Justifications and Approval Records Management Sppt Svs- Redacted.pdf

Control No.

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES

FOR CERTAIN COMMERCIAL ITEMS

UNDER FEDERAL ACQUISITION REGULATION (FAR) 13.5

1. AGENCY AND CONTRACTING ACTIVITY: The Contracting Activity is the Department of Defense (DOD), Washington Headquarters Services (WHS), Acquisition Directorate (AD), Enterprise Security Services Directorate (ESSD). Requiring Agency is the Department of Defense (DOD), Washington Headquarters Services (WHS), Acquisition Directorate (AD)

2. DESCRIPTION OF ACTION: WHS AD requires a new contract issued in order to maintain continuity of service to configure and implement its DOD 5015.2 compliant Records Management Application (RMA). The anticipated period of performance is for one (1) twelve

(12) month base period. The period of performance will commence on September 28, 2020

3. DESCRIPTION OF SUPPLIES/SERVICES: In addition to sustainability service to upgrade the current environment to the current platform version 9.4 and integrate the Web Client interface, the most critical work is to restructure the existing body of stored contracts (over 450K) to match new Policy driven changes. This single task demands a deep and specific knowledge of ADs current RMA configuration and file structures.

Performance Periods Performance Period Dates Amount Base Period Sep 28, 2020 - Sep 27, 2021

4. AUTHORITY CITED: This action is under the procedures of under the procedures of Federal Acquisition Regulation (FAR) 13.5 under the authority of:

41 U.S.C. 1901, Simplified Acquisition Procedures 41 U.S.C. 1903, Special Emergency Procurement Authority

5. REASON FOR AUTHORITY CITED:

The statutory authority permitting other than full and open competition is the FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2.

WHSD/AD Records Management Support Services is currently performed by Tagence, Inc.

under contract HQ0034-17-C-0106, awarded on September 28, 2017. The objective of the contract was to configure a DoD 5015.2 compliant Records Management Application in response to the Presidential Directive on Records Management. Configuration of a Records Management Application also includes associated implementation focused on refining acquisitions record file structures and capabilities supporting records closeout and destruction.

WHS-2020-0255

In the process of implementation and configuration, inconsistencies in WHS/AD prior records management approach were identified and are incompatible with a formal Records Management Application (RMA). WHS/AD initiated an assessment of all current contract file indexes which produced a number of findings for which corrective requirements have now been developed and prepared for RMA implementation. Tagence, Inc. knowledge of WHS/AD current indexes, file structures and various business process, and Tagence’s proprietary alterations developed to remedy the inconsistencies are critical elements of implementation.

Moving to another vendor to address the complexity and sensitivity of the requirement set at this time may potentially destabilize the RMA environment and in a worst case scenario cause total work stoppage until resolved.

The sole source award will be issued as the most logical and cost effective strategy and solution to the Government which will avoid unacceptable delays in fulfilling the agency’s requirement and a potential gap in performance of critical services.

6. EFFORTS TO OBTAIN COMPETITION: On September 21, 2020, Washington Headquarters Services (WHS) Acquisition Directorate (AD) issued a “Notice of Intent to Sole Source” this requirement to Tagence, Inc. on beta.sam.gov. The Notice of Intent was posted for two days and closed on September 23, 2020. No vendors responded to the notice to challenge the sole source contract to Tagence, Inc.

7. FAIR AND REASONABLE COST DETERMINATION: The Government will make a determination of fair and reasonable pricing, using the procedures in FAR 13.106-3(a), Basis for award.

8. MARKET RESEARCH: Market research has been limited to the pre-solicitation “Notice of Intent to Sole Source” under the authority of 41 U.S.C. 1901 and FAR 13.501(a), “Sole Source Acquisitions.” under simplified acquisition procedures. This Notice was issued September 21, 2020 for 2 days. This notice did not result in any responses from vendors challenging this sole source effort.

9. ANY OTHER FACTS SUPPORTING THE USE OF SOLE SOURCE: There are no additional facts. A sole source contract to Tagence, Inc. is required to ensure continuity of support to obtain and implement a DOD 5015.2 compliant Records Management Application.

10. INTERESTED SOURCES: To date, no other sources have expressed an interest in writing.

11. ACTIONS TO INCREASE COMPETITION: The original contract was set up as a sole source given the intent of establishing RMA as an enterprise level resource. This new sole source contract is intended to continue this effort. Once an enterprise level resource is obtained, it is the Government intent to procure continual training, upgrades, and maintenance on a competitive basis. To that end, this effort is limited to a 12- month base period without options.

Is this acquisition for a non-competitive follow-on acquisition previously awarded on a non-competitive basis?

Yes. The actions to remove any barriers to competition cited on the previous justification were were not completed.

No. The original acquisition was conducted on a competitive basis.

Not Applicable. This is a new requirement.

CERTIFICATION

I, hereby, certify that the supporting data under my cognizance included in this justification are accurate and complete to the best of my knowledge and belief.