Sirsi-_JA_(redact)_1_Redacted.pdf

Justification and Approval (J&A) for Other Than Full and Open Competition

Choose the funding level for this J&A Document:

< $650K > $650K and < $12.5M > $12.5M and < $85.5M > $85.5M

Contracting Activity: 766th Specialized Contracting Squadron, 90 G Street, Bldg 1201, JBPH-H, HI 96853

Purchase Request Number: F2CFVS5132A001

Program / Project (and PE, if applicable): SIRSIDynix Symphony Integrated Library Subscription for Seven PACAF Libraries

Authority (include full title): 10 U.S.C.2304(c)(1) or 41 U.S.C. 3304(a)(1) and FAR 6.302-1

Estimated Contract Cost (including options): $

COORDINATION (A F F A R S 5 3 0 6 . 3 0 4 ( a) )

APPROVAL (A F F A R S 5 3 0 6 . 3 0 4 ( a) )

I. Contracting Activity.

Department of the Air Force, 766th Specialized Contracting Squadron, 90 G Street, Bldg 1201, JBPH-H, HI 96853.

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

Justification for other than full and open competition for sole source to SIRSI Corporation as the only one responsible source for

SIRSI Symphony subscriptions for seven PACAF libraries.

NOTE: If a Justification and Approval was approved for the preceding acquisition, a copy of the approved J&A for the predecessor action must be included in the staff package for approval of the instant J&A. This applies to J&A staff packages that are submitted for review andapprovalat a levelabovethecontractingofficer. ThepredecessorJ&Awillbeusedas a referencedocumentbytheapprovingofficial.

Date Project Lead / Program Mgr / Requiring Activity

LAURA DEAN, GS-14, DAF

Chief, Education & Training

HQ PACAF/A1KE/ 808-449-8858

Signature

Date Contracting Officer

ANTHONY G. REYES, GS-12, DAF

766 SCONS/PKZ/ 808-448-2947

Signature

Date Flight Chief LOUSON H. RAMOS, Capt, USAF

766 SCONS/PKD/ 907-552-5707

Signature

17 Aug 2015

REYES.ANTHONY.G

.1171166922

Digitally signed by

REYES.ANTHONY.G.1171166922

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=REYES.ANTHONY.G.1171166922 Date: 2015.08.13 15:37:33 -10'00'

DEAN.LAURA.G.1072407101

Digitally signed by DEAN.LAURA.G.1072407101 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=DEAN.LAURA.G.1072407101 Date: 2015.08.17 08:17:24 -10'00'

RAMOS.LOUSON.H.11608

02703

Digitally signed by RAMOS.LOUSON.H.1160802703 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=RAMOS.LOUSON.H.1160802703 Date: 2015.08.17 14:44:38 -08'00'

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

This requirement is for the maintenance of SIRSI Symphony Integrated Library System (ILS) subscriptions, which is specifically designed to assist in the research for undergraduate and graduate education programs, mission related projects, and personal development within the PACAF libraries for bibliographic records and items. The libraries also have an integrated information management system which is designed to interfaces with seven (7) PACAF libraries at Eielson AFB, Joint Base Elmendorf- Richardson, Kadena AB, Kunsan AB, Misawa AB, Osan AB, and Yokota AB. This subscription is essential to ensure that Government personnel and library patrons can access bibliographic items and obtain library information at any of the PACAF libraries. The period of performance is for one year, 1 Sep 2015 – 31 Aug 2016, with a total estimated value is . This requirement will be funded using FY15 O&M funds.

IV. Statutory authority permitting Other than Full and Open Competition.

In accordance with 10 U.S.C.2304(c)(1) or 41 U.S.C. 3304(a)(1) and FAR 6.302-1, contracting without providing full and open competition is permitted since only one responsible source exists, and no other supplies or services will satisfy agency requirements. SIRSI Corporation is the only source that can provide SIRSI Symphony ILS subscription that is compatible with the current information management system used throughout the PACAF libraries.

V. Demonstration that the contractor's unique qualifications or nature of the acquisition requires the use of the authority cited above (applicability of authority).

SIRSI Corporation currently provides Symphony ILS and software used in the libraries throughout the PACAF theater. As such, any upgrades must be able to interface and be fully compatible with all of the PACAF libraries. SIRSI solely provides Symphony ILS subscription software, and offers maintenance services to Symphony ILS subcribers. Sirsi’s software is a trade secret, proprietary and confidential. There is no compatible software that can interface with the current system. Library information management systems are available from other manufacturers; however, the systems and upgrades are only compatible and can only interface with those from the same manufacturer. No other manufacturer will meet the government’s requirements of functionality and compatibility with the existing library management systems. In addition, a purchase from any other manufacturer would require the Government to incur unnecessary added costs to replace the existing information management systems at all PACAF libraries.

There is an added cost (time and money) of training library staff and six to eight weeks migration to a new system other than Symphony. Therefore, the only responsible source that meets the Government’s need is SIRSI.

VI. Description of efforts made to ensure that offers are solicited from as many potential sources as practicable.

The following companies were contact via telephone:

a. did not return our telephone calls.

b. – provided market information and interested to submit a proposal. Mr.

Flores requires the following information from each of the seven bases to submit a proposal:

(1) Number of bibliographic records in the ILS database. For example 750,000 bibliographic records

(2) Number of items attached to those bibliographic records. For example 1,000,000 items records (generally this number is higher than bibliographic records)

(3) Number of circulations transactions per year. For example 2,500,000 circulations per year.

(4) Number of patrons/staff in the system. For example 75,000 registered patrons.

does not use SIRSI for their Integrated Library Services, but claimed that they can migrate the data from SIRSI to Performance period to migrate the data from Sirsi to would take about 8 weeks, depending on the size of the bibliographic records & items.

VII. Determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

The Government has prepared an Independent Government Cost Estimate (IGCE) based on other Air Force Library ILS contracts.

SIRSI’s quotation will be compared to the IGCE to determine fair and reasonableness.

VIII. Description of the market research conducted and the results, or a statement of the reasons market research was not conducted.

As described in Section VI above, market research, in accordance with FAR Part 10, was conducted by synopsis of the proposed acquisition, advising industry of the pending acquisition and soliciting inquiries from interested parties.

Market research was conducted which revealed the majority of Air Force libraries use SirsiDynix systems. The same product has been sold to many Air Force agencies. Market research also indicated that alternative sources of supply exist in the commercial marketplace.

However, any additional cost to the Government to change to a new system is not expected to be recovered quickly.

Maintaining the SirsiDynix system allows for consistency and continuity across the Air Force libraries. Additionally, upgrades are fully compatible with the current system. With limited funding it would be in the Government’s best interest to maintain the current system for the seven PACAF libraries. The 763 AFICA Specialized Contracting Squadron at Scott AFB, IL posted a sources sought on Federal Business Opportunities (FedBizOps) in May 2015 for a similar requirement. The Lead Contract Specialist stated that there were no vendor responses to the posting after 14 days. The customer provided market research that compared costs of systems currently being used across the AF libraries. Costs for similar services with SirsiDynix ranged from $10K for small inventory (individual installation library) to $227K for multiple bases (MAJCOM buy). Market research was also conducted which revealed that information management systems and upgrades are available from other manufacturers;

however, the systems and upgrades are only compatible and can only interface with those from the same manufacturer. A purchase from any other manufacturer other than the current contractor (SirsiDynix) would require the Government to incur unnecessary added costs to replace the existing information management systems at all PACAF libraries. This cost includes record conversion and migration. There is also an added cost (time and money) of training library staff on a new system. With limited funding it would be in the Government' s best interest to maintain the current system for the seven PACAF libraries.

According to a manager at Air Force Services Agency in San Antonio, TX, they are still actively pursuing an AF-wide ILS. The majority of Air Force libraries use Sirsi Symphony, and it is in the government's best interest to continue to use Sirsi Symphony, facilitating a smooth transition to the Air Force wide contract. Additionally, there were no small business concerns found who provide ILS subscription services during our market research.

SIRSI provides PACAF with a special consortia price that reduces the cost for all the libraries. Other systems are not compatible with the existing PACAF library information management systems without additional costs for system replacement, data migration, or conversion. Market research revealed other companies would charge the government installation, implementation, and other fees to migrate our bibliographic database to their information management systems. These fees will be on top of the actual annual cost for the maintenance subscription. Oregon’s Statesman newspaper article (Retrieved from http://www.statesmanjournal.com/story/news/2014/07/31/regional-libraries-migrating-new-computer-system/13441749/) reveals the following:

a. Cost of SIRSIDynix for Chemeketa Coorperative Regional Library Service with 18 libraries for seven years is $699,700, an average $33,872.22 per library location.

b. Innovative Interfaces Inc., another vendor software cost $1.3 million for five years, an average $72,222.22 per library location.

IX. Any other facts supporting the use of Other Than Full and Open Competition.

None

X. List of sources, if any, that expressed interest in the acquisition.

expressed interest when contacted via telephone.

XI. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before making subsequent acquisitions for the supplies or services required.

In accordance with FAR 5.201, a notice of proposed contract action will be posted. Any sources who can meet the Government’s need by providing a compatible and seamless subscription to Symphony ILS or other without additional cost will be considered (significantly less than IGCE).

XII. Certification by the Contracting Officer.

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

XIII. Certification by the technical/requirements personnel.

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