JustificationApproval_SHOP-PR-25-001075_v2_Redacted.pdf
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- Attached to
- Notice of Intent to Sole Source
- Solicitation number
- SHOP-PR-24-001075
About this file
This Justification for Other than Full and Open Competition document details the Federal Bureau of Investigation's (FBI) intention to sole-source a contract for Chicago Soft's IT Operations Management Software in support of the National Crime Information Center (NCIC). The contract is a firm fixed-price new agreement with a base period from July 2025 to June 2026 and four additional one-year option periods through June 2030, covering software licensing for multiple MIPS (Millions of Instructions Per Second) configurations.
The FBI determined Chicago Soft is the only vendor that can meet their specific requirements, after researching alternative solutions like IBM's LookAt Software and SYSHELP/ISPF HELP facilities. While these alternatives provide some functionality, they do not offer the comprehensive database and cross-referenced information of Chicago Soft's MVS/QuickRef. The solicitation indicates the agency plans to transition to a new product in the future and intends to pursue maximum competition in subsequent procurements. Interested parties were invited to submit capability statements demonstrating potential competition by June 11, 2025, though the government retains sole discretion in making the final procurement decision.
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Last Updated Jun 04, 2025, 05:03 PM UTC
UNCLASSIFIED
UNCLASSIFIED
FEDERAL BUREAU OF INVESTIGATION
0163-FY25 - Chicago Soft - NCIC Q3
Requisition Number: SHOP-PR-25-001075
Division(s): Criminal Justice Information Service Division
Justification for Other than Full and Open Competition
Nature and/or description of the action being approved
The Federal Bureau of Investigation's CRIMINAL JUSTICE INFORMATION SERVICE DIVISION requires the following product (s)/service(s):
IT Operations Management Software
In support of National Crime Information Center (NCIC)
Contract Type
New contract/agreement; Firm Fixed Price
Statutory authority permitting restricted (other than full and open) competition
The Federal Bureau of Investigation’s selected statutory authority which permits restricted (other than full and open) competition for this requirement is listed below.
41 U.S.C. 3304(a)(1), FAR 6.302-1 — Only One Responsible Source (Brand Name Specification)
Unique qualifications of the proposed contractor or the nature of the action requiring the use of the authority
The Federal Bureau of Investigation’s qualification of the selected statutory authority which permits restricted (other than full and open) competition for this requirement is stated below.
41 U.S.C. 3304(a)(1), FAR 6.302-1 — Only One Responsible Source (Brand Name Specification)
Unique qualification(s) application:
There is a reasonable basis to conclude that the agency’s minimum needs can only be satisfied by unique supplies or services available from only one source or only one supplier with unique capabilities.
Unique qualification(s) details:
NCIC researched the market to find alternatives and similar manufacturers to Chicago Soft. The research yielded two manufactures that were similar to Chicago Soft.
NCIC identifies IBM's LookAt Software. LookAt Softwre is a free tool that provides access to IBM message explanations and can serve as a partial replacement for QuickRef, especially for sites that do not have QuickRef installed. However, Chicago Soft's MVS/QuickRef offers a highly curated and extensive database, including not only IBM messages and codes but also a wide range of third-party and ISV product documentation. Most alternatives, such as IBM LookAt or vendor-specific documentation, are limited in scope and may not cover the breadth of products or provide the same depth of cross-referenced information.
NCIC also identified The SYSHELP DD statement and ISPF HELP facilities on z/OS. This software provides online help for TSO commands, ISPF panels, and some utilities, which can be used for quick reference within the mainframe environment. SYSHELP /ISPF HELP is typically limited to TSO commands, ISPF panels, and some IBM utilities. They do not cover the extensive array of ISV products, error codes, or provide consolidated troubleshooting advice like MVS/QuickRef does.
As mentioned above, Chicago soft is the only product that can meet the needs of the FBI.
Description of efforts made to ensure that offers are solicited from as many potential sources as is practicable
The Federal Bureau of Investigation’s efforts made to solicit offers among as many sources as practicable is described below.
Sources Sought Notice via SAM.gov (or otherwise)
The intent to sole source will be posted on SAM.gov
Anticipated dollar value of the proposed acquisition and determination by the contracting officer that the anticipated cost to the government will be fair and reasonable
The Federal Bureau of Investigation's methodology which supports the determination of fair and reasonable cost to the Government is provided below.
Market Research (including an Independent Government Cost Estimate)
Chicago Soft provided the following pricing with a base year and one option year.
It was determined after market research was conducted via the internet as well as GSA Advantage, that Chicago Soft is the sole source provider for maintenance and support for these software products.
License number / sizeBase Year (2025)Option Year 1Option Year 2Option Year 3Option Year 4#3 / 4211 MIPS
Description of the market research conducted and the results
The Federal Bureau of Investigation’s description of the market research technique(s) it employed to determine the necessity of restricted (other than full and open) competition is provided below.
Contacting knowledgeable individuals in Government and industry regarding market capabilities to meet requirements.
A subject matter expert within the government was consulted and it was determined that Quick Ref/MVS is solely provided by Chicago Soft. Based on communication with the vendor it was determined that they are the only seller and maintainer of this software.
Other
NCIC researched the market to find alternatives and similar manufacturers to Chicago Soft. The research yielded two manufactures that were similar to Chicago Soft.
NCIC identifies IBM's LookAt Software. LookAt Softwre is a free tool that provides access to IBM message explanations and can serve as a partial replacement for QuickRef, especially for sites that do not have QuickRef installed. However, Chicago Soft's MVS/QuickRef offers a highly curated and extensive database, including not only IBM messages and codes but also a wide range of third-party and ISV product documentation. The alternatives, such as IBM LookAt and SYSHELP /TSO HELP, are limited in scope and may not cover the breadth of products or provide the same depth of cross-referenced information.
UNCLASSIFIED
SYSHELP/TSO HELP is native to ISPF/TSO commands that provide online help for TSO commands and JCL. This software provides online help for TSO commands, ISPF panels, and some utilities, which can be used for quick reference within the mainframe environment. SYSHELP/ISPF HELP is typically limited to TSO commands, ISPF panels, and some IBM utilities. They do not cover the extensive array of ISV products, error codes, or provide consolidated troubleshooting advice like MVS/QuickRef does.
As mentioned above, Chicago soft is the only product that can meet the needs of the FBI.
Other facts supporting the use of restricted (other than full and open) competition
The Federal Bureau of Investigation’s description of additional facts which support the use of restricted (other than full and open) competition is provided below.
CJISD and NCIC plan to transition to a new product before the expiration of this proposed contract. This contract shall extend the services to prevent a lapse in services until a replacement is found. The government shall pursue the maximum competition practicable during the next re-compete.
Listing of any sources that expressed a written interest in the acquisition
The Federal Bureau of Investigation’s listing of interested sources is provided below.
This requirement was not publicly synopsized. As such, no other sources have expressed an oral or written interest.
Statement of any actions the agency may take to remove or overcome any barriers to competition if subsequent acquisitions are anticipated
The Federal Bureau of Investigation’s planned and/or executed actions to remove or overcome competitive barriers for subsequent acquisitions are described below.
A competitive procurement is planned in the future.
A competitive procurement is planned in the future as NCIC is planning to refresh the technology. The next procurement shall be under competitive circumstances.
Description of the products and/or services required to meet the agency’s needs
The Federal Bureau of Investigation’s description of the requirement which meets its needs is listed below.
Products
Base Period: 2025-07-01 to 2026-06-30
Option Period 1: 2026-07-01 to 2027-06-30
UNCLASSIFIED
Option Period 2: 2027-07-01 to 2028-06-30
Option Period 3: 2028-07-01 to 2029-06-30
Option Period 4: 2029-07-01 to 2030-06-30
Services
Base Period: 2025-07-01 to 2026-06-30
Quantity Unit Price Line Total
#3 / 4211 MIPS (list) 1 Each
Quantity Unit Price Line Total
#1 / 3915 MIPS(20% disc) 1 Each
Quantity Unit Price Line Total
#2 / 3915 MIPS (20% disc) 1 Each
Option Period 1: 2026-07-01 to 2027-06-30
Quantity Unit Price Line Total Esc. Rate
#3 / 4211 MIPS (list) 1 Each %
Quantity Unit Price Line Total Esc. Rate
#1 / 3915 MIPS(20% disc) 1 Each %
UNCLASSIFIED
Quantity Unit Price Line Total Esc. Rate
#2 / 3915 MIPS (20% disc) 1 Each %
Option Period 2: 2027-07-01 to 2028-06-30
Quantity Unit Price Line Total Esc. Rate
#3 / 4211 MIPS (list) 1 Each %
Quantity Unit Price Line Total Esc. Rate
#1 / 3915 MIPS(20% disc) 1 Each %
Quantity Unit Price Line Total Esc. Rate
#2 / 3915 MIPS (20% disc) 1 Each %
Option Period 3: 2028-07-01 to 2029-06-30
Quantity Unit Price Line Total Esc. Rate
#3 / 4211 MIPS (list) 1 Each %
Quantity Unit Price Line Total Esc. Rate
#1 / 3915 MIPS(20% disc) 1 Each %
Quantity Unit Price Line Total Esc. Rate
#2 / 3915 MIPS (20% disc) 1 Each %
UNCLASSIFIED
Option Period 4: 2029-07-01 to 2030-06-30
Quantity Unit Price Line Total Esc. Rate
#3 / 4211 MIPS (list) 1 Each %
Quantity Unit Price Line Total Esc. Rate
#1 / 3915 MIPS(20% disc) 1 Each %
Quantity Unit Price Line Total Esc. Rate
#2 / 3915 MIPS (20% disc) 1 Each %
Other Direct Costs (ODCs)
This contract will allow for the purchase of services or goods classified as other direct costs (ODC) as identified herein. Any ODCs not documented in advance of contract award will require written approval by the FBI contracting officer (CO) prior to the purchase. Requests for approval must specifically identify the services or goods to be procured and the estimated price of each.
Justification is required for all ODCs that demonstrate that the goods or services to be purchased are in direct support of the contract. Invoices submitted for payment that include ODCs must specifically identify the services or goods purchased and break out in detail the costs associated with the ODCs. Invoices containing ODCs not listed in the contract or identified and approved by the CO in advance of billing will be treated as improper invoices and will not be paid. Similarly, invoices that include ODCs listed in the contract but fail to specifically identify them and elucidate the costs in detail, will be treated as improper and will not be paid.
Base Period: 2025-07-01 to 2026-06-30
Option Period 1: 2026-07-01 to 2027-06-30
Option Period 2: 2027-07-01 to 2028-06-30
Option Period 3: 2028-07-01 to 2029-06-30
Option Period 4: 2029-07-01 to 2030-06-30
UNCLASSIFIED
SignedContracting Officer's Unit Chief
SignedContracting Officer's Team Lead
SignedContracting Officer (CO)
SignedProgram Manager/Project Manager /Technical POC
Signature StatusNameTitle
Required Signatures
05/14/2025 01:03 PM UTC
05/15/2025 12:16 PM UTC
05/15/2025 12:16 PM UTC
06/03/2025 10:11 PM UTC
File details come from the government source that posted it. Updated .