JA_OFAMS_Bridge_-_Final_Redacted.pdf

J&A #15-10363

JUSTIFICATION AND APPROVAL FOR

OTHER THAN FULL AND OPEN COMPETITION

1. Identification of the agency and the contracting activity.

This justification is executed by the Naval Medical Logistics Command (NMLC), Acquisitions Management Directorate, Code 05, 693 Neiman Street, Fort Detrick, Maryland 21702, on behalf of the Naval Ophthalmic Support and Training Activity (NOSTRA), Yorktown, VA 23691.

2. Nature and/or description of the action.

The government intends to establish a bridge contract with Optical Lab Software Solutions, Inc., the vendor currently providing maintenance and extended support services of the Optical Fabrication and Management System (OFAMS) Lab software and hardware located at NOSTRA. The current contract that requires bridge services is N00189-12-C-Z083 (Optical Lab Software Solutions, Inc). The Government intends on awarding a Firm Fixed Price contract.

3. Description of Supplies or Services.

The bridge contract will continue to provide the existing maintenance and extended support services of the Optical Fabrication And Management System (OFAMS) laboratory software and hardware currently being provided at the Naval Ophthalmic Support and Training Activity (NOSTRA). The OFAMS system automates all the processes necessary to fabricate prescription eyewear including inventory management, data entry, production equipment interfaces, print functions, remote access, ophthalmic calculations, job flow, job tracking, production statistics history data, report generation, customer services, shipping/mailroom operations and fiscal management. There is currently no other contract in place that encompasses maintenance and extended support services of the OFAMS lab software at NOSTRA.

Therefore, the above referenced contractor is in the best position to fulfill current requirements.

The bridge contract shall be placed in anticipation of the award of a new tri-service (Navy, Army and Air Force) competitive, firm-fixed price contract for maintenance and extended support services of a new Defense Optical Fabrication Enterprise Management System (DOFEMS), Lab software and hardware, to include installation of equipment across at least 20 military treatment facilities prior to maintenance and support services being provided. The concept for this tri-service requirement has been in work for some time. Submission of the initial requirements documents occurred in December 2014; however due to the complexities associated with definition of the requirement itself, several months of discussions with the requiring activity were necessary to shape the requirement into an actionable state. Deliberations included validation and verification of the requirements definition as well as evaluation methodology and criteria, followed by the capture of the results of these discussions into final documents. Complicating factors in this process included the integration of the requirements of three distinct service components (Army, Air Force, and Navy), as well as definition of the Commercial Off-The-Shelf (COTS) component of the requirement combined with an R&D component for development of a Data Warehouse to integrate with the COTS software. The revised (final) essential characteristics were received on 18 March 2015, and the solicitation was released on 22 April 2015. The solicitation closed on 29 May 2015, and proposals were submitted for technical evaluation by the service components. Questions for discussion with the offerors were presented 21 August 2015, and NMLC is currently preparing documentation to enter discussions.

NMLC is pursuing award as soon as practicable (currently estimating 30 October 2015); however, offerors’ proposals indicated an implementation schedule spanning 12 – 18 months from time of award. Given these factors: the current contract set to expire on 30 September 2015; the new contract on track to be awarded by the end of October 2015; and a proposed implementation schedule to take approximately 12 – 18 months once the contract is in place, the alternative course of action to bridge the existing contract to provide continued maintenance of the existing system over this time period became necessary.

Therefore, it is the intent of NMLC to bridge the current maintenance and extended support services of the OFAMS Lab software for a period of 12 months. The bridge contract will have a performance period of 01 October 2015 through 30 September 2016 in an effort to ensure there is sufficient time to award and implement the new, competitive contract.

4. Identification of the statutory exceptions permitting other than full and open competition.

The statutory exception permitting other than full and open competition for this acquisition is 10 U.S.C.

2304(c) (1) and FAR 13.501(a) sole source (including brand name) acquisitions; therefore, the USD (AT&L) Memorandum dated 21 August 2014 – Subject: Actions to Improve Department of Defense Competition sources sought requirement is not applicable.

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

Optical Lab Software Solutions, Inc. is the original equipment manufacturer (OEM) of the system and no other entity is qualified to service the system; therefore, Optical Lab Software Solutions, Inc. is the only source that can provide the existing maintenance and extended support services of the OFAMS Lab software and hardware at NOSTRA. Given the proprietary nature of the software and the operating system, Optical Lab Software Solutions Inc. is the only vendor with rights to change the software code and the necessary knowledge, experience and staff to maintain services currently provided under N00189-12-C- Z083. No sources other than the incumbent can satisfy this short-term need given the proprietary nature of the system; the transition period that would be required to procure and implement a new system while also training new users; and, conducting a follow-on acquisition for this need would result in unacceptable delays in fulfilling the agency’s requirements.

Due to the expiration of current contract N00189-12-C-Z083, a bridge contract is proposed. This action is required to establish stop-gap measures to provide the required services to meet the existing mission of the NOSTRA. Without the use of the OFAMS Lab software and hardware, NOSTRA will not be able to deliver the total scope of care required to meet mission requirements. Further, a disruption in the operations needed at the NOSTRA may prove to have health consequences for those individuals requiring services. Most importantly, access to care will be delayed, particularly to the military men and women who depend on the services of NOSTRA for their optical care.

Optical Lab Software Solutions, Inc. is the only known source that is able to meet this short-fused, short-timeframe requirement. There are no known performance issues with the referenced contractor that would prevent it from obtaining a bridge contract.

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

An announcement will be published on Federal Business Opportunities (FedBizOpps) pursuant to Part 5 of the Federal Acquisition Regulation indicating the Government’s intent to award a 12-month bridge contract on a sole-source basis to Optical Lab Software Solutions, Inc. for the period of performance starting 01 October 2015.

7. Determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

The Contracting Officer shall determine the anticipated cost to the Government of the services covered by this Justification and Approval will be fair and reasonable by conducting a price analysis before an award is made.

8. Description of the market survey conducted and the results, or a statement of the reasons a market survey was not conducted:

A market survey was not conducted given the proprietary nature of the system and Optical Software Solutions, Inc. is the OEM and the only vendor qualified to service the system. Market Research will be conducted prior to developing the requirements documents for the new, tri-service firm-fixed price contract.

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

None.

11. Statement of 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 services to be provided for in the bridge contract are the existing requirements currently in place under contract N00189-12-C-Z083. Future requirements will be synopsized in accordance with FAR 5.203.

12. Point of Contact.