JOFOC_FAR_12_102(a)_HF_1.pdf

United States Department of the Interior

BUREAU OF LAND MANAGEMENT

Colorado State Office

Denver Federal Center Building 40 Lakewood, CO 80215 https://www.blm.gov

SOLE SOURCE (INCLUDING BRAND NAME) JUSTIFICATION AND APPROVAL

FOR ACQUISITIONS UNDER THE SIMPLIFIED ACQUISITION PROCEDURES

This document sets forth the justification and approval required by FAR 12.102(a).

1. Contracting agency and activity.

The Department of the Interior, Bureau of Land Management (BLM) – Colorado (BLM- COSO), Lakewood, CO, requests the Division of Support Services Branch of Business Services, Lakewood, CO, to contract on a sole-source basis.

2. Nature and/or description of action being approved

The Colorado State Office is seeking to sole source per FAR 12.102(a), via a firm fixed price Purchase Order for tracking software to a small business contractor under NAICS 541512, Computer Systems Design Services to: Efficient Business Systems, Inc. 26440 Las Alameda, Ste. 240, Mission Viejo, CA 92691.

3. Description of supplies or services.

To provide asset tracking software to track physical record files (Dockets) at the Colorado State Office, including labeling and the conversion of the older software files to the new version of the software. This contract will provide Records Administration – Dockets file tracking software to ensure proper care of BLM records.

4. Estimated dollar value.

This software is anticipated to cost $16,266 for the perpetual license, first year of support and maintenance, label software subscription and maintenance and the conversion of existing files to the updated software. There are four option years for the support and maintenance of the main software and the label software for $4066 per year for a total contract award of $32,530.

5. Statutory authority.

https://www.blm.gov/

_X___41 U.S.C. 1901 – Simplified acquisition procedures (use when the simplified procedures for purchases of property and services for amounts (1) not greater than the simplified acquisition threshold

____41 U.S.C 1903 – Special emergency procurement authority (applies when in support of a contingency operation as defined in section 101(a) of title 10 or to facilitate the defense against or recovery from nuclear, biological, chemical, or radiological attack against the United States).

6. Rationale supporting use of the authority stated in paragraph 5.

The Colorado State Office requires a contractor to provide asset tracking software to track physical record files (Dockets) at the Colorado State Office, including labeling and the conversion of the older software files to the new version of the software. This software ensures that records are maintained according to policy. The older version is no longer supported and if not upgraded, risk record loss. Currently, the records and old software is only available on an external flashdrive which increases the risk of loss and damage resulting in important mining, oil and gas, land records and more being untracked. Efficient Business Systems, Inc. is the sole source provider for access to the Sigosuite (File Tracking) software. No known potential alternative sources exist which could satisfy the BLM requirement at the same cost and pass IT Security requirements.

In conclusion, it is detrimental to the BLM, Colorado State Office that this software be purchased for the Colorado State Office for performance of duties to the BLM mission.

7. Other information.

N/A

8. The efforts to identify additional sources including the market research conducted.

. Market research conducted indicated that other file record software options were reviewed by Records staff. Others that met the needs were not approved by IT Security.

9. Future plans to permit competition.

BLM makes every effort to remove or overcome barriers to competition before any subsequent acquisition for the supplies or services required. Contracting Officers within the Colorado State Office will continue utilizing solicitation websites, Request for Information/Sources Sought, as well as other competitive procedures to promote full and open competition to the maximum extent practicable, when required.

10. The ordering activity Contracting Officer’s certification that the justification is accurate and complete to the best of the Contracting Officer’s knowledge and belief and evidence that the supporting data that form a basis for the justification have been certified as complete and accurate by technical/program personnel.

I certify that the facts and representations under my cognizance, which are included in this justification and which form a basis for this justification, are complete and accurate.

(Signature)_______________________________________ (Date)_____________________

(Type or Print Name): Heather Fonda Contracting Officer’s Representative

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

(Signature) _______________________________________ (Date)_____________________

(Type or Print Name): Eleanor Tippeconnie Contracting Officer

12. Reviewed/Concur/Approved by: (if applicable)

(Type or Print Name):

Chief of the Contracting Office

13. Competition Advocate Review and Approval: (if applicable

(Type or Print Name):

Bureau of Land Management Competition Advocate