MICC_JA_NTE_ 650K-Webshare-Library-Services_vigliotti_final_review-Legal_Redacted.pdf

FSH-2015-14

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JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION (Actions

NTE $650K utilizing Simplified Acquisition Procedures)

1. Agency/Contracting Activity: Mission and Installation Contracting Command (MICC) – Fort Sam Houston.

2. Description of Action:

This J&A is for use of other than full and open competition procedures for Online Computer Library Center (OCLC) World Share Management Systems. The Online Computer Library Center (OCLC) provides a complete set of academic library management applications and approved Army Golden Master (AGM) platforms services. The Online Computer Library Center (OCLC) services offer integrated management of library workflow for as prescribed in AR 25-97 Information Management: Libraries Information Center, The Army Library Program, paragraph 3-13 Bibliographic control. Army libraries will have electronic access to information resources through automated library systems, bibliographic utilities, and national and/or international databases and content management systems. Library materials will be accessible to local customers, and for remote resource sharing via the internet or other electronic technology. Libraries will use FEDLINK (http://www.loc.gov/flicc/fedlink.html), Online Computer Library Center (OCLC) (http://www.oclc.org/), or other library networks and/or bibliographic utilities, when these services meet library standards. The contract type will be Firm Fixed Price for one (12) month base period and four (12) month option periods, with a total estimated value of $ 250,000.00.

Nature: New Requirement Follow-on Requirement

Mod to Existing Purchase Order/Contract Number

Pricing: Firm-Fixed Price Time & Materials Cost

Funds: OMA Other Funds:

Name of Proposed Contractor(s):

Street Address:

City, State, Zip:

Phone:

3. Description of Services or Supplies:

Currently, the US Army Medical Command (MEDCOM) Army Medical Department Center and School library and eleven Medical Treatment Facilities (MTF) library’s is supported by the Online Computer Library Center (OCLC) WorldShare, Management System. The system integrates access for Forts Sam Houston US Army Medical Department Center and School Stimson Library, Brook Army Medical Center Library, Wilford Hall Medical Center, Irwin Army Community Hospital, Reynolds Army Community Hospital, Carl R. Darnall Army Community Center, William Beaumont Army Medical Center, Evan Army Community Hospital, Bayne-Jones Army Community Hospital, US Army Institute of Surgical Research, and General Leonard Wood Army Community Hospital.

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The Online Computer Library Center (OCLC) WorldShare Management System provides the library’s collection management, circulation, patron management, acquisitions inventory control/cataloging and reporting. The system provides a single interface for both academic libraries and medical libraries both of which are an integral part of US Army Medical Department Cent and School (AMEDDCS) mission, instructional, professional and educational platforms

4. Authority: Test Program for Commercial Items, Section 4202 of the Clinger-Cohen Act of 1996, as implemented by FAR 13.501(a) (1) Sole Source Acquisitions.

5. Reasons for Authority Cited: The incumbent, Online Computer Library Center is the only responsible source capable of satisfying the Army’s requirement.

(a) June 2, 2012, the AMEDDC&S sought contract approval to replace legacy consortium with a total web-based system. The intent of the acquisition was to provide updated solution to manage web-based activities by running Hypertext Transfer Protocol for storing web content, resolving management and security issues. At that time, the one source with the credentials, skills, and capabilities to perform the needed functions was the Online Computer Library Center (OCLC) WorldShare Management Systems. The current incumbent received approval through DoD Enterprise integrated library system and is compliant with AR 25-97, The Army Library Program Standards.

(b) OCLC has proprietary software called Ezproxy, is a web proxy server used by libraries to give access from outside the library's computer network to restricted-access websites that authenticate users by IP address. This allows library patrons at home or elsewhere to log in through their library's EZproxy server and gain access to bibliographic databases and the like to which their library subscribes. The current contract expires on 1 July, 2015. The new Period of Performance must start on or before 1 July 2015 otherwise the AMEDDC&S will be in jeopardy of losing its current Educational Accreditation.

(c) Award to sources other than OCLC would expose the AMEDDC&S to detrimental and irrecoverable implications to include the loss of training allocations, would impact the existing library platform continuity by introducing a product requiring Information Technology integration that would leave the Center and School without access for six to eight months.

Additionally, the current source has received approval through DoD Enterprise integrated library system and is compliant with AR 25-97, The Army Library Program Standards. Moving away from existing architecture requires extensive review processes that typically require 6 to 8 months for staffing.

(d) The existing framework received formal approval from Command elements that include legal, Training and Doctrine Command (TRADOC), and Information Technology experts for implementation of customized compliance with Army Policies and Regulations. Directed implementation efforts, training, and coordination across the Medical Command ensured validation of its use, and replacement would have rippling effect with repercussion along the magnitude of complete collapse of the AMEDDC&S training support platforms for officer producing courses that could not immediately recover for years.

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(e) Failure to award the contract would possess second and third order effects for the Captain’s Career Course, Officer Basic Course, and Graduate Degree course offered to AMEDD Officer, faculty and student populations. Engagement to re-procure contract actions for existing service began in earnest in early 2015. Current delays are attributed to the loss of technical expertise that has created a gap in historical continuity to reacquire existing sources for re-procurement. The void has stifled processes, knowledge, and full understanding of the scope of the requirement and has exacerbated efforts to seek other than full and open competition. Recent discovery of the organic actions leading up to acquisition of the existing service arose and supports re-procurement. This includes the fact that current level of services uses a proprietary software that integrates nested protocols capable of converting restricted website access through authentication processes that are not readily available outside of existing service providers.

a. Alternatives:

(1) Research shows that competing vendors do not provide turnkey fully integrated system capability. Current MTF libraries supported by existing services would be forced to migrate electronic documents in accordance with licensing agreements between libraries. This would leave each library without redundant capability or backup electronic resources. The migration period, at current, cannot be ascertained, leaving each facility without electronic materials which are instrumental to treatment, training, and accreditation.

(2) Use in-house personnel: AR 40-3 7-6 Policy: Libraries without online access to the Online Computer Library Center will order cards from commercial sources that use the standard machine-readable cataloging format and provide cataloging from the NLM and the LC. Original cataloging will not be done locally unless Online Computer Library Center access is available on site.

b. Justification Efforts to migrate existing services to a new platform would halt critical access to DoD mandated library services and imped training performance further jeopardizing student certification and licensing. The second, third, and fourth order affects would impact the Army Training and Reservation System creating a backlog of Officers awaiting training. The impact would also have an effect on attrition rates due to inability to complete assignments required for Programs of Instructions (POI) s. Additionally, fielding of trained officers would be delayed subsequently resulting in global implications for deployed units requiring Medical Service Corps Officers in the field. Recovery from this implication would be virtually insurmountable. Further, award to other than the incumbent places the enterprise’s capability in jeopardy of vacating current certification and accreditation, which would incur cost ranging in the tens of thousands to have re-instated at the overall impact of the Medical Commands credibility.

c. Impact

(1) Not awarding a contract for the Online Computer Library Center (OCLC) WorldShare

Management Systems DoD military hospitals (inpatient facilities) are accredited by The Joint Commission on Hospital Accreditation (JHACO), AR 40-3 Paragraph 7-5 Directives. Failure to procure the existing provider would have detrimental impact for eleven AMEDD libraries with rippling effects throughout the AMEDD, US Army, and DoD.

(2) Competing the requirement for the amount of libraries currently using Online Computer Library Center (OCLC) WorldShare Management Systems does require C2.2.12.3.4. Migrating the electronic records to a new format before the old format becomes obsolete. Any migration shall be

-4 pre-planned and controlled to ensure continued reliability of the record (part 1234.30 of Reference (g)). No competing vendor offers turnkey systems without business interruption.

6. Actions to Increase Competition: Sources Sought Notice was posted on the government’s portal of entry and returned sources whose capability statements indicated the ability to perform service sought under the current contract award. However, the current requirement seeks to sustain current application platforms. Additionally, the AMEDD C&S is seeking continuation of services level maintenance and hosted, scalable, Web-based platform for all library management functions that meet the current regulations, policies and directives. A reputable library management system following industry standards such as SirsiDynix (Symphony), Ex Libris (Alma, Aleph and Voyager) Innovation Interface (Sierra), Ebsco (Discovery Service) recognize this fact and therefore would not apply as they do not meet the current regulations, polices and directives for the Army Library Program technical solutions. The capability statements from responsible sources failed to present successful continuity plans for sustained capabilities without significant modification to existing services and interruption. After review of technical abilities, Subject Matter Experts agreed that the current method of procurement to acquire a logic follow on contract would be advisable and would reduce risk.

7. Market Research:

Market research produced sources that appeared to possess the ability to manage Cloud services, database development, and search engines that could be used to retrieve hosted information through management systems. Additionally, in depth market research was conducted in 2014 that included open source, client-server bases system, hosted systems, and small library systems. The narrowing of access to government network systems and Information Assurance requirements clearance revealed that only web-based systems were considered for integration into AMEDD Domain spaces.

Of the available products on the market, only Online Computer Library Center (OCLC) offered the efficiencies of shared web-scale. In addition, OCLC WMS added expanded capabilities on our previous contract with Online Computer Library Center (OCLC) for Cataloging and WorldShare ILL. No other company could extend upon our previously purchased Online Computer Library Center (OCLC) Cataloging and WorldShare ILL.

Additionally, technical reviews were conducted for five companies, and of the five companies answering the Sources Sought Notice, only, INFOR, displayed ownership of its own proprietary library system and supports XML add-on’s not approved by AR 25-1. BanqLogic, and Amazon specifically state that they would host and subcontract out the library system which is not authorized as per AR 25-1. Spin Systems and ANR did not provide substantial evidence to support how they would fulfill the technical requirements to support the Army Library Program technical solutions. Marshall Breeding from American Libraries publishes an Annual Library Systems Report every year which reviews the major library automation companies. Another annual library system review is the one published every spring in Library Journal. . In addition, a third review of library systems by Capterra was accomplished. Companies not included in this report, do not have the sophistication or follow the industry standards. A system not having the sophistication necessary or not following industry standards will shut down the above aforementioned institutions.

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INTERESTED SOURCES:

A. AWS

B. Banqlogix Inc.

C. ANR

D. Spin System

E. INFOR

8. Procurement History:

Previous Purchase Order(s) or Contract(s): Yes No

Purchase order or contract number: LC11C7301, dated 30 Nov 2011 Purchase order or contract number: W9124J-12-P-0063

If "Yes", for each purchase order or contract provide:

Purchase order or contract number:

Was action competed? Yes No If action was not competed, state the cited authority, summarize rationale, and describe the actions that were supposed to be taken to increase competition and the results thereof:

9. Additional Information to support the justification. For the past three years, the Online Computer Library Center (OCLC) served as the primary provider for AMEDD Library services as indicated in AR 40-3. The review of potential sources does not substantially support conversion to a new platform without severe implication to existing customer service. Alternative sources to provide Cloud and hosting services exist in the market place, however, the request to sustain current platform precludes the ability to logically compete the requirement. The Army Medical Department’s eleven libraries and medical training faculties are reliant upon knowledge management, and access to necessary research information to support the robust learning environments required for agile health care. Interruption of services would impact the AMEDDs mission, the MEDCOM, and the US Army’s ability to project readiness across the spectrum of health services.

10. Technical / Requirements Certification: I certify that the supporting data under my cognizance which is included in this abbreviated J&A is accurate and complete to the best of my knowledge and belief.

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11. Fair and Reasonable Price Determination: As contracting officer, I hereby determine that the anticipated cost to the Government for this contract action will be fair and reasonable.

The basis for this determination will be provided by a price analysis, in accordance with techniques established under FAR 15.404-1. The requirement for certified cost and pricing data is exempted in accordance with FAR 15.403-1(b) (3) and 15.403-1(c) (3) (i).

12. Reviews: I have reviewed this justification and have no Small Business concerns.

I have reviewed this justification and find it legally sufficient.

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13. Contracting Officer’s Approval: I hereby certify that this justification is accurate and complete to the best of my knowledge and belief. Based on the foregoing, I approve this sole source justification subject to availability of funds, and provided that the services and supplies herein described have otherwise been authorized for acquisition.

Mission and Installation Contracting Command, Fort Sam Houston, Texas.