LIMITED_SOURCES_JUSTIFICATION_AND_APPROVAL_-_NDF_2014.pdf

JUSTIFICATION AND APPROVAL

FOR LIMITED-SOURCES UNDER FAR 8.405-6

1. The Department of State, Office of Acquisition Management is conducting this acquisition to enhance the Bureau of International Security and Nonproliferation, Office of Nonproliferation and Disarmament Fund (ISN/NDF) Financial Information Management System (FIMS) to handle immediate requirements to include an interface that will automatically process Global Financial Management System (GFMS) obligations and expenditures records from a periodic extract file based on directions from the NDF Financial Staff. The goal of the interface is to maintain NDF Financial personnel knowledge and control of FIMS entries yet eliminate re-entry of GFMS data.

2. Brief nature and/or description of the procurement action being approved:

The purpose of this Justification and Approval (J&A) for other than Full and Open Competition is to award a new firm-fixed price task order, under the authority of the Multiple-Award Schedule Program, for the ISN/NDF

Financial Information Management System (FIMS) with an estimated value of $200,000. The period of performance (POP) will be for one year.

3. A description of the supplies or services required to meet the agency's needs:

The contractor will provide Information Technology (IT) services to establish an intake process of GFMS extract files to ensure FIMS remains reconciled with GFMS. These services will involve the following:

Objective 1

Objective 2

Task # Description

2.1 Provide remote Tier 1 support for FIMS users.

2.2 Provide on-site Tier 1 support for FIMS users.

Task # Description

1.1 To support current FIMS financial functionality

1.2 To support current FIMS project management

1.3 Assist NDF financial staff in conducting a baseline reconciliation of FIMS with GFMS financial data.

1.4 To research a replacement for Crystal Reports and deploy new recommendation.

2.3 Provide on-site FIMS classroom training as requested.

2.4 Coordinate support issues between Tier 1 and Tier 2 support

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

This limited sources award is being issued under FAR 8.405-6 (a)(1)(i)(B), only one source is capable of providing the services required at the level of quality required because the services are highly customized and specialized for the Department of

State, ISN/NDF.

5. A demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited.

NDF is comfortable that a secure and reliable application could be completed within a 1-year time frame if Acumen Solutions would be allowed to finish the integration between these two systems. The NDF comptroller is establishing a special link between Global Financial Management Systems

(GFMS) and the NDF FIMS system but without content field and database modifications this link to tracking funding will be inaccurate.

The incumbent vendor (Acumen) has designed, developed and implemented the custom FIMS application on the Force.com cloud-computing platform and has the expertise and personnel to carry out the enhancements and reconciliation within the required timeframe. The intent of the follow-on contract is to reconcile FIMS accounting data with GFMS.

The initial design for the FIMS interface that will automatically process GFMS obligations and expenditures has been started. There have been several delays in obtaining the extraction file from GFMS, which is needed to reconcile FIMS data.

Most of the roadblocks have been overcome and NDF is ready to move forward in completing the development of the conduit between both systems

6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable.

This requirement will be met utilizing federal supply schedule GS-35F-0287P

(GSA). FAR part 8 ordering procedures will apply. In accordance with FAR

8.404 (a), “ordering activities shall not seek competition outside of the Federal

Supply Schedules or synopsize the requirement”. As no other offeror other than the designer, developer and current implementer of the Financial

Information Management System (FIMS) is capable of performing the work within the required timeframe, no effort has been made to solicit any other source.

7. A determination by the Contracting Officer that the order represents the best value.

The Contracting Officer will employ various price analysis and negotiation techniques in establishing the price for this effort that will be fair and reasonable to the Government. Additionally, proposed rates from the vendor will be verified to be consistent or better than those currently offered in its GSA Federal Supply Schedule;

rates which have already been determined fair and reasonable in accordance with

FAR 8.404(d).

8. A description of the market survey conducted and the results or a statement of the reasons a market survey was not conducted.

No RFI notice has been posted. The NDF conducted market research with technology companies that specialize in database development with background using the Force.com platform. Based on an analysis of candidates located on the Internet only one candidate (Acumen Solutions) was found that could reconcile the two databases (GFMS and FIMS).

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

This action is in support of an Inspector General recommendation that the NDF develop and implement policies and procedures for reconciling financial data in the

FIMS to the financial data in the GFMS on a periodic basis, including requirements for documenting and reviewing the reconciliation.

Acumen Solutions Inc. has been the primary FIMS contractor and architectural engineer since 2009. They respond quickly to our congressional requirements to tracking funds. Without Acumen Solutions' assistance it would take another six months to a year for another contractor company to evaluate and deploy new software changes. This duplication of effort and delay would handicap our efforts to destroy Syria’s chemical weapons and significantly increase the government cost.

10. A listing of sources, if any, that expressed, in writing, an interest in the acquisition.

ISN/NDF conducted a market survey to determine if any other companies offered

SalesForce personnel capable of meeting the unique requirements if the ISN/NDF

FIMS. Only two companies, Acumen and ESS, expressed interested and provided a

GSA Schedule number.

11. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required. Include a statement that this J&A for other than full and open competition will be published on FedBizOpps in accordance with FAR

Section 6.305 within 14 days of award (or within 30 days if the J&A is for unusual and compelling urgency.)

The NDF will pursue a full and open competition in the future. This J&A for other than full and open competition will be published on FedBizOpps in accordance with

FAR 8.405-6(a)(2) within 14 days of award.