J A_WEB_EOC_CIMS_erh.pdf

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JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

WEB EOC Crisis Incident Management System (CIMS)

FAR 13.501(a)(1)(ii), Sole Source Acquistions

Upon the basis of the following justification, I, as the Contracting Officer hereby approve this justification in accordance with FAR 13.501(a)(1)(ii). The procedures in FAR subpart 13.5 were used in accordance with 41 U.S.C. 1901.

1. Requiring Agency and Contracting Office:

Requiring Agency:

Pentagon Force Protection Agency (PFPA) Scientific and Technology Office (STO) 9000 Defense Pentagon Washington, DC 20301

Contracting Activity:

Washington Headquarters Services/Acquisition Directorate (WHS/AD) 1225 South Clark Street Arlington, Virginia 22202

2. Nature and/or Description of Action being approved:

The purpose of this acquisition is award a Firm-Fixed Priced (FFP) contract to Intermedix Corporation dba ESI Acquisition, Inc., for WebEOC Software licenses, training, and support.

3. Description of the supplies or services required to meet the agency’s needs (including estimated value):

WebEOC is used to provide a collaborative environment for incident management personnel to instantly share critical information during an incident and provide a common operating picture as the situation warrants per PFPA plans and procedures. WebEOC facilitates collaboration with PFPA’s Federal, state, and local emergency management and mission partners. WebEOC has been adopted by 41 out of 50 U.S. states by their Statewide emergency management agency or public health departments. Moreover, PFPA’s principle mission partners in the National Capital Region (NCR) including Arlington County, Fairfax County, the District of Columbia, and numerous DoD installations use WebEOC. The National Capital Region (NCR) has adopted WebEOC and WebEOC Fusion, which allows interoperability between PFPA and NCR for regional information sharing, situational awareness, and cross-jurisdictional incident management.

PFPA is requesting the following software:

• WebEOC Professional - Core software for incident/event management and collaboration

• WebEOC Mapper Professional Software – Geospatial information tool for maintaining and managing a common operating picture

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• WebEOC Redundant Server – Failover capabilities to ensure continuous availability in WebEOC Resource Request and Deployment Module – Full lifecycle resource provisioning, tracking, tasking, and knowledge base.

PFPA is also requesting on-site configuration and installation, technical support, maintenance, and application training to correspond with the requested software for a period of a twelve (12) month base period and four (4) twelve (12) month option periods. The total estimated value of this action is $409,003.69 over the term of the contract.

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

The statutory authority permitting other than full and open competition is Title 10, U.S.C.

2304 (c)(1).

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

Intermedix is the manufacturer and the sole provider of the requested WebEOC software and services. WebEOC is the only product that meets the Pentagon Force Protection Agency’s requirements for implementing the National Incident Management System (NIMS) during incidents, events, and exercises for the Pentagon Facilities. WebEOC’s emergency management focus best provides this functionality “out of box” with minimal requirements for configuration or customization. WebEOC’s functionality is specific to the emergency management domain and does not unnecessarily overlap with the capabilities provided by other PFPA systems such as Computer Aided Dispatch or Physical Security Information Management.

Research amongst Government users, in particular PFPA’s direct mutual aid partners in the National Capital Region, identify that all of them use WebEOC as well as the WebEOC powered NCR Data Exchange. The ability for 1) regional partners to use PFPA’s instance of WebEOC without additional training; and 2) for PFPA’s WebEOC to seamlessly interoperate and exchange information with other regional jurisdictions is of paramount importance to the PFPA. Additionally, WebEOC is used by over 100 other DoD installations with similar emergency management and force protection requirements as PFPA.

The use of a Crisis Incident Management System (CIMS) that does not provide these features or level of interoperability would deny PFPA critical incident management capabilities.

PFPA estimates that a significant development cost in excess of $100,000 would be required to provide this capability in another system. Moreover, it would not be feasible to provide continuous training to mutual aid partners that participate in PFPA’s Emergency Operations Center on a non-standard, PFPA unique solution.

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6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable, including whether a notice was or will be publicized as required by subpart 5.2 and, if not, which exception under 5.202 applies:

Two separate Requests for Information (RFI) were posted on the Federal Business Opportunities (FBO) website in hopes of finding potential sources that were capable of providing a Crisis Incident Management System (CIMS).

The first RFI was issued on June 8, 2015 and closed on June 26, 2015. This RFI was for a cloud hosted CIMS and gave PFPA a clear view of what CIMS options were available in the open market. The RFI garnered seven responses and of these seven responses, only Intermedix answered all nine questions and only Intermedix was able to meet all of the Government’s basic requirements with a commercial off the shelf (COTS) item.

The second RFI was issued when PFPA discovered that a cloud based system was not approved by the Defense Information Systems Agency (DISA) and a web based system would be necessary. The second RFI was issued on August 28, 2015 and closed on September 8, 2015 with two responses. Taking these responses into consideration, Intermedix offered the only web based CIMS solution that is currently interoperable with the National Capitol Region CIMS Data Exchange.

7. A determination by the contracting officer that the anticipated cost to the Government will be fair and reasonable:

The contracting officer will ensure that the price is fair and reasonable in accordance with FAR 13.106-3 (a) (2) (i), (ii), and (vi) – comparison to market research, prices found reasonableness on previous purchases, and in comparison to the Independent Government Cost Estimate.

8. A description of the market research conducted and the results or a statement of the reason market research was not conducted:

Market Research, based on historical information gathered from other law enforcement agencies and a Request for Information (RFI) posted on the Federal Business Opportunities website (FBO), verified that Intermedix is the only source capable of providing this requirement at present. A review of the mandatory sources concluded that these supplies and services could not be acquired through the mandatory Government Sources listed in FAR Part 8.002(a)(1). The use of mandatory sources under FAR Part 8.003 does not apply to this acquisition. The supplies and services cannot be acquired using the non-mandatory sources listed in FAR Part 8.004.

9. Any other facts supporting the use of other than full and open competition: N/A

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

• Intermedix Corporation

• Digital Management, Inc.

• Defense Group Inc.

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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:

The Government intends to issue additional Requests for Information (RFI) in order to test the market for any subsequent CIMS requirement in hopes of being able to solicit on a brand name or equal basis.

12. Contracting Officer Certification: I certify that this justification is accurate and complete to the best of my knowledge and belief. In accordance with FAR 13.501 (2) (i), the level of approval is with the Contracting Officer.

Catherine L. Stevens Date Contracting Officer, WHS/AD

(703) 545-0966

13. Technical Certification: I certify that the supporting data under my cognizance which are included and form the basis for the justification are complete and accurate to the best of my knowledge and belief.

Edwin R. Herchert Date Analysis and Assessments Scientist, PFPA STO

(703) 614-0002