TMetrics_FY16_LSJ_Redacted.pdf

Limited Sources Justification and Approval (J&A)

Contracting Activity: Department of the Air Force, 502d Contracting Squadron

Purchase Request / Local ID Number: PR#0010661954

Program / Project (and PE, if applicable): N/A

Program Type (PEO or Other Contracting): Other Contracting

Authority: Multiple Award Schedule Program (FAR 8.405-6)

Estimated Contract Cost (including options):

Description of Limitation:

Sole Source Justification for T-Metrics Extended Hour Software Service Subscription (SSS)

COORDINATION (AFFARS 5306.304(a) )

Date

08 Jun 2015

Contracting Officer

Signature

Date

08 Jun 2015

Project Lead / Program Mgr / Requiring Activity

Signature

Date

08 Jun 2015

Communications and Info Systems Officer (CSO)

Signature

Date [ Acquisition Flight Chief ]

Signature

APPROVAL (AFFARS 5306.304(a) )

Date

08 Jun 2015

Contracting Officer

Signature

Date

09 Jun 2015

Competition Advocate

Signature

( See guidance at the end of this document for completing the following sections. )

I. Contracting Activity.

Contracting Activity: 502d Contracting Squadron 2250 Engineer St. Ste. 1 Joint Base San Antonio Ft. Sam Houston, TX 78234-7625

Contracting Officer:

II. Nature and/or description of the action being processed.

Renewal of existing T-Metric Extended Hours Software Subscription Service (contract FA3016-14-F-0003) in support of TM-2000 (144 Port SIP) Automated Call Distribution (ACD) system located at San Antonio Military Medical Center (SAMMC).

Current period of performance is set to expire 30 September 2015. This FY 16 requirement is for a firm fixed priced base contract plus 4 option years.

III. Description of supplies/services required to meet agency needs.

The Extended-Hours Software Subscription Service (SSS) for the TM-2000 (144 Port SIP) ACD Contact Center provides the following:

-A Username and Password for 24/7 logon access to software updates, agent and supervisor manuals, new features and software bug fixes, all of which can be downloaded from the T-Metrics Web site.

-A Username and Password for 24/7 logon access to on-line self-training of agents from the T-Metrics Web site.

-Unlimited access to technical support via the Internet, email, and phone.

-Changes to existing menus / call trees -24/7 emergency number for T-Metrics-defined emergencies If a call is received during the hours that the help desk is closed and the situation is an emergency as defined by T-Metrics, then callers will be connected to a Support Person after entering the T-Metrics provided after-hours PIN. If the situation is not an emergency as defined by T-Metrics, then callers will have the option to leave a message for a return call the next business day. Emergency conditions as defined by T-Metrics are:

-The Server is not handling calls and calls are overflowing to an agreed-upon emergency fallback number.

-More than 50% of the agent positions in a single skill set are unable to take calls and the overflow treatment is not acceptable.

IV. Identification of the justification/rationale for limiting sources and demonstration of the contractor's unique qualifications to provide the required supply/service.

FAR 8.405-6 requires an ordering activity to justify its actions when restricting consideration of schedule contractors to fewer than required in FAR 8.405-1 or 8.405-2. The authority that justifies restriction for this acquisition is FAR 8.405-6(b).

FAR 8.405-6(b), The item is peculiar to one manufacturer. A brand name item, whether available on one or more schedule contracts, is an item peculiar to one manufacturer.

The equipment upgrade to the SAMMC Automated Call Distribution system TM-2000 (144 Port SIP) system requirement was competed among small businesses on FBO. Three vendors responded to the Request for Quote. Netcom Technologies, Inc., an authorized T-Metrics reseller, quoted the lowest price and was awarded purchase order FA3016-14-P-0115 in the amount of .

IAW FAR 8.004(a)(1) Use of Other Sources, agencies are encouraged to consider satisfying requirements from or through the non-mandatory sources. T-Metrics is the only Manufacturer on GSA capable of providing software updates to the Extended- Hours Software Subscription Services due to the systems proprietary information. None of T-Metrics Resellers are authorized support this requirement through GSA.

This request is for a follow-on contract for the software support. If the requirement were to be competed then the entire call system would need to be replaced. This would cause a substantial duplication of cost to the Government, estimated including FY14 upgrade, that is not expected to be recovered through competition. The current/ existing

TM-2000 Automated Call Distribution (ACD) system in place at SAMMC are proprietary in nature can only be maintained and supported by T-Metrics via GSA.

V. Determination by the ordering activity Contracting Officer that the order represents the best value consistent with

FAR 8.404(d).

A Best Value determination will be made at the time of the award. GSA has already determined the prices of supplies and fixed-price services, and rates for services offered at hourly rates, under schedule contracts to be fair and reasonable.

However, in accordance with the Deviation at FAR 8.404(d) GSA's determination does not relieve the ordering activity contracting officer from the responsibility of making a determination of fair and reasonable pricing for individual orders, BPAs, and orders under BPAs, using the proposal analysis techniques at FAR 15.404-1. The complexity and circumstances of each acquisition should determine the level of detail of the analysis required. The Contracting Officer also intends to compare proposed prices to prices paid by public and private sector activities for similar software maintenance and upgrade products. For Items listed in Section III above, the Contracting Officer will compare the contractor's RFQ pricing to the contractor's Federal Supply Service schedule award pricing.

VI. Description of the market research conducted and the results, or explain why market research was not conducted.

Market research was not conducted, because T-Metrics is the only Manufacturer available to support this product, IAW T- Metrics Sole Source letter dated 13 May 2015.

VII. Other facts supporting the justification.

SAMMC's system was just recently upgraded to the latest technology (September 2014) in support of the required automated call distribution system; it would be a substantial duplication of cost, estimated including FY14 upgrade, to compete this system for replacement.

VIII. Actions 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.

SAMMC will continue to review other vendors' solutions as they become available for future competition of this requirement. In addition SAMMC will continue to review brand name requirement mandates, compatibility and integration requirements and current, new and emerging technology through market research on a case-by -case basis. SAMMC will also continue to evaluate additional model/manufacturers and SAMMC's compatibility to ensure the Government utilizes the most efficient and economical provider. However, due to the existing equipment, T-Metrics brand specifications will be required for this and similar requirements. This request is for out-year software service support and will be a continual requirement for any ACD system.

IX. Certification by the Contracting Officer.

As evidenced by my signature above, I have determined this document to be both accurate and complete to the best of my knowledge and belief.

X. Certification by the technical/requirements personnel.

As evidenced by my (our) signature(s) above, I (we) certify that any supporting data contained herein, which is my (our) responsibility, is both accurate and complete.