A-3 Determination that Only One Source is Reasonably Available - Cadet Record Management - Redacted.docx

Determination that Only One Source is Reasonably Available (Including Brand Name) – FAR Part 13 Acquisitions under the SAT

Determination that Only One Source is Reasonably Available (Including Brand Name) – FAR Part 13 Acquisitions under the SAT

UNITED STATES MARINE CORPS

MARINE CORPS INSTALLATIONS NATIONAL CAPITAL REGION MARINE CORPS BASE QUANTICO 3250 CATLIN AVENUE QUANTICO VIRGINIA 22134 5001

Determination that Only One Source is Reasonably Available (Including Brand Name) – FAR Part 13 Acquisitions under the SAT

MEMORANDUM TO THE FILE

Subj: DETERMINATION THAT ONLY ONE SOURCE IS REASONABLY AVAILABLE FOR A FAR PART 13 ACQUISITION UNDER THE SIMPLIFIED ACQUISITION THRESHOLD

I. BACKGROUND:

1. FAR 13.106-1(b)(1)(i) states for purchases not exceeding the simplified acquisition threshold, Contracting Officers may solicit from one source if the Contracting Officer determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand-name or industrial mobilization).

2. As required by FAR 13.106-3(b)(3)(i), this memorandum explains the absence of competition for this acquisition, as only one source will be solicited for this requirement (or for a portion of the requirement) and the requirement (or portion of the requirement to be sole-sourced) is not expected to exceed the simplified acquisition threshold.

II. DESCRIPTION OF ITEM OR SERVICE:

The Marine Corps Junior Reserve Officer Training Corps (MCJROTC), under the Training and Education Command (TECOM), has a requirement for two-hundred and fifty (250) units to obtain the Cadet Record Manager (CRM) Version 3 software provided by Mega-Data Services. This CRM software will ensure uniformity in maintaining cadet records and enhance accountability for approximately four hundred and eighty (480) MCJROTC instructors across the Marine Corps units during the Commanding General and Inspector General Inspection process. The MCJROTC program aims to instill values of citizenship, service to the United States, personal responsibility, and a sense of accomplishment in high school students.

Cadet Records Manager for MCJROTC Version 3 is a comprehensive software tool designed to manage student records and activities within the Junior Reserves Officers’ Training Corps (JROTC) program. Some of the key features include but not limited to the below:

1. Student Information Management:

a. Maintain records for student personnel information, activities, awards, competitions, courses and more.

b. Automatically calculate physical fitness scores based on approved formulas

c. Store different types of fitness records for students.

2. Administration and Reporting:

a. Generate over 50 different reports, including rosters, enrollment statistics, supply records, and promotion certificates.

b. Backup and restore data with built-in database maintenance.

3. User-Friendly Interface:

a. Point-and-click interface for easy data entry.

b. Inactivate and reactivate student records efficiently.

4. Updates and Recognition:

a. Version 3.14 was released in December 2020 for the JROTC for the U.S. Marine Corps.

The Government intends to issue a Firm Fixed Price (FFP) award with fixed-price CLINS. This requirement is for one (1) twelve (12) month base plus two (2) twelve (12) month option periods.

The total estimated value for this procurement is $XXX,XXX.XX, inclusive of all option periods. Marine Corps Operations and Maintenance (O&M) appropriations will be used to fund this requirement as outlined in the table below:

Base Period

– 1 year license

Option Period 1

– 1 year license

III. THE DETERMINATION FOR USE OF OTHER THAN FULL AND OPEN COMPETITION IS BASED ON THE FOLLOWING (select all that apply):

A. X ONLY ONE RESPONSIBLE SOURCE (select all that apply):

1. X RESTRICTIVE RIGHTS. The source has established proprietary rights, limited rights in data, patent rights, copyrights or secret processes in the item or service required.

On 13 June 2025, the Contracts Office reached out to Mega-Data Services, Inc to confirm they were the sole provider of the CRM v3 software. On 13 June 2025, Mega-Data Services provided the Contracts Office with a sole letter stating, “Mega-Data Services, Inc. is the creator and sole-source provider of Cadet Records Manager for the USMC JROTC software. We hold full proprietary rights to Cadet Records Manager for USMC JROTC software.”

In addition, they do not have any contractual relationships with any third party to resell or provide the CRM software for USMC JROTC to the US Federal Government or to any other entity.

2. ___ EXCLUSIVE LICENSING AGREEMENTS. The item or service is only available from the Original Equipment Manufacturer (OEM), or there is only one authorized distributor or technical representative for the OEM.

3. X OTHER REASONS.

The Marine Corps Junior Reserve Officer Training Corps (MCJROTC), under the Training and Education Command (TECOM), has a requirement for two-hundred and fifty (250) units to obtain the Cadet Record Manager (CRM) Version 3 software provided by Mega-Data Services. This CRM software will ensure uniformity in maintaining cadet records and enhance accountability for approximately four hundred and eighty (480) MCJROTC instructors across the Marine Corps units during the Commanding General and Inspector General Inspection process. The MCJROTC program aims to instill values of citizenship, service to the United States, personal responsibility, and a sense of accomplishment in high school students.

In September 2020, the Marine Corps established a contract for MCJROTC Cadet Records Manager (CRM)Version 3. CRM is a comprehensive software tool designed to manage student records and activities within the Marine Corps Junior Reserves Officers’ Training Corps (JROTC) program. Some of the key features include but not limited to the below:

1) Student Information Management:

a. Maintain records for student personnel information, activities, awards, competitions, courses and more.

b. Automatically calculate physical fitness scores based on approved formulas

c. Store different types of fitness records for students.

2) Administration and Reporting:

a. Generate over 50 different reports, including rosters, enrollment statistics, supply records, and promotion certificates.

b. Backup and restore data with built-in database maintenance.

3) User-Friendly Interface:

a. Point-and-click interface for easy data entry.

b. Inactivate and reactivate student records efficiently.

4) Updates and Recognition:

a. Version 3.14 was released in December 2020 for the JROTC for the U.S. Marine Corps.

The Marine Corps Junior Reserve Officer Training Corps (JRTOC) uses the CRM v3 software as part of its program to instill values of citizenship, service to the United States, personal responsibility, and a sense of accomplishment in high school students. The CRM v3 software empowers participants in JROTC, United States Naval Sea Cadets, Young Marines, and the Civil Air Patrol.

While the CRMv3 for JROTC, designed by Mega-Data specifically for the Marine Corps, is the required software, below are other alternative solutions available. However, each of these alternatives has its own specific requirements. Notably, CRMv3 remains the sole management solution that specifically focuses on cadet records.

1) Curriculum Manager v3 (CMv3): Smart Cadet offers the Curriculum Manager V3, which allows instructors to manage JROTC records efficiently. It integrates with other tools like Conover Online. Cmv3 offers similar purposes however CRMv3 (Marine Corps) focuses of cadet records and CMv3 (Army) is dedicated to curriculum management.

2) JROTC Unit Management System (JUMS): JUMS is an application specifically designed for collecting and managing JROTC Cadet Records and unit information for the Army JROTC DAIs, DOPs, and Instructors. JUMS offers similar purposes however CRMv3 (Marine Corps) focuses on just cadet records and JUMS (Army) focuses on educational content and delivery.

CRMv3 is a vital software management tool for the MCJROTC, CRMv3 facilitates cadet record maintenance and enhances accountability across the Marine Corps units. With approximately four hundred and eighty (480) MCJROTC instructors relying on it, CRMv3 streamlines recordkeeping and ensures accurate date. Developing and implementing a new custom curriculum management system (CMS) for two-hundred and fifty (250) different schools would be costly and time-consuming. The existing CRMv3, tailored specifically for the Marine Corps, avoids these drawbacks. Transitioning to a new system could result in over $150K in lost value. Considering the information provide, CRMv3 remains the sole product that fully meets the governments requirements.

In addition, CRMv3 software support is proprietary and is manufactured by Mega-Data. MegaData owns the copyrighted source software, holding all legal rights, privileges, and ownership contained therein. No other entity may legally modify or alter the software, due to the lack to the source code.

B. ___ BRAND NAME

Item required must be a brand name, product, or feature of a product, particular to one manufacturer.

C. ___URGENT AND COMPELLING. The supplies or services are of such unusual and compelling urgency that the Government would be seriously injured unless the agency is permitted to limit the number of sources from which it solicits bids or proposals. Urgent requirements are supplies or services that will result in a work stoppage or are mission critical and the routine processing time would result in injury to the Government. The determination that the procurement for the above item/service is an urgent and compelling requirement is based on the following:

1. Date on which the requirement was first identified:

2. Required delivery date/period of performance:

3. Explanation of why delivery/commencement of services by the date mentioned above is required:

V. CERTIFICATIONS:

A. Technical / Requirements Certification: I certify that the facts and representation under my cognizance which are included in this justification are complete and accurate to the best of my knowledge and belief.

B. Contracting Officer Certification: I certify that this justification is accurate and complete to the best of my knowledge and belief.

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