Savantage JA 09112020(RD) Fully Executed.pdf

CUI//SP-PROCURE//DL ONLY

1a. Justification for Other Than Full and Open Competition

Dissemination List: Individuals identified as a preparer, concurrence, reviewer or approver IAW Contracting Approval Matrix

A.14 v2.00 2020.02.05

I. AGENCY & CONTRACTING DIVISION

Federal Retirement Thrift Investment Board OCFO Contracting Division 77 K Street N.E., Suite 1000 Washington, D.C. 20002

II. NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED

The purpose of this J and A is to award a sole-source contract for professional services and software maintenance for the Savantage Altimate proprietary products currently provided to the Agency under contract TIB-2015-C-0006. These services are for customized software development and enhancements required by the Office of Technology Services (OTS) and the Office of Participant Services. The product maintenance includes software releases to the core product that is provided through the proprietary license agreement.

III. DESCRIPTION OF THE PRODUCTS/SERVICES REQUIRED TO MEET THE AGENCY’S

NEEDS

Under the professional services arrangement, Savantage Solutions performs software development, maintenance, and testing of their Commercial-Off-The-Shelf (COTS) software product Altimate. The Savantage Altimate product is a suite of financial management applications that is certified as having met the rigorous standards and testing process for federal government core financial management system administered by the Financial Systems Integration Office (FSIO), formerly known as JFMIP. This includes the Financial Cash Flow Ledger Management system for the Thrift Savings Plan (TSP) for the TSP’s Participants and Beneficiaries. However, because the accounting rules for the TSP extend beyond those contained in the base COTS package provided by Savantage Solutions, the Agency currently uses a highly customized version of the General Ledger Management module.

This financial management system and interface is responsible for all transmitting;

disbursement, reconciliation, reporting, participant inquiry and error resolution information.

If this requirement is not purchased from Savantage Solutions, the accounting systems cash flow and ledgers within the TSP system, OMNI and Altimate, and the accounting systems external to TSP (the U. S. Treasury), will not work.

It would cost FRTIB approximately $3.5M to replace the Savantage software. This estimate of replacement costs does not include indirect cost and implementation, the required two (2) year transition period and the cost of returning to the Savanage software if a new software did not meed the Agency’s needs. FRTIB tried to replace the Savantage software five (5) years ago and the replacement software did not meet the Agency’s requirements. FRTIB believes the same would be true today.

OTS is requesting renewal of the Savantagesoftware maintenance for the above referenced products and professional services support. The Period of Performance for the renewal would be October 1, 2020 to September 30, 2024.

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IV. AUTHORITY PERMITTING OTHER THAN FULL AND OPEN COMPETITION

41USC 253(c), as implemented by FAR 6.302-1: Only one responsible sources and no other supplies or services will satisfy agency requirements.

Check all that are applicable.

a. Only one responsible source (e.g. – vendor):

Only one responsible source and no other products or services will satisfy FRTIB requirements. Provide an explanation based on the below instructions:

Click here to enter text.

b. Proprietary Software and/or related services:

Proprietary software and/or related services. (Same authority as above).

Savantage Altimate is the only provider of its proprietary software, maintenance and professional services. Savantage Altimate provides crucial software and services needed to manage the Financial Cash Flow Ledger Management system for the TSP’sParticipants and Beneficiaries.

Professional Services: The FRTIB has practices that differ from the accounting practices followed by Savantage Solutions’ other private sector and government clients and therefore has required Savantage Solutions to develop custom scripts and interfaces to meet the unique requirements of the Agency. As such, only Savantage Solutions can change the scripts owned by FRTIB and ensure continued support of the code used for the TSP.

Product Maintenance: Currently, Savantage Solutions is the only certified maintenance contractor for the Savantage Altimate product. No other support contractor is certified to offer maintenance on the Savantage Altimate product.

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As a result, OTS is requesting a sole source procurement for the renewal of both Savantage Solutions’ professional services and product maintenance.

c. Unusual and compelling urgency:

Unusual and compelling urgency (delay in award of a contract would result in serious injury, financial or other, to the FRTIB; not to be used for failure to plan).

Provide an explanation based on the below instructions:

Click here to enter text.

V. DESCRIPTION OF EFFORTS MADE TO ENSURE THAT OFFERS ARE SOLICITED

FROM AS MANY POTENTIAL OFFERORS AS DEEMED PRACTICABLE

No efforts were made to ensure that offers were solicited from as many potential offerors as deemed paractible because the services and software needed are proprietary to Savantage Solutions.

VI. DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST

TO THE AGENCY WILL BE FAIR AND REASONABLE

By analyzing the Quoter’s proposed price, inclusive of any offered discounts and comparing the submission against the historical rates previously paid such services, the Contracting Officer has confirmed that the proposed costs is fair and reasonable.

VII. DESCRIPTION OF MARKET RESEARCH CONDUCTED AND THE RESULTS, OR A

STATEMENT OF THE REASONS MARKET RESEARCH WAS NOT CONDUCTED

FRTIB has confirmed that Savantage Solutions is the exclusive distributor of Altimate products; therefore, this purchase must be made through the manufacturer. As a result, no additional market research was completed.

VIII. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN

COMPETITION

None.

IX. LIST OF SOURCES, IF ANY, THAT EXPRESSED INTEREST IN THE PROCUREMENT

None.

X. A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO REMOVE OR

OVERCOME ANY BARRIERS TO COMPETITION BEFORE MAKING SUBSEQUENT

PROCUREMENTS FOR THE REQUIRED PRODUCTS AND SERVICES

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N/A

XI. TECHNICAL/ REQUIREMENTS REPRESENTATIVE’S CERTIFICATION

As evidenced by his/her signatures on the Coordination and Approval Document, the technical and/or requirements representative has certified that any supporting data contained herein, which is his/her responsibility, is both accurate and complete.

CERTIFICATION OF TECHNICAL OR REQUIREMENTS PERSONNEL

I hereby certify that any supporting information and data provided, which form the basis for this justification, are accurate and complete to the best of my knowledge and belief.

Program Office (Signature)

Digitally signed by CLARENCE

CLARENCE MAIN MAIN

Date: 2020.08.05 09:15:34 -04'00'

(Date) (Name & Title)

Ed Main 08/05/2020 Branch Chief EASB

XII. CONTRACTING OFFICER’S CERTIFICATION

The Contracting Officer’s signature on the coordination and approval document evidences that he/she has determined this document to be both accurate and complete to the best of his/her knowledge and belief.

CONTRACT OFFICE CERTIFICATION

I certify that this submission is accurate and complete to the best of my knowledge and belief Contracting Officer (Name & Title)

(Signature)

PAMELA DAVIS Digitally signed by PAME Date: 2020.09.11 07:22:2

(Date)

LA DAVIS

-04'00'

APPROVALS

ADDITIONAL APPROVALS

$2

K

Division Chief of Contracting (Name)

Mark Chranowski

[ X] APPROVE

[ ] DISAPPROVE

(Signature)

Mark Di gitally by Mark

Chranow Chranow ski Date: 202 07:59:19

(Date) signed ski 0.09.18

-04'00'

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$2

K to

1M

Office Director (Name)

[X ]

APPROVE

DISAPPROVE

(Signature) (Date)

$1 M to

M Chief Financial Officer/

Chief Acquisition Officer

Susan Crowder

[X]

DISAPPROVE

(Signature) Digitally

SUSAN by SUSA

CROWDE

CROWDERDate: 20 10:55:02

(Date) signed N R

20.09.21 -04'00'

$1

0M to

M

Chief Operating Officer

(Signature) (Date)

[ ] DISAPPROVE

$2

0M

Executive Director

(Signature) (Date)

[ ] DISAPPROVE