JOFOC_2_-_Rolling_Bay_-_Signed_August_2014.pdf

Justification for Other than Full and Open Competition

U.S. Department of Energy (DOE) Office of Science (SC)

Contract [xtension of Services for Information

Technology (IT) Support Services Under Contract

No. DE-ACO2-07ER35878 with Rolling Bay, LLC.

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

The current contract No. DE-ACO2-07ER35878 with Rolling Bay, LLC will expire September 30, 2014. The DOE Office of Science, Chicago Office (SC-CH) is requesting one, 2-month extension to the contract, until November 30, 2014.

Contract No. DE-ACO2-07ER35878 was awarded August 27, 2007, as anon-competitive award under the Small Business Administration (SBA) 8(a) Program authority, to Rolling Bay, LLC, an

Alaskan Native Corporation. The contract was awarded with aone-year base period and four one-yearoptions. The contract was further extended until March 31, 2014 under the SBA authority 13

CFR 124.514(a)(2). After March 31, 2014, Rolling Bay, LLC exceeded the size standard of $25.5

Million for NAICS code 541519 and the contract was further extended until September 30, 2014 under the authority 10 U.S.0 2304(c)(2), as implemented at FAR 6.302-2(a)(2).

The Rolling Bay, LLC contract is one of three prime IT support service contracts DOE SC currently has that support SC Chicago (SC-CH) located in Argonne, IL, SC Oak Ridge (SC-OR) located in Oak

Ridge, TN, and SC Headquarters (SC-HQ) located in Washington, D.C. and Germantown, MD. DOE

SC is currently in the process of changing how it provides IT and IT Management (ITM) services to

SC Federal staff and its support service contractors under the SC Information Technology

Modernization Project (SCITMP). Under the SCITMP, which is expected to be completed by May

2015, SC will operate under a new requirement to support its federated IT model with SC's Active

Data Center to be located in Oak Ridge, TN at the DOE SC-OR Federal building and its Passive Data

Center to be located in Argonne, IL at the DOE SC-CH Federal building, located on the Argonne

National Laboratory site. At the completion of the SCITMP, SC will have new requirements to support the SC enterprise IT services and applications that will strengthen its IT collaboration between SC-CH, SC-OR, and SC-HQ and gain efficiencies and cost savings by awarding one prime

IT Contract, servicing all DOE SC Federal offices.

Extenuating circumstances in the solicitation process for the new SC IT requirements were experienced, resulting in the solicitation for the new prime IT contract not being issued until

October 29, 2013. Request For Quotation (RFQ) No. DE-SC0005409 was issued as a small business set-aside, to small businesses under the GSA IT Schedule 70. The RFQ closed on January 6, 2014, and SC is currently working to finalize the consensus report and make a selection.

An additional 2-month extension to the Rolling Bay, LLC contract is now necessary to allow enough time to complete the selection process; as well as to maintain continuity of vital IT services by bridging the gap between the expiration date of the Rolling Bay, LLC contract, on

September 30, 2014, and the award of a new IT contract, which is targeted to be awarded by

September 30 2014and provide fora 45-day transition period upon which date the new SC IT contractor will assume full contract responsibility.

2. Description of the supplies or services required to meet the agency's needs.

DOE SC funds basic research to advance the scientific knowledge needed to provide new and improved energy technologies; to understand the health and environmental implications of energy production and use; and to maintain U.S. leadership in discovering the fundamental nature of energy and matter.

As part of its mission, DOE SC plans, constructs, and operates major scientific user facilities to serve researchers at universities, national laboratories, and industrial laboratories. DOE

SC sponsors thousands of research projects at hundreds of scientific institutions across the

United States, including investments in graduate research and education to ensure the next generation of highly capable scientists and engineers. The Under Secretary for SC serves as the principal scientific advisor to the Secretary of Energy in formulating the basic research policy of DOE. In this capacity, he provides independent reviews, analysis, and recommendations to the Secretary concerning a wide range of DOE activities. These activities include scientific consulting on national research and development strategies, plans and policies; budgetary priorities for SC and development programs; and policy issues to determine how to best accomplish the DOE science rnission at the multipurpose laboratories.

To assist the Under Secretary for SC in accomplishing the organizational mission, the Office of Business Policy and Operations (SC-45) provides a comprehensive Information Management (IM) program to assure the effective development and operation of all SC information systems in the areas of financial management, business management, management analysis, acquisition and financial assistance management, construction management, administrative services and human resource support; to assure adequate protection of all SC information assets and compliance with all Federal and DOE cyber security guidance; and to assure effective IM/Information Technology (IT) investment management through Enterprise architecture, appropriate measurement, reporting and validation processes; and, to assure expert SC representation in DOE wide IM/IT project teams.

The principal areas that require support under this contract are divided into four major categories:

1) SC-wide Enterprise Architecture

2) SC-wide Information Technology Capital Planning and Investment Control (CPIC)

3) SC Mission Specific Support

• Cyber Security

• Engineering and Application Development

• Independent Integration Testing/Quality Assurance

• Deployment/implementation

• SC Mission Specific Application Maintenance and Retirement

• SC Mission Specific Configuration Management

• SC Mission Specific Product and Service Lifecycle Management

• Other SC IM/IT and Program Services

4) SC IT Services Support

• Desktop/Laptop/Mobile Device and Media, Local and Wide Area Network

Operations

Support and Services

• Network Operations SC Headquarters Site Cyber Security

• Configuration Management

• Product and Service lifecycle Management

3. Identification of the statutory authority permitting other than full and open competition.

The statutory authority permitting other than full and open competition is 10 U.S.C.

2304(c)(2), as implemented at FAR 6.302-2(a)(2).

4. Demonstration of the unique qualifications of the proposed contractor or the nature of the action requiring the use of the authority.

The request to award a contract extension to Rolling Bay, LLC on anon-competitive basis is both urgent and in the best interest of the Government. Delay in the award of a contract extension with Rolling Bay, LLC would result in serious injury to DOE SC as there would be a lapse in vital IT support services which would essentially shut down the IT network at SC HQ and also severely impact the IT networks at SC-CH and SC-OR. The contract extension will serve to meet the Government's urgent and compering. requirements as the extension will bridge the gap in contract coverage and maintain continuity of SC IT network services which are vital to the daily operation and mission of DOE SC until the on-going, competitive procurement process for a new SC IT contract is completed and an award can be made. The new SC IT contract was solicited and will be awarded through the use of the competitive procedures at FAR 8.405-1(d). In accordance with FAR G.302-2(d)(1)(ii), the period of performance of the requested contract extension will not exceed one year, and is requested for 2 additional -months., It is vital that SC IT support services continue to be provided to

DOE SC Headquarters on an uninterrupted basis, as the SC IT network must continue to be supported in order for DOE SC Headquarters (Washington, D.C. and Germantown Maryland locations) to continue mission critical functions.

Given the unusual and compelling circumstances, award of the contract extension to Rolling

Bay, LLC is considered to be in the best interest of the Government.

5. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable, including whether a notice was or will be publicized as required by FAR Subpart 5.2 and, if not, which exception under 5.202 applies.

This request is for an Unusual and Compelling Urgency in accordance with FAR 6.302-2. This effort will be fora 2-month extension to provide vital IT contractor support until the contract for the new SC IT requirements is awarded and the 45- day transition period to the new SC IT contractor is completed. Since this action is for the purpose of putting in place a

2-month bridge contract modification while DOE SC cornpletes a competitive procurement, the Government has contacted no other source. To avoid a break in the continuity of vital 17 services, it is in the Government's best interest to request that the incumbent contractor, Rolling Bay, LLC, extend their current contract. The notice required to be publicized in accordance with FAR Subpart 5.201 will be posted to the GPE on http://www.fedbizopps.gov. This JOFOC will be also be made publicly available within 14 days after award of the contract modification, in accordance with FAR 6.305.

6. Anticipated dollar value of the proposed acquisition including options if applicable and a determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

DOE SC-CH intends to ask Rolling Bay, LLC to extend their contract for two (2) months. The cost of the 2-month extension will be approximately 59~OK. The extension will be executed under the existing contract type which is a Cost-Plus-Award-Fee contract. The contractor will continue to provide the same level of support using the existing staff; however, it is anticipated that costs will taper off the last month as work transitions from the incumbent contractor to the new SC IT contractor. Upon receipt of a cost proposal from Rolling Bay, LLC, a cost analysis will be performed to ensure that the final agreed to cost of fair and reasonable. In accordance with FAR 15.403-4(a), the contractor will be required to provide certified cost and pricing data which the Contracting Officer will analyze and evaluate in accordance with FAR 15.404-4(a) to determine and ensure costs are fair and reasonable.

7. A description of the market research conducted and the results or a statement of the reason market research was not conducted.

For the purpose of putting in place a two month extension in order to provide bridge contract coverage while completing a competitive procurement, the Government has contacted no other source. To maintain continuity of services and avoid a lapse in vital IT support services to DOE Headquarters, it is in the Government's best interest to have the incumbent contractor, Rolling Bay, LLC, extend the existing contract.

8. Any other facts supporting the use of other than full and open competition.

Citing the statutory authority at 10 U.S.C. 2304(c)(2), as implemented at FAR 6.302-2(a)(2), an unusual and compelling urgency exists to preclude full and open competition for the bridge contract and award anon-competitive contract extension under the existing contract with the incumbent contractor, Rolling Bay, LLC. Anon-competitive contract extension is determined to be essential and in the best interest of the Government in order to maintain continuity of vital IT services throughout the bridge contract period of performance. Failure to retain the current incumbent would result in harm to Government operations as set forth below:

The Rolling Bay, LLC contract directly provides IT services, as described in Section 2 of this document, to approximately 400 SC-HQ federal and contractor staff located both on and off-site. These services need to continue uninterrupted during the bridge period of performance, to avoid putting SC at risk. Examples include:

SC servers, which house the Office's data, must be managed and maintained. Cyber security requirements ensure that servers are patched and monitored, protecting data. Network operations and data center administrators ensure that servers run properly. Without the contract services, SC data and equipment would be left unprotected. SC would have to shut down these servers to protect the data, which would in essence bring to a stop all e-mail, data retrieval, applications access, remote access, and Internet services. SC workstations, personal digital assistant devices, laptops and tablets would be useless. All Federal and contractor staff would not be able to perform their jobs.

An additional risk with doing this is that once the servers and the environment are shutdown, they cannot be readily restarted. If shut down, even when the appropriate staff would be in place to commence the startup, it would still take considerable time and be very costly to bring everything up to full operations in a safe and correct manner.

• The Portfolio Analysis and Management System (PAMS), which helps facilitate the

SC mission of fully supporting both grants management and the National Lab project funding processes, runs on the SC servers. As with the other servers, SC would have no choice but to shut down PAMS, resulting in over 550 internal

Departmental users and over 13,800 external users not being able to perform their duties.

• The Financial Management Information System (FMIS), which is used by the SC

Office of Budget, is the main SC application used for budget formulation and execution. As this would also be off-line, the SC staff would not be able to perform their jobs and respond to requests from within the Department and external requests such as Office of Management and Budget (OMB).

• Routine business such as meetings and travel would be severely impacted as the means of facilitating and managing both are done via IT services, with the use of

Outlook calendaring and https://cge.concursolutions.com respectively. These types of services would either be off-line or inaccessible.

• The SC Support Center (helpdesk and deskside) together with inventory control, manage the SC assets, such as workstations, personal digital assistants, laptops and tablets. Part of this management requires monthly patching of these devices and inventory verification and tracking. Without the contractor IT support staff in place, these devices would be left open to compromise.

• Part of Product and Service Life-cycle management is the management of SC's hardware and software licenses and renewals. Without the contractor IT support staff in place, to help ensure that these licenses are coming due for renewal, SC would run the risk of not paying an outside vendor like a Microsoft, Hewlett-

Packard or Cisco on-time. DOE SC would be at risk of being delinquent in payments without this support in place, and also with no access to the Federal web applications that help facilitate these payments.

9. A listing of the sources, if' any, that expressed, in writing, an interest in the acquisition.

N/A.

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.

For the new SC IT requirements resulting from the SCIMPT described in item 1. above, DOE

SC issued a competitive, small business set-aside, Request For Quotation to small businesses under the GSA Information Technology Schedule 70.

Certification

The information contained in this Justification for Other than Full and Open Competition is certified accurate and complete to the best of my knowledge and belief.

~~r ~~ Kevin Campbel , nagement Specialist Date

Information Technology &Services Division

DOE Office of Science

Vasillios G. Kountouris, Director Date

Information Technology &Services Division

DOE Office of Science

~~ ~o /~ Marlene E. Martine ,Contracting Officer Date

Office of Acquisition and Assistance

DOE Office of Science, Chicago Office

Lesal Review r lames-P- uer nb rg, Lead Attorney-Advisor D to

Offi of Chi f Counsel — General Law Division

DOE Office of Science, Chicago Office

Approval

~la~iy Dennis Wilson, Support Division Director Date

Office of Acquisition and Assistance

DOE Office of Science, Chicago Office

Competition Advocate