Magnolia License -HQ0423-12-C-0004-JA-POST.pdf

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETIT ION > SAT

Sole Source or Brand Name

Magnolia CMS LicenseRenewal Document Number: NOKXK2RD110

FOR OFFICIAL USE ONLY

PROCUREMENT SENSITIVE

SOURCE SELECTION SENSITIVE

REFERENCES:

• (for FAR Part 15) In accordance with FAR 6.303, the contracting agency is required to prepare a sole source justification using the format at FAR 6.303-2, as provided below.

DOCUMENTATION:

(1) Identification of the agency and the contracting activity.

Requiring Activity

DFAS Indianapolis Corporate Communications 8899 E. 56th Street Indianapolis, IN 46249-0002

Contracting Activity DFAS Columbus

Contract Services Directorate

Building 21, Room 2B218

3990 E. Broad St.

Columbus, Oh 43213-1152

(2) Nature and/or description of the action being approved.

The purpose of this request is to renew the license and support of the Magnolia Content Management System (CMS) for DFAS’ public website (www.dfas.mil). The original license was procured last year under contract number HQ0423- 11-P-0029 through the competitive bidding process. Corporate Communications was unaware that ‘option years’ allow for easy, automatic renewal, and therefore failed to request ‘option years’ on original statement of work.

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

The DFAS website is used by the general public, specifically the agency’s customers and DFAS employees. Internally, customer care center representatives visit the site to help answer customer questions. The average number of visitors each month is 806,011. A project to redesign the website included moving to a new CMS. The new website launched in April 2011 with specifically designed and coded page templates that Magnolia CMS allowed for.

The CMS is used by a 20-member web team comprised of public affairs specialists, content managers and web program managers who act as contributors, reviewers and approvers. The web program manager uses the CMS to manage creation and maintenance of web pages. Templates keep a consistent look and feel, without them it would be difficult to maintain because of the number of people updating content. DFAS web team members are able to add, edit and share stored information. The CMS allows for controlled access to pages based on user roles. It also reduces repetitive and duplicate information.

Magnolia CMS LicenseRenewal Document Number: NOKXK2RD110

FOR OFFICIAL USE ONLY

PROCUREMENT SENSITIVE

SOURCE SELECTION SENSITIVE

Version control and consistency are two of the primary advantages of a CMS. Serving as a central repository, the CMS advances the version level when new updates are made to an already existing file. For DFAS, employees updating the content specific to military pay, retired and annuitant pay, contract and vendor pay, civilian pay, customer service, press releases, etc., are able to work in a collaborative environment with a streamlined workflow. As a result, the web team eliminates bottlenecks, optimizes security, maintains integrity and with the use of templates ensures consistency across the website.

The contract will include a base year plus four option years. The estimated cost for the base period is $XX,XXX.XX and the estimated cost for the total contract (base period and four one year option periods) is $XXX,XXX. (Option periods are estimated at $XX,XXX.XX a year)

(4) An identification of the statutory authority permitting other than full and open competition.

10 U.S.C. 2304(c) authorizes the Department of Defense (DoD) to contract without full and open competition under certain circumstances. For this acquisition, other than full and open competition is permitted per FAR 6.302

(ii) Supplies may be deemed to be available only from the original source in the case of a follow-on contract for the continued development or production of a major system or highly specialized equipment, including major components thereof, when it is likely that award to any other source would result in—

(A) Substantial duplication of cost to the Government that is not expected to be recovered through competition;

As explained below in (5) this is merely an extension of a license that was purchased under open competition last year and will save over $X,XXX,XXX.XX in costs to redesign and relaunch the public website.

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

We are merely renewing licenses/maintenance and the cost of re-procuring licenses and implementing a new product would be costly and not in the best interests of the Government. The renewal of the Magnolia CMS license and support agreement represents the most cost effective approach for DFAS, ensuring continuity of operations without interruption to the availability of the website. The competitive bidding process that occurred last year substantiated that Magnolia CMS was the superior product meeting all of DFAS requirements. We are merely renewing the license and support contract from the sole source provider of Magnolia CMS.

If a different CMS license is purchased, the agency would incur added costs to build the website in a new CMS. This means labor hours for I&T employees that run the website database and servers. They would be required to test, approve and install new software. Approximate costs for I&T services (based on cost of redesign project) would be

$XXX,XXX.XX.

Developers would be contracted to build the site in a new CMS. Based on the redesign project, DFAS will incur over $XXX,XXX to recreate our site in a new CMS. Also, training the web team on using the CMS interface would be required. Purchasing a product other than Magnolia CMS would be a costly, labor intense option.

The tasks referenced above could take six months or more to execute. There is the potential that the website would not be available after the current license expires Feb. 29. The renewal will ensure there is no down-time for the customers visiting our website.

The renewal of Magnolia CMS is the best value to the government in that it will save over $1 million in migrating to a new system. We have gained familiarity with Magnolia CMS, we have had an opportunity to test and verify that the product meets all our requirements. Its performance is proven. I&T has installed and deployed on the servers. Our page templates are designed and all content managers have had training.

Magnolia CMS LicenseRenewal Document Number: NOKXK2RD110

FOR OFFICIAL USE ONLY

PROCUREMENT SENSITIVE

SOURCE SELECTION SENSITIVE

(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.

(11) The proposed contract action is made under the terms of an existing contract that was previously synopsized in sufficient detail to comply with the requirements of 5.207 with respect to the current proposed contract action;

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

The following is a high-level Government cost estimate: $XXX,XXX.XX for a period of performance of March 2012 to February 2017.

In determining a fair and reasonable price, the Contracting Officer will evaluate a more detailed breakdown from a formal Independent Government Cost Estimate (IGCE). The detailed estimate will provide the level of effort of individual service items identified above and potential labor categories, as well as estimated labor rates. The estimated labor will be compared to established pricing on other Government contracts, such as the General Services Administration’s (GSA) Federal Supply Schedule (FSS) for the same labor categories and/or similar labor categories.

Additionally, price comparisons will also be accomplished from as many other sources as possible, including commercially as well as any Government-Wide Acquisition Contracts (GWAC).

Leveraging DFAS’ current use of the Magnolia CMS product and services, along with open market price comparison, the contracting officer is confident in obtaining the best value for DFAS.

(8) A description of the market research conducted (see Part 10) and the results or a statement of the reason market research was not conducted.

Market research was conducted for the purpose of seeking as many possible distributors sources as possible. None were located. Magnolia is the sole manufacturer and provider of the product and service, there are not multiple distributors with the required software and maintenance and support available on the open market.

(9) Any other facts supporting the use of other than full and open competition, such as:

Nothing to add to this section that has not already been articulated within this justification document.

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

Magnolia

(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.

Magnolia CMS LicenseRenewal Document Number: NOKXK2RD110

FOR OFFICIAL USE ONLY

PROCUREMENT SENSITIVE

SOURCE SELECTION SENSITIVE

CERTIFICATION

I certify that the facts and representations under my cognizance which are included in this justification and which form a basis for this justification are complete and accurate.

Requiring Activity/Program Management Office Certif ication

Printed Name: Xxxxxxx Xxxxxxx Xxxxx

Title Director, Corporate Communications Org. Code ______________________________

Signature /s/ Phone (XXX) XXX-XXXX Date 1/30/12

Contracting Officer Certification I hereby determine that the anticipated cost for this contract action will be fair and reasonable. I certify that this J&A is accurate and complete to the best of my knowledge and belief.

Printed Name: Gerald Lane

Title Contracting Officer Organization Code DFAS/CSD-CO/HCMCOB

Signature_____/s/_________________ Phone (XXX) XXX-XXXX Date_________

REVIEW FOR LEGAL SUFFICIENCY

Printed Name Xxxxx Xxxxxx

Title _Attorney_____________ Organization Code OGC

Signature__/S/_____________________ Phone (XXX) XXX-XXXX Date 2/23/2012

APPROVAL

Activity Competition Advocate ($650,000 - $12,500,000)

Printed Name _________________________________________________

Title __________________________ Organization Code ____________________

Signature_______________________ Phone ____________________Date_________

Head of Contracting Activity ($12,500,000 - $62,500,000)

Printed Name: _____________________________

Title __________________________ Organization Code ____________________

Signature Phone ____________________Date_________