R16PS00118_-_Sole_Source_Justification.pdf

WBR 1413.106-1 Form 1 (September 2016)

DETERMINATION TO SOLICIT FROM A SINGLE SOURCE

Solicitation No.:

Project Name: DOI eERDMS Migration Project Pursuant to Federal Acquisition Regulation (FAR) 13.106-1(b)(1), for purchases not exceeding the simplified acquisition threshold (SAT). Contracting Officers may solicit from only one source if the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand name, or industrial mobilization).

1. Agency and Contracting Activity.

Bureau of Reclamation, Upper Colorado Regional Office, Salt Lake City, Utah

2. Name and Address of Single Source.

Jay Bowen, Bowen ECM Solutions, LLC 888.972.4836 3593 Medina Road, #168 Medina, OH 44256

3. Description of Supplies/Services and Estimated Cost.

This modification is for continued services on a previously competed purchase order and the performance will require a re-baseline of the migration project from Reclamation’s existing electronic records and document management system (REDS) to the Department of Interior’s required system. The contractor will document and communicate the design requirements and perform the migration of data and metadata from the existing REDS to Opentext, Electronic Email Records Document Management System (eERDMS). The work is part of the eERDMS Opentext Reclamation-wide Implementation Project and is a continuation of the efforts already achieved in preparation of REDS migration.

The eERDMS Opentext product needs to be fully configured to meet the government’s requirement that were defined in the previous efforts. The project tasks include the re-baselining of the project and the organization of the project milestones; creation and communication of eERDMS system design requirements based on existing uses of REDS;

and mapping of these requirements to the final system design of eERDMS. The continuation of migration tasks for exporting documents/records/folders and metadata etc; modification of import methodology and modification of the migration scripting application; and performing the import migration of data and documents for the final design and configuration acceptance of eERDMS.

The REDS System to be migrated consists of approximately 275,000 documents with a database size of 75 gigabytes and document disk storage of approximately 2 terabytes.

Specific work that still needs to be performed is related to the following items:

1. Participate in project re-baseline planning meeting to re-define the remaining major milestones and follow-up project status meetings required for the successful migration of information from REDS to eERDMS.

WBR 1413.106-1 Form 1 (September 2016)

2. Provide consulting services for the refinement and communication of design / configuration requirements and configure eERDMS Opentext for our use, and required to perform the migration of exported documents/records/folders and metadata etc., into the eERDMS Opentext Library.

3. Make necessary modifications to the existing application created for UCEDMS export and use the application to export metadata, documents, records, and folders from the UCEDMS FileNet P8 system.

4. Make necessary adjustments to the exported information and prepare the information and files for import based on the final system design of eERDMS.

5. Modify the existing import application to automate the migration of all the information from REDS into Opentext Library utilizing the recently approved OpenText Web Services interface.

6. Ensure all of the information from REDS is properly classified and accounted for in eERDMS through quality assurance methodology and reporting.

The estimated cost for the required services outlined in the statement of work is $89,900.00.

4. Description of Circumstances, including why only one source is reasonably available.

This modification is required due to a contractor staff on a separate contract failing to deliver results for their portion of the project causing excessive delays and restarts for the project as a whole. These impacts were beyond Reclamation’s control and were not caused by the contractor on this contract. The government is now in the position of starting the project over with new staff on the other contract, and a newly approved migration path that is more efficient. With this agreement and access rights in place, the contractor will be able to complete the automated import portion of the migration and remove the manual processes that were previously proposed.

Much of the work already performed by the contractor will be used as it moves forward, which includes the understanding of Reclamation’s current system configuration;

documented system requirements; developed export application; electronic document export process; and the data mapping application for migration into eERDMS OpenText. This would all be a duplication of effort and lead to increased costs if we did not continue this effort with the current contractor.

To utilize a new contractor at this point in the project we would be starting from the beginning rather than continue from where the project has already progressed. This includes at least 2-4 weeks to educate and train the contractor on our current system configuration and business requirements. A new export application would be required as these tools and methodologies are provided by the contractor and they must be developed and tested with Reclamation’s configuration within the existing REDS software; estimated to be 4 weeks of additional work. The contractor provided application for migrating the exported information from REDS into eERDMS using the web services interface would have to be developed;

estimated to be at least 2-4 weeks of additional work. This estimated duplication of effort could delay the project at least 2-3 months and add $48,000 - $72,000 to the government’s cost.