Single Source Justification for FAR 13 Simplified Acquisition Procedures_Tyler Federal.pdf

SINGLE SOURCE JUSTIFICATION FOR FAR SUBPART 13.106-1(b)

TO: Megan Strembitsky, Contracting Officer, M/OAA/IPI

FROM: Kamisha Kellam, OCR/SPO

SUBJECT: Approval for Single Source Justification for FAR 13.106-1(b)

1. Purpose: The purpose of this document is to document the circumstances for soliciting from a single source in accordance with FAR Subpart 13.106-1(b).

2. Authority: FAR Subpart 13.106-1(b) states when soliciting from a single source “for purchases not exceeding the simplified acquisition threshold, contracting officers may solicit from one source if the contracting officer determines that the circumstances deem only one source reasonably available.”

3. Description of the supplies or services required, estimated value, and justification: In accordance with FAR 13.106-1(b), it has been determined that one source is reasonably available to provide the USAID/Office of Civil Rights and Diversity software that provides tracking, management, and reporting services in accordance with EEOC's MD 110. The USAID/Office of Civil Rights and Diversity requires proper handling of Equal Employment Opportunity (EOP) complaints of discrimination cases, including documenting, tracking, quality review, and reporting on various data elements in a variety of formats. Tyler Federal is uses Entellitrak. Entellitrak is an Internet-based application and provides complaint tracking, management, and reporting in accordance with EEOC's MD 110. Tyler Federal’s Reasonable Accommodation software solution helps and has been helping USAID manage key processes while making sure each person’s needs are efficiently met and tracked in a secure environment. This Entellitrak software is essential to USAID being compliant with federal regulations.

Estimated value.

The estimated value for this sole source contract is $1,080,415.39.

Justification for this request is as follows clearly describe and provide a clear explanation of the circumstances that only source is reasonably available to provide the required services.

Tyler Federal has met all USAID compliance requirements and has undergone a comprehensive security process with USAID’s CIO office to ensure the integrity of the system. In addition, the Office of Civil Rights and Diversity just spent ~$400K and 15 months to configure for their business processes, ingest prior system data, test, train users on, and undergo the Security Assessment and Authorization process to gain an Authority to Operate from the CIO. Furthermore, market research conducted determined that although there are other companies that have the software, they are pass through entities. This would cause unreasonable delays to the government and would be costly. Pursuing a contract with any company besides Tyler Federal would cause USAID to be non-compliant with federal regulations as it would take over a year to conduct testing and get the software up and running. The current contract with Tyler Federal is set to expire on 9/29/2024.

4. Technical or requirement personnel certification: Based on the above, I hereby certify that the technical statements included above, and which form a basis for the justification are complete and accurate and your approval is requested.

Kamisha Kellam, Technical Office Representative Date

5. Contracting Officer determination: I determine that the justification is accurate and complete, and the circumstances of the contract action deem only one source reasonably available.

Megan Strembtisky, Contracting Officer Date