EHRI_PMO_Support_Services_LSJ_Redacted.pdf

Limited Source Justification FAR Part 8.405-6

1. Agency/Contracting activity:

This Limited Source Justification (LSJ) supports a procurement action to be conducted under the authority of the Multiple Award Schedule Program (FAR 8.401). The procurement action is generated by the Office of Personnel Management (OPM), Office of Procurement Operations

(OPO).

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

The U.S. Office of Personnel Management (OPM) Chief Information Office (CIO), Enterprise Human Resources Integration (EHRI) requires Program Management Office (PMO) support services to include project management, program analysis, and acquisition lifecycle management support services, subject matter expertise, and IT support to ensure the success and availability of EHRI’s systems and services to OPM’s customers. The goal of EHRI is to streamline and automate the exchange of federal employee human resource (HR) information Government-wide.

EHRI is comprised of four program areas including the electronic Official Personnel Folder (eOPF), EHRI Data Warehouse (DW), EHRI IT Operations (ITOps), and the EHRI Program Management Office (PMO). The contractor for these services must have the capability to provide services in support of all of the above areas.

Most Recently, these services were being provided by Whitney, Bradley, & Brown (WBB) (previously Netstar-1 Government Consulting) via a Blanket Purchase Agreement (BPA), OPM3215A0003 Call W0001, issued against their General Services Administration (GSA) Multiple Award Schedule (MAS) Contract GS-10F-8901H in the amount of $4,820,322.00. The most recent BPA was issued as a logical follow on in accordance with FAR 8.405-6(a)(1)(i)(C).

The period of performance of the current BPA call is from May 1, 2015 – November 30, 2015.

Prior to the most recent BPA, another BPA (BPA490900002) was issued to Whitney, Bradley, and Brown (WBB) (previously Netstar-1 Government Consulting) on a competitive basis which covered the period of performance November 1, 2014 – April 30, 2015.

This LSJ provides the rationale for a sole source task order to be issued to Whitney, Bradley, & Brown (WBB) against their GSA Professional Services Schedule (PSS) Contract, GS-00F-297CA since an urgent and compelling need exists, and following the procedures would result in unacceptable delays.

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

The task order resulting from this LSJ will require the Contractor to provide three distinct areas of expertise (1) project management support services, (2) program business and financial support, and (3) expertise and analysis on IT services (IT business analysis and strategic services, IT subject matter expertise, and IT security subject matter expertise).

The first area of expertise encompasses specialized project management support services including managing program resources, developing and maintaining the project management plan, developing and maintaining the configuration management plan; and developing and maintaining the risk management plan within the Federal Human Resources (HR) and IT Environment.

The second area of expertise includes providing specialized program business and financial support. The business support research and recommends acquisition of products and services, contract management oversight, developing, analyzing, maintaining draft acquisition documentation, and developing and maintaining draft program processes and procedures. The financial support research and recommends budget plans, financial analysis, budget documentation preparation, developing budget justifications, execution of the budget for work performed, monitoring budget expended, and earned value management plan.

The third area of expertise involves providing expertise and analysis on a range of IT services including Business Analysis and Strategic Support, Specialized IT operational and procedural, IT security services to categorize DW systems, select appropriate security controls, implement security controls, assess security controls, authorize DW IT systems, monitor security controls, and develop processes and evidence to support the closure of identified system vulnerabilities.

The estimated value of this procurement is approximately $2,800,000.00 (see table included below), and the period of performance is for two (2) months, with two (2), one (1) month option periods.

Program Area Base (2 Mo) Option 1 Option 2 Project Management Services $ 54,000.00 $ 27,000.00 $ 27,000.00 Program Business and Financial Services $ 276,000.00 $138,000.00 $138,000.00

IT Business Analysis and Strategic Services $ 290,000.00 $145,000.00 $145,000.00

IT Subject Matter Expertise $ 440,000.00 $220,000.00 $220,000.00 IT Security Subject Matter Expertise $ 344,000.00 $172,000.00 $172,000.00

TOTAL BY OPTION $1,404,000.00 $702,000.00 $702,000.00

GRAND TOTAL $2,808,000.00

4. Authority permitting acquisition using limited sources:

The authority for establishing the sole source task order resulting from this LSJ is FAR 8.405- 6(a)(1)(i)(A): An urgent and compelling need exists, and following the procedures would result in unacceptable delays.

The task order resulting from this LSJ will allow the vendor to perform additional project analysis, develop business and financial close out reports, and complete several unplanned specialized IT operational task encounters as a result of the program’s migration to a new data center and conversion to a data-centric environment. These services are very similar in scope to the current BPA call (but for a very limited period of performance) and will ensure all unforeseen last minute problems encountered during final implementation and transition are successfully completed. The award of the new task order to another source at this time would require extensive orientation to the EHRI operational environment and OPM EHRI federal customers’ requirements meaning that most of the effort during this period of performance would be focused on orientation and training instead of performing the tasks required creating a disruption of the services provided to the EHRI customers. Additionally, due to the unique nature of the services, the use of a new vendor for this limited time period would result in substantial duplication of not only cost, but also effort which the Government would not recover through competition. The additional two (2) month base period and two (2), one (1) month option periods will allow for resolution of all last minute problems and future transition to a competitively awarded contract for the next phases of the EHRI program. Without this critical task order, EHRI is unable to ensure continuity of operations and performance without interruptions.

The contractor is currently providing services to OPM’s Data Warehouse (DW) Program Management Office during a critical stage of migrating to a new data center and transitioning the program information from a paper/scanning process to a data-centric environment. Although the current BPA is ending, several critical tasks remain in order to transition and award to a new vendor including account reconciliations, deobligation of open obligations, receivables management, analytical support for eOPF customers and systems, IT system and security work related to migration into the OPM’s Infrastructure as a service and encryption of data, IT system support for DWP applications and databases, etc.

Additionally, the services provided as a result of this LSJ will allow the EHRI program to have continuity of service as it completes the acquisition of new services. The task order resulting from this LSJ will allow for the continued support of OPM’s FY2014-2018 Strategic Plan Goals to include “Manage information technology systems efficiently and effectively in support of OPM’s mission” as well as the goal to “Serve as the thought leader in research and data-driven human resource management and policy decision-making.” Both of these OPM strategic goals require the sustainability and availability of the EHRI Data Warehouse and eOPF applications, which enable agencies to recruit, retain, and honor the service of Federal employees, manage more efficient and effective IT capabilities, report on the demographics of the workforce, and increase the use of data to support agencies. At this juncture, continuity of program resources is paramount to ensure on-going daily operations in addition to ensuring progress on strategic initiatives to better support OPM’s federal partners manage the federal workforce. An interruption of services or reckless transition to a new vendor would jeopardize federal agency access to their employee’s personnel data contained in the eOPF, impede OPM from providing data to support data calls from OMB, Congress, courts, and the media, impact Health and Human Services activities supporting the Affordable Care Act, delay access to important Department of Defense technical information, stop or delay OPM’s Retirement Services electronic Retirement Record IT improvement initiative, and stop or delay the submission of human resource, payroll, and training data to the EHRI Data Warehouse and Statistical Data Mart.

Without this task order, the EHRI program is unable to collect and manage funds received from federal agencies supported by the program. Additionally, there would be high risk to the success of a vendor due to the lack of thoughtful, managed contract transition, maintaining on-going activities, and managing schedule logistics in a very complex technical and functional environment consisting of many complicated business processes and procedures supporting EHRI DW program operations.

The most recent BPA was justified as a logical follow on in accordance with FAR 8.405- 6(a)(1)(i)(C) while the present justification is being prepared in accordance with FAR 8.405- 6(a)(1)(i)(A) since an urgent and compelling need exists, and following the procedures would result in unacceptable delays. The reason for the differing justifications is that the Government was not previously aware that additional project analysis, business and financial close out reports, and unplanned specialized IT operational task encounters as a result of the program’s migration to a new data center and conversion to a data-centric environment would be required. The Government was unaware of the unplanned specialized IT operational task encounters as a result of the program’s migration to the new data center and conversion to a data-centric environment as well as the new additional requirements that were a direct result of these unplanned task encounters.

5. Determination by the contracting officer that the anticipated order will represent the best value:

Based on the nature of the requirement, the solicitation will be issued to a single source.

Competition will not be sought. In order to determine that the anticipated order will represent the best value, the contracting officer and requesting activity will review previous orders/calls that were competitively awarded and compare the requirement to similar schedules. In addition, technical support personnel will review the level of effort and labor mix proposed.

Pricing will be evaluated to determine if it is a) realistic for the work to be performed, b) reflects a clear understanding of the requirement, c) inclusive of all required services, and d) fair and reasonable. The anticipated task order shall represent the best value to the Government because the contractor will be required to price the products as well as the labor categories and associated hourly rates within their existing GSA Schedule Contract, which have already been determined to be both fair and reasonable in accordance with FAR 8.404(d). Additionally, the vendor will be requested to provide any discounts available beyond the published GSA price.

6. Description of the market research conducted and the results or statement of the reason market research was not conducted:

Market research was not conducted for this requirement since an urgent and compelling need exists, and following the procedures would result in unacceptable delays in accordance with FAR 8.405-6(a)(1)(i)(A). The overall conclusion of the market research conducted for the competitive procurement that will be solicited following this action is that there are several small business GSA Schedule contractors capable of satisfying this requirement for project management, program analysis, and acquisition lifecycle management support services, subject matter expertise, and IT support. Additionally, market research has revealed that the Government’s need can be met by a type of service customarily available in the commercial marketplace thereby supporting a commercial service acquisition pursuant to FAR 12.

7. Other facts supporting the justification.

None.

8. Statement of actions, if any, the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services is made:

The next acquisition for the EHRI PMO support services requirement will be competitively awarded and set-aside for small business following the procedures of FAR 8.4.

9. Certifications/Reviews/Approvals:

Contracting Officer

I hereby certify that the information provided herein to support this Limited Source Justification is complete and accurate to the best of my knowledge and belief.

Signature: ________________________________ Date: _________________________ James C. Thieme OPO Contracting Officer

Program Office

I hereby certify that the information provided herein to support this Limited Source Justification is accurate and complete to the best of my knowledge and belief.

Signature: ________________________________ Date: _________________________ Victor A. Karcher, Jr.

Program Director Data Warehouse Program

I have determined that the information contained herein is accurate and complete to the best of my knowledge and belief.

Signature: ________________________________ Date: _________________________ Joy S. Fairtile Associate Chief Information Officer, Infrastructure

REVIEW & APPROVAL:

Signature: ________________________________ Date: _________________________ Dean S. Hunter OPM, Competition Advocate