OPR FY_2025_Sole_Source_Justification_-_Mitratech Signed.pdf

U.S. Department of Justice

Office of Professional Responsibility

950 Pennsylvania Avenue, N.W., Suite 3266 Washington, D.C. 20530

MEMORANDUM FOR THE RECORD

SUBJECT: Sole Source Award, Justification for Other Than Full and Open Competition

For Legal Case Management Software Licenses and Services – Mitratech’s Law Manager, Inc.

Agency & Contracting Activity United States Department of Justice, Justice Management Division, Procurement Services Staff.

Nature and/or Description of the Action Sole Source Awarded to Mitratech’s Law Manager Inc. to provide software licenses and upgrades for the Office of Professional Responsibility’s (OPR) legal case management software.

Description of Supplies/Services Required This procurement is for the software licenses and upgrades to OPR’s Mitratech Law Manager legal case management software.

Estimated Value The estimated value of this acquisition in FY 2025 is $37,246.81. The period of performance shall begin on October 1, 2024 and conclude on September 30, 2025.

Statutory Authority In accordance with Federal Acquisition Regulation, the selected services are necessary and important to accomplish OPR’s mission.

Nature of Acquisition Requiring Use of Authority The Office of Professional Responsibility (OPR) was established by order of the Attorney General to ensure that Department of Justice (DOJ) attorneys and law enforcement personnel perform their duties in accordance with the highest professional standards expected of the nation's principal law enforcement agency. The Law Manager software is used to support OPR’s entire legal case management system. OPR maintains data in this system that supports its investigations, inquiries, FOIA requests, OIG Referrals, whistleblower retaliation claims, and requests from the judiciary, DOJ entities, and the public. Licenses are required to access the system. Routine upgrades and patches are needed to ensure that the software always remains in good working order.

Description of Efforts Made to Solicit Potential Sources A synopsis and intent to award a sole source contract was published in https//sam.gov.

Determination of Cost Reasonableness The cost is based on the open market pricing for the Law Manager software licenses and upgrades. OPR’s market research revealed that the FY 25 pricing that Mitratech proposed for the Law Manager legal case management on prem system is fair and reasonable.

Description of Market Research Conducted OPR conducted market research to identify small business vendors that provide similarly suited software that can support OPR’s operations. OPR submitted its Market Research results and an Independent Government Cost Estimate to the

- 2 -

U.S. Department of Justice Procurement Services Office (PSS) for their use in issuing a Request for Quote(RFQ) for a newer more robust system. The Procurement Services Office released the Request for Quote on GSA.

Any Other Facts Supporting the Use of Other Than Full and Open Competition Since 2008, OPR has relied upon the Law Manager software to enter case information and track the statuses of its cases.

To date, OPR has entered more than 12,000 records in its Law Manager legal case management system. Failure to procure the licenses and upgrades will result in OPR having to manually maintain its critical legal case management information. Software upgrades are necessary to avoid security vulnerabilities and to stay compliant with FISMA requirements. If the current RFQ process results in a new contract award, OPR envisions a need for the newly selected vendor to access the law manager system to transfer and seamlessly integrate the data stored.

Listing of Sources that Expressed a Written Interest in the Acquisition Not Applicable.

Statement of Actions Taken to Overcome any Barriers to Competition PSS ensured that the RFQ for OPR’s new legal case management system was released o]n GSA.

Contracting Officer Certification This justification is accurate and complete to the best of my knowledge and belief:

Sheila Washington-Watson Date

I concur that the technical information regarding this requirement that forms a basis for this justification is complete and accurate:

Dante Lewis Date Contracting Officer