J_A_REDACTED_NAMA-13-C-0007.pdf

JLSTIFICAT!ON FOR OTHER THAN FULL AND OPEN COMPETITION

FAR 6.502-J Ouly One Responsible Source ead No Other Suppllea or Servlcea Wlll Satisfy Aguey Requlr~CIIU (41 L'.S.C.i-53(~ 3?o"t( -..)()

National Archives and Record$ Administration- Prestdemial Libraries 8601 Adelphi Road

College Park. MD 2074G-600l Tickctmaster VISTA Suppon

T e>ehruc;al Rqguirements CertificaL!oo· I hereby certify that this justification for other than full and open competiuon is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge and behef, and that I would not be making this request if it were feasible to fuliy compete this requirement. I further cenify this request is not the result of lack of advanced ~nd funds while those funds a~

Date VISTA P~ogram Director. LP

1 have reviewed this justification and cone! ude h meets all FAR requirements.

' I

Date

General Counsel Concurrence:

I have reviewed this justification and consider it legally sufficient. ----Date

Com~tition Advocate App[Qtll.

with fAR 6.302·1 and 6.304 as well as NARA SOl I hereby approve this

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

FAR 6.302-1 Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements !41 U.S.C. 3304(a)(l)l

National Archives and Records Administration- Presidential Libraries 860 I Adelphi Road

College Park, MD 20740-6001 Ticketmaster VISTA Support

Director. Acquisitions Branch Concurrence:

Director, Acquisitions Branch

IA

Rev 121S2(JJ 2

I. IDENTIFICATION OF THE AGENCY AND THE CONTRACTING

ACTIVITY, AND SPECIFIC IDENTIFICATION OF THE DOCUMENT

AS A . "JUSTIFICATION FOR OTHER THAN FULL AND OPEN

COMPETITION"

See Page 1

ll. NATURE AND/OR DESCRIPTION OF THE ACTION BEING

APPROVED

Beginning in FY2005, the Office of Presidential Libraries (LP) has deployed to the twelve Presidential Libraries the visitor services computer system VISTA, a product of Ticketmaster, through the contract NAMA-04-C-001 0. Then in FY2007 under contract NAMA-07-M-0077 VISTA was deployed to every Presidential Library, providing valuable visitor data, a consistent museum experience with regard to school and group check-in procedures and reservations, and a powerful public program scheduling capabilities to every location. The original Ticketmaster contract included one year of support for every Presidential Library. The follow-on contract was a base and 4 option years of contract support for the system. This contract will provide for a follow-on base and 4 option years of support.

lll. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO

MEET THE AGENCY'S NEEDS (INCLUDING THE ESTIMATED

VALUE)

The purpose of this acquisition is to secure a follow-on maintenance support contract with Ticketmaster for VISTA to 13 Presidential Libraries for a 5-year period. This contract would result in the Presidential Libraries receiving extended Support (Monday Sunday 8 AM - I OPM EST) via a telephone help desk, e-mail, and as needed, Ticketrnaster VISTA remote access through authorized logins and credentials via gotomeeting or other similar resource. The level of support provides guidance for technical problems as well as advice for changing VISTA configurations such as attendance report. Ticketmaster is also two-tiered in their support offering by providing support and backup analysis of their partnered credit card processing softwares , Tender Retail and IC Verify. This all-encompassing level of support provides the highest technical assistance to the overall VISTA I credit card processing application package.

VISTA is a product of Ticketmaster, and no other parties provide support for the system.

Without a method of securing support for VISTA, LP and the presidential library sites have no access to expert support of technical problems and no external support for routine maintenance of the software (upgrades, configuration changes to the system, etc.).

LP (Office of Presidential Libraries) has invested numerous resources, in time, staffing and finances, to be able to provide to each library site cutting edge technology and a proven leader in the industry for museum and cultural visitation management software.

TM VISTA caters specifically to the needs of each individual presidential library and makes the most of its available resources to be used by each unique library site.

Rev 12 1820 12

VISTA ultimately ties together the needs of each library for better ways of program accountability and making the best programmatic decisions for each individual library based on knowledge gained from the system, plus it gives the best reporting and insight to the Office of Presidential Libraries in understanding and evaluating the importance of programming for each presidential library site and broadens the scope of what any of the presidential libraries can attain. From understanding visitor trends to being able to produce the best materials suited by understanding the audiences of each library and museum, VISTA combines a broader spectrum of information gathering and produces information in many ways that today go unmatched by any in the industry.

As the second century of presidential libraries dawns, TM VISTA continues to offer more with the dynamics to change and modify information but still has the stability and the reliability that has become expected of a product of this caliber. VISTA will continue to meet the needs of its users through interface, and as technology grows, VISTA will span further to continue to offer new innovations and upgrades to their product.

TM VISTA is also unmatched with the state of the art reporting tool and group reservation confirmation editor. In a technology-savvy world, VISTA offers up-to-the minute reporting, highly detailed and professional caliber office letters and invoices that are highly customizable and very easy to manage electronically, for high level client and group-based customers. Clients and customers can receive any updates or notification of any changes with their reservation or group confirmation with VISTA's dynamic letter and invoice designer and writer.

VISTA is a complete visitor management software solution currently being used at over 400 visitor-based attractions throughout the world. The system features superior ticketing, customer relationship management and extensive event scheduling tools.

The VISTA management system integrates each of the I ibrary sites' scheduling needs, increases efficiencies across each library's individual organization and as a result, saves time and money. With VISTA, each library and museum can easily create and maintain a centralized database and calendar of events for their entire organization. Built-in resource scheduling tools for facilities, personnel and equipment help each individual library plan events more effectively.

Some of the top/key components ofTM VISTA that are either not offered or unmatched in the industry are as follows:

• Fully customizable and high end, professional letter designer/writer software incorporated into VISTA allows instant capabilities and full compatibility to electronically manage, maintain and deliver important confirmation and invoice documents to customers and clients of all levels. Saves on unnecessary printed letterhead, envelope, paper and postage use. Makes office file management efficient, secure and without any clutter or need for additional storage or workload.

Rev 12182012

• Electronic and on-demand printed reporting capabilities far exceed the expectations but meet the needs of a wide and varied group of users. Financial, statistical, summation, detail-driven, and multi-use reports are at a fingertip. With the push of a button, reports can be created, disseminated, exported into popular, widely used formats like documents, spreadsheets and PDFs for presentation, filing, archiving, or further analysis. Cost-efficient, add-on softwares can be used to take advantage of the data integral structures and further enhance comprehensive report development.

• Resource assignment and use - From personnel to equipment on-site, to building space such as classrooms and conference areas, to fully customizable patterns such as staff schedules and staffing availabilities, VISTA has exclusive, proprietary enhancements in their software to make any library institution fully capable and functional when it comes to resource assignment and use. Being able to assign staff to greet groups, oversee facility spaces for seminars and lectures, have available and well noted equipment requests, and all tied to a customized individual, staff schedule that presents each library as a premiere institution and venue attraction for any type of individual or organizational outing, meeting, or visit.

Based on the specialized features above it is within the experience of the technical office that no known alternative products offers this full range of features. Further, when this service was contracted for with Ticketmaster significant software adaptations were made which make it unlikely other vendors could cost effectively compete with Ticketmaster, rending this effectively a sole vendor able to provide the services (see para IX).

The IGCE was developed based on the prior 13 libraries and inflation (inflation factor for the base and 4 option years is estimated at:

12/3/2012

Year Base

FY12

3 FYI

5 FY17

Rev 12182012

FY12 Based on 12 sites

FY13 Total for 13 adjusted for an increase from 12 to and · out 5 years. The total

Per site

IV. AN IDENTIFICATION OF THE STATUTORY AUTHORITY

PERMITTING OTHER THAN FULL AND OPEN COMPETITION

41 U.S.C. 3304(a)(1) -"Only One Responsible Source" as implemented by FAR 6.302-1

V. A DEMONSTRATION THAT THE PROPOSED CONTRACTOR'S

UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION

REQUIRES USE OF THE AUTHORITY CITED

This acquisition meets the authority ofF AR 6.302-1 which states that this authority may be used "when the supplies or services required by the agency are available from only one responsible source, or, ... from only one or a limited number of responsible sources, and no other type of supplies or services will satisfy agency requirements, full and open competition need not be provided for." See above III.

VI. 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,

WinCH EXCEPTION UNDER 5.202 APPLIES.

This Justification will be published on FEDBIZOPS lAW FAR 5.202.

VII. A DETERMINATION BY THE CONTRACTING OFFICER THAT THE

ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND

REASONABLE

See paragraph III for the IGCE. Since the vendor's offering has not been received to determine fair and reasonableness it will be based a comparison to the IGCE which is

·· . efore award the quote will be evaluated using cost price analysis and a comparison to the IGCE to make a final determination of price reasonableness. Presently the IGCE is ~or the Base and 4 Option Years. If award is comparable to the IGCE it will be determined fair and reasonableness determination.

VIII. A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED AND

THE RESULTS OR A STATEMENT OF THE REASON MARKET

RESEARCH WAS NOT CONDUCTED

See paragraph V above.

IX. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL

AND OPEN COMPETITION

This VISTA system has proven to be not only very effective and highly efficient, but continues to be the most accommodating, reliable and sustainable visitor management software product. Continued use of the system is determined to be cost effective due to the high cost of replacement ( customization and implementing) and the widespread availability and customer ease of access of the Ticketmaster system. TM VISTA also has brought so many tangibles with it that make both the front of house and back office work environment, and the connection and focus of the visitor, customer and client, much easier to manage, analyze and assess.

The Ticketmaster VISTA solution offers an advanced scheduling and resource allocation tool, assisting in the allocation of personnel, facilities and equipment. It provides a calendar-based graphical representation of any type of event, and prevents conflicts when key resources are already booked. It can also suggest possible event times based on user selectable criteria.

The following is a partial list of the detailed evaluation criteria that was developed early on when VISTA was first implemented across the presidential library site. These requirements are still valid:

Ease of use in front office i.e. intuitive/touch screen: VISTA has two components. The "front office" is the point of contact with a visitor. The "back office" is where an administrator monitors and changes the system.

LP requires a VSS system like VISTA be as easy to operate as it is to learn. Touch screens and "keypad-like" displays further this goal, plus the resourcefulness of Sale Memos and other interactive areas of VISTA where information can be populated, accessed and understood clearly and concisely for all staff.

Multiple employee training options: Given many libraries' rotating student staff, LP seeks a system that can be taught to new employees with either formal training or peer training.

Potential for accurate data collection: VISTA, as an effective VSS, operates in such a way that each library and LP will be able to easily and accurately gather statistical data need for oversight and reasonable assessment of the success of programs.

Ability to manipulate reports: The VISTA system is able to provide the necessary statistical data in a variety of formats to meet LP needs. There is also the ability to expand the reporting capabilities even further with commonly-used and readily available software packages and programs that can enhance, detail and visualize data, for a more user and presentation-friendly outcome.

Flexibility of local modifications: Because each library's environment is different, it is necessary to use a VSS such as VISTA that facilitates changes to the daily operation, tickets, prices, promotions, etc. Example:

one library may accept promotional coupons that other libraries do not accept. Changes must be easily made at each library on a case by case basis . VISTA has a proven way that each library can expand and customize their own pricing and promotional opportunities. This also gives a more accurate accounting of the value of particular promotions and gives each library the leverage to make decisions about its particular offerings.

Mail merge confirmation of advanced tickets/address lists: Many libraries benefit from VISTA because it provides an integrated confirmation component when selling advance group tickets or tours. In addition, the system automatically compiles lists of frequent group users. Example:

VISTA has existing templates and reports that automatically generate confirmation letters and that compile lists of repeat groups such as school groups. LP requires this type of provider.

Limited amount of software "modules" required : VISTA has specific features that require various software packages or "modules." Each library uses both "Front Desk" module and "Back Office" module, plus an enhanced "Security" module. The flexibility these three modules give for users to perform all of their required tasks including tour scheduling functions and credit card functions, to name a few, and to have on top of this a variety of choices with regard to space and resource allocation, scheduling conflict correction, and memo creation for the purpose of communicating to staff vital ; group information, is a key component to VISTA' s streamlined efficiency. LP requires a provider that provides maximum functionality with a minimum of modules.

X. A LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN

WRITING, AN INTEREST IN THE ACQIDSITION

N/A

XI. 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

To ensure maximum competition this will be posted to FEDBIZOPS as indicated in paragraph VI above.

XII. CONTRACTING OFFICER CERTIFICATION THAT THE

JUSTIFICATION IS ACCURATE AND COMPLETE TO THE BEST OF

THE CONTRACTING OFFICER'S KNOWLEDGE AND BELIEF

See Page I.