Justification and Approval for Sole Source.pdf

Justification and Approval for Sole Source Acquisition Under the Test Program for Commercial Items for Acquisitions Over $250K

1. Identification of the agency and contracting activity.

a. Federal agency and contracting activity. HHS/NIH/NCI

b. Sponsoring organization. OD/OM/OSFM

c. Project Officer information.

Project Officer name.

Mailing address.

9609 Medical Center Drive Rockville, MD 20852

E-mail address.

Telephone number.

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

a. Acquisition purpose and objectives. The objective of this project is to update the current on-premise installation of Planon ProCenter to the latest version, incorporating the current Frederick satellite campus system into the NCI standard Planon system and obtain annual maintenance services to maintain the functionality of this state-of-the-art Computer Aided Facility Management (CAFM) system. The upgrade and maintenance is necessary to increase the functionality of ProCenter, improve the stability and security of ProCenter, and to maximize compatibility with Planon Mobile Field Services

b. Project background. The NCI Office of Space and Facilities Management implemented the Planon ProCenter software system for its space management, maintenance management, and move coordination needs approximately 4 years ago. This decision was based on market research of five comparable systems and based on a pre-determined performance matrix. The process took approximately 12 months to conclude that Planon was determined to be the best value for the government. Since the selection was made, a considerable amount of operating funds and staff time has been dedicated to the implementation effort. The process included the transfer of over a million square feet of space located on two separate campuses from the obsolete system to Planon which took 24 months.

needs (including the estimated value).

a. Project title. Procurement of Computer Aided Facility Management (CAFM) Software System Support, Maintenance and Customization Services.

b. Project description.

(SOW)

Requirement type.

Research & development (R&D) R & D support services Support services (non-R&D) Supplies/equipment Information technology (IT) Construction Architect-engineer (A & E) services Design-build Other (specify): ____________________

Type of action.

New requirement Follow-on Other (specify): ______________________

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 Other cost reimbursement (specify, e.g., cost-plus-award-fee, cost-plus-incentive-fee): ___________ Time and materials Indefinite delivery (specify whether indefinite quantity, definite quantity, or requirements): IDIQ Other (specify): ___________ Completion Form Term form

Acquisition identification number. 75N91020Q00078

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

Base Period:

Option Period 1:

Option Period 2:

Option Period 3:

Option Period 4:

Total:

IDIQ Ceiling:

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

This acquisition is conducted under the authority of 41 United

States Code (U.S.C.) 253(c)(__) as set forth in Federal Acquisition Regulation (FAR) 6.302- __modified to reflect that the procedures in FAR subpart 13.5.

This acquisition is conducted under the authority of FAR subpart

13.5 in accordance with 41 U.S.C. 1901 or 1903.

5. Demonstration that the proposed contractor(s) unique qualifications or the nature of the acquisition requires use of the authority cited.

a. Name and address of the proposed contractor(s).

Planon Corporation 45 Braintree Hill Office Park Suite 400 Braintree, Massachusettes 02184

b. Nature of the acquisition and proposed unique qualifications of the contractor(s). NCI OSFM implemented the Planon ProCenter Integrated Workplace Management System (IWMS) for its space management, maintenance management, and move coordination needs approximately 4-years ago. This system is now used to maintain and track all real property, and to provide information to NCI senior leadership and NIH portfolio management personnel.

Due to the unique security requirements of NCI IT infrastructure, updates and maintenance to the system must be pushed directly by the OEM.

Planon Corporation is the only entity in North America authorized to make changes to and to provide Planon software and services. Planon does not partner with authorized resellers and does not allow software to be a reassigned or transferred by third-parties.

New software and updates must be compatible in all aspects with existing systems, and the Planon ProCenter IWMS is not compatible with any other system. Replacing this system with a comparable system would lead the NCI to incur significant time to reach full functionality, administrative, and financial costs and not be in the best interests of the Government.

6. Description of the efforts made to ensure that offers are solicited from as many potential sources as practicable. Indicate whether a FedBizOpps notice was or will be publicized as required by FAR Subpart 5.2 and, if not, which exception under FAR 5.202 applies. The Contracting Officer will issue a sole-source Notice of Intent/Special Notice on the Governmentwide Point of Entry (GPE), beta.sam.gov in accordance with FAR Part 5.2. Any quotes, proposals, and/or capability statements received shall be considered solely to determine whether to conduct a competitive procurement.

7. Determination by the Contracting Officer that the anticipated cost/price to the Government will be fair and reasonable. The NCI program office was derived using informal vendor quotes acquired through the market research phase. The NCI Contracting Officer will consider this IGE, as well as previous purchase order pricing as the determining factors for price reasonableness.

Based on the market research, there is sufficient reason to believe that the price will be fair and reasonable. A final determination will be made prior to award.

7. Description of the market research conducted (see FAR Part 10) and the results, or a statement of the reasons market research was not conducted.

requested services, as well as informal quotes obtained from the OEM. The Contract Specialist conducted an informal search for authorized resellers.

The Contract Specialist considered market research from related procurements, including 75N91020P00275. Market research conducted prior to award of this purchase order identified only one capable source.

One authorized partner of the original publisher was found as part of market research, . While is an authorized partner of Planon and is able to assist in the implementation of Planon Software, they are not able to alter, customize, or maintain the software. They are unable to supply or perform at least 51% of the anticipated dollar value of this requirement, as the OEM provides all updates and maintenance for the software.

The Contract Specialist also posted a special notice/notice of intent to the governmentwide point of entry (GPE) beta.SAM.gov on 8/10/2020 with a close date of 8/17/2020.

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

Conducting this procurement via full and open competition would result in the original IWMS system took approximately 12-months to complete. Following award, it took an additional 24-months to transfer data from the existing facilities management systems to the Planon ProCenter IWMS. Replacing the current system with a new system procured through full and open competition would take an additional 1-3 years to reach full functionality.

10. Listing of sources, if any, that expressed, in writing, an interest in the acquisition. One source has expressed interest in this acquisition:

However, the Government intends to issue a sole-source notice of intent on the GPE to allow interested parties an opportunity to submit quotes, proposals, and/or capability statements.

11. Statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the required supplies or services. The NCI/OSFM anticipates that the needs of this requirement will be met successfully as a result of this award. In the event that additional supplies/services are required, OSFM and the NCI Contracting Officer will conduct market research to determine if the current commercial environment and technological advances have changed; if procuring these services through a competitive solic available to provide the required supplies and services.