Redacted_J_and_A.pdf

FOR OFFICIAL USE ONLY - PROCUREMENT SENSITIVE - SOURCE SELECTION SENSITIVE

LIMITED SOURCE JUSTIFICATION& APPROVAL

Federal Supply Schedules

15 December 2016

SOFTWARE MAINTENANCE FOR ONBASE

DOCUMENT NUMBER: KOCUD17RI002

AUTHORITY: Section 201 of the Federal Property and Administrative Services Act of 1949 (40 U.S.C. 501)

REFERENCES:

FAR 8.405-6 (b) – Items peculiar to one manufacturer. For proposed orders exceeding the micro-purchase threshold, the ordering activity contracting officer may solicit an item peculiar to one manufacturer. An item peculiar to one manufacturer can be a particular brand name, product, or a feature of a product, peculiar to one manufacturer. A brand name item, whether available on one or more schedule contracts, is an item peculiar to one manufacturer. Brand name specifications shall not be used unless the particular brand name, product, or feature is essential to the Government’s requirements, and market research indicates other companies’ similar products, or products lacking the particular feature, do not meet, or cannot be modified to meet, the agency’s needs. The contracting officer shall approve the justification unless a higher approval level is established in accordance with agency procedures.

DOCUMENTATION:

(1) Requiring Activity:

a. Requesting Activity

XXXXXXXXXXX

XXXXXXXXXX

XXXXXX

XXXXXXXXXXXXX

XXXXXXXXXXXX

POC is: XXXX XXXXXX, XXXXXXXX

b. Contracting Activity

DFAS XXXXX

XXXXXXXXXXXXXXXX

XXXXXXXXXXXXXXX

XXXXXXXXXXX

XXXXXXXXXXXXXXXX

(2) Supplies or services being procured: This request is for renewal of software maintenance and support of the Onbase software XXXXXXXXX. Maintenance/support is required to maintain compliance with DFAS “supported software” requirement (XXXXXXXX) for Accounting Operation’s document imaging system (XXXX). Maintenance includes all major/minor releases, “bug fixes”, and technical support. Estimated total estimated cost of services is XXXXXX which includes the base and all option years.

Base Year: 01/01/2017 – 12/31/2017 - XXXXXXX

Option 1: 01/01/2018 – 12/31/2018 - XXXXXXX

Option 2: 01/01/2019 – 12/31/2019 - XXXXXXXX

Option 3: 01/01/2020 – 12/31/2020 - XXXXXXX

Total Estimated Cost: XXXXXXXXXX

(3) Reason that this is a limited source procurement (i.e., proposed contractor's unique qualifications, etc.):

The required maintenance support of Onbase software is critical to the ongoing availability of documents stored in the system. The current system (Onbase) must remain in place for storage and retrieval until the historical documents can be either transferred to XXXXX or destroyed in accordance with document retention guidelines. The goal would be to transfer prior to XXXXXX but this is dependent upon many factors XXXXX XXXXXX and willingness of XXXXX to accept the data as XXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX. There are currently XXXXXXXXXX Onbase users.

Failure to maintain the software would not be in the best interest of the government, due to the quantity of images stored and the number of users. Additionally this software maintenance is a requirement for DFAS security and other ongoing system upgrades.

The requirement is for maintenance on existing Onbase (XXXX), a legacy system that eventually will be replaced XXXXXX. It is not cost effective to replace existing Onbase software XXXXXXXXX software at an estimated cost of over XXXXXX. Renewing the maintenance contract

XXXXXXXXXXXX is the most effective solution that minimizes implementation and training costs.

(4) Market survey (indicate if any other firms were contacted or expressed interest):

Onbase is proprietary software with XXXXXXXXXXXXXXXXXXXX. Review of GSA schedule indicated there are some authorized resellers of some of the XXXXXX products and services. The

RFQ will be issued through GSA e-Buy, where authorized resellers will be able to review and quote on the required maintenance. Other known Onbase resellers (XXXX, XXXXX, and XXXXX) are were contacted on XXXXXX. XXXXXXXX XXXXXX, XXXXXX, responded to the request, but

XXXXXXXXXXXXXX. XXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXX

XXXXXXXXXXXXXX XXXXXX negotiated GSA pricing.

Previous year contract pricing XXXXXXXXXXXXX were as follows:

2016 XXXXXX (reflects reduction in license quantities from the prior years)

2015 XXXXXX

2014 XXXXXX

2013 XXXXXX(XXXXXX plus an added extended support fee)

When reaching out to XXXXXXX to discuss the XXXXXX 2016’s pricing (XXXXXXX) and the current pricing of XXXXXXXX it was explained that XXXXXXXXXXXXXXXXXXXXXX

XXXXXXXXXXXXXX. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

XXXXXXXXXXXXXXXXX. In addition to the market research listed above an online search shows the XXXXXXXXXXXXXXXXXXXXXXX for the XXXXXXXXXXXX for the XXXXXXXX

XXXXXXXXXX.

(5) Technical requirements personnel certification: I hereby certify that this justification is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge and belief, and that I would not be making this request if it were feasible to fully compete this requirement. I further certify that this request is not the result of lack of advanced planning or a desire to expend funds while those funds are still available.

XXXXXXXXXXXXXXX XXXXXXXXX

XXXXXXXXX DATE

XXXXXXXX

(6) Price Reasonableness Determination: As stated in FAR 8.404(d), GSA has determined pricing for the required service/product to be fair and reasonable.

(7) Contracting Officer’s certification

I hereby certify that this justification is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge.

XXXXXXXXXXXXXXXXX XXXXXXXXX

XXXXXXXXXXX DATE

XXXXXXXXX