Sole_Source_Justification_Final.pdf

Control Number: 2016-16

Justification Review Document

Description of Acquisition: Help Desk maintenance and support services and upgraded hardware and software to support the Help Desk IP PBX maintenance contract for the Service Center CIC Upgrade.

Statutory Authority: FAR 13.501(a) Sole Source Acquisitions

Estimated Contract Amount: Base Year: $181,557.35 Option Year One- $107,476.74 Option Year Two- $110,328.57 Option Year Three- $113,270.59 Option Year Four- $116,315.58 Total - Base and Four Options - $628,948.83

Period of Performance: Base Year - 4/15/2016 – 4/14/2017 Option Year One – 4/15/2017- 4/14/2018 Option Year Two – 4/15/2018 – 4/14/2019 Option Year Three – 4/15/2019 – 4/14/2020 Option Year Four – 4/15/2020 – 4/14/2021

Required Review Signatures: The below have reviewed this J&A and find the justification adequate to support other than full and open competition.

Procurement Center Janice Addison Director: Signature: ___________________________

Proc Division Amy A. Williams Policy Branch Procurement Analyst Signature: _____________________ _

DCMA Software License Erin K. Finkes Compliance Manager: Signature: __________________________

Legal Counsel: Michael E. Sainsbury Signature: _____________________________

Competition Sallee S. Justis Advocate: Signature: ____________________________

ADDISON.JANICE.LOUISE.1013485530

WILLIAMS.AMY.A.1283966441

FINKES.ERIN.K.109330417

SAINSBURY.MICHAEL.

EDWARD.1012941109

JUSTIS.SALLEE.S.123

0493185

SOLE SOURCE JUSTIFICATION

1. Contracting Office: Defense Contract Management Agency (DCMA), Procurement Center, Fort Lee, Virginia.

2. Type of Contract Action: This is a new contract action. The action requested will be a firm-fixed price, contract. The contract will use current year operations and maintenance funds.

3. Description of Supplies/Services: DCMAIT-F manages the DCMA Service Center (CIC) from the DCMA Columbus location. The current hardware in support of this function is past what is considered “end of life” and is showing signs of increasing instability and will require replacement with upgraded equipment. DCMA uses proprietary Interactive Brand Name software that has been modified over the past 8 years to work specifically in our environment. This software will need to be further modified to include the new hardware upgrade. DCMA will require vendor installation services to install required Hardware/Software scripting and current and out-year maintenance. DCMAIT-F requests the ability to purchase additional user licenses as dictated by DCMA user call demand as well as the ability to purchase additional Scripting migration/Script editing as needed to include on-site support immediately should a problem develop. Additionally, DCMAIT-F seeks to increase call capacity by adding the necessary CIC System Resources to support 2 additional PRI/Circuits provided by the Columbus Nortel PBX as a T1 TIE Line. In addition, 14 licenses for Text-To-Speech playback will be deployed.

4. Authority Cited: FAR 13.501(a) Sole Source Acquisitions

5. Reason for Authority Cited: DCMA has a significant investment in hardware and software supporting the Global Service Center (GSC) infrastructure. Due to the “face-forward” nature of the GSC, past performance and current capability are critical to the successful completion of our mission. Proprietary software, Interactive Intelligence Incorporated (I3), has been, and will need to continue to be, modified specifically for the DCMA environment. Interactive Intelligence software is proprietary in nature and requires specific Interactive Intelligence brand name maintenance. No other maintenance is technically acceptable.

As specific software scripting will be required, brand name authorization to modify the proprietary software will be required. Additionally I3 has assigned PDT as the DCMA maintenance provider. The 3rd party maintenance provider with which we contract for maintenance can provide this maintenance on GSA Schedule 70: GS-35F-0458U.

The DCMA Service Center CIC system was purchased initially from I3. Maintenance on the system is proprietary and mandatory. No other brand of maintenance will fulfill our functional requirements nor can another product be modified to meet our needs. I3 sources out their proprietary maintenance to authorized 3rd party maintenance providers by region.

While there are possibly other regional authorized maintenance providers, there are no other providers of the mandatory and proprietary maintenance that can have service technicians on-site in the prescribed amount of time.

6. Efforts to Obtain Competition: With the customization that has been done to the current system, no out-of-the-box solution would provide the Service Center with its current functionality. A quote to replace the existing system with similar capability exceeded $280k, well over 50% more in the base year alone. A new system would also require months to develop and has no guarantee of providing needed functionality. It would therefore not be cost effective to replace the existing system.

7. Fair and Reasonable Cost Determination: The price will be determined fair and reasonable based on a comparison of market prices and historical contract pricing.

8. Market Research Conducted: In addition to the research discussed in item 6 above, market research was conducted to determine if there were any viable alternative sources.

Additionally, all required sources of supply were researched to determine if any could provide this requirement. No sources were located that were technically acceptable without having to replace our current system.

9. Other Factors: Having a fast response time for on-site service calls is critical to the continuing functionality of the GSC. Additionally, scripting services must be performed from within our location as providing external access to DCMA software coding is a DOD security violation. The Statement of Work could not be modified by the requiring activity due to the proprietary nature of the requirement. Additionally, as stated above the only other alternative would be to replace the current system costing the Government well over 50% in additional costs.

Procurement History S5107A-10-F-0001, Small Business Set-aside posted to GSA E-buy, Awarded to PDT, Inc.

on 11/18/2009 S5121A-15-F-0006, Awarded 5/19/2015 to PDT, Inc, Sole Source, FAR 8.405-6(a)(1)(i)(B) S5121A-15-F-0009, Awarded 8/1/2015 to PDT, Inc., Sole Source FAR 8.405-6(a)(1)(i)(B)

10. Sources: PDT, Inc.

11. Actions Taken to Remove Barriers: Over the period of this contract all new technologies will be evaluated for potential use by DCMA Service Center for use and upgrade. Of special interest would be COTS out of the box and ready for production. At this time this does not exist.

Technical/Requirements Certification:

I certify that the supporting data under my cognizance, which are included within this justification, are accurate and complete to the best of my knowledge and belief.

Name: Donna Ingle Signature:________________ Title: Requiring Activity Date: _______________________

Fair and Reasonable Price Determination/Contracting Officer Certification:

I hereby determine that the price for this action will be fair and reasonable and the memorandum detailing the Fair and Reasonable Price Determination will be included in the contract file documentation. I certify that this J&A is accurate and complete to the best of my knowledge and belief.

Signature:________________ Date: _________________

Justification Approval

Based on the foregoing justification, I hereby approve the procurement of Help Desk maintenance and support services and upgraded hardware and software to support the Help Desk IP PBX maintenance contract for the Service Center CIC Upgrade on another than full and open competition basis, pursuant to the authority of FAR 13.501(a) Sole Source Acquisitions, provided that funds are available, or will be available, and that the services and products herein described have otherwise been authorized for acquisition.

APPROVED:

Name: Signature:_____________________ Date: _______________________

21 Mar 2016

INGLE.DONNA.L.1229

146358

SMITH.MAR

Y.LOUISE.1

114997010

JUSTIS.SALLEE

.S.1230493185