as a new CLIN. Based on a government work statement, the contracting officer will seek a priced technical solution. The task order in time and material; the additional work will be negotiated as a labor hour CLIN. The price will be evaluated and compared against the government estimate, historical pricing and similar market prices for similar labor categories.

6. Any other facts supporting the justification.

Given the large volume of NIH facilities and organizations and a large volume of business process and complex data that is housed in the IWMS, there is a substantial learning curve. Onboarding a new contract holder would require substantial time and would create a risk in lapse of service.

These business processes and data include customer-request maintenance work orders, repairs, preventative maintenance, work rounds, utility shutdown requests, approvals, and notifications, construction projects, candidate projects, conceptual cost estimates, funding adjustment submissions, facility condition assessments, deficiencies, etc. The IWMS system must operate 24 hours a day, 7 days a week, 365 days a year (24/7/365) as a mission critical NIH system because it directly supports the NIH facilities that are operated and maintained 24/7/365.

Support for the IWMS ensures that there is no interruption of NIH wide space management system. The ability to satisfy and finalize the project require contractor resources to develop, sustain and migrate remaining data. This work is time sensitive as the work must be completed in the final period of performance to ensure a fully operational system. The task order is currently in progress and while this additional work does exclude fair opportunity, it is most efficient and economical to the government to finalize its investment and add about 9% to the total award amount.

7. Statement of the actions, if any, the agency may take to remove or overcome any barriers that led to the exception to fair opportunity before any subsequent acquisition for the supplies or services is made.

This project will be finalized in this period of performance therefore there is no expected future work.

8. Program Office Certification.

This is to certify that the portions of this justification that have been developed by the undersigned program office personnel, including supporting information and/or data verifying the Government�s minimum needs, schedule requirements and other rationale for other than full and open competition, are accurate and complete.

Official Name & Title Signature Date

Contracting Officer�s Representative

Officer�s Representative Supervisor

9. Contracting Officer Certification.

This is to certify that the justification for the proposed acquisition has been reviewed and that to the best of my knowledge and belief the information and/or data provided to support the rationale and recommendation for approval is accurate and complete.

Officer

Kelly Lael

Clark Sr -s Date:

-04'00'

10. Chief of the Contracting Office and Head of the Contracting Activity signature(s).

Chief of the

Office

Ricky Clark, Director, NIH Information Technology Acquisition and Assessment Center

Ricky L.

Digitally signed by Ricky L. Clark Sr-S

2025.06.20

Head of the

For Olga M. Acosta Head of the Contracting

08:16:22-04'00'

Activity Activity TIFFANY D. Digitally signed by TIFFANY

D. CHADWICK -S

Director of Office of Acquisition and Logistics Management, OM, NIH

11. Competition Advocate si2nature.

CHADWICK -S Date: 2025.07.03 09:10:16

Official Competition

Name & Title Dr. Kathryn Partin

Signature Date

Advocate Director of Research Integrity, National Institutes of Health

Kathryn M.

Partin -S

Digitally signed by Kathryn M. Partin -S Date: 2025.07.03 10:28:58 -04'00'