Sole Source justification.docx

SOLE SOURCE JUSTIFICATION FOR SIMPLIFIED ACQUISITIONS July 13, 2020 Subject: Sole Source Justification for PTFS (Progressive Technology Federal Systems) Bibliovation Integrated Library System Yearly Support and Expansion

1. DESCRIPTION OF REQUIRED SUPPLIES/SERVICES, ESTIMATED VALUE, AND DELIVERY REQUIREMENTS

The Naval Surface Warfare Center Carderock Division (NSWCCD) supports the technical staff in the acquisition and processing of scientific and engineering data through expertise and the use of a variety of integrated library system tools. Services and products are provided to customers across the Division, NAVSEA, the Navy, and other Government activities including technical reports, technical manual, journals, books, and other technical information services.

Manufacturer Info:

LibLime International Headquarters 1801 Research Blvd., Suite 310 Rockville, MD 20850

This procurement is for one year of full support for our existing system and additional funding for continued expansion of our system conversion.

2. SUPPORTING DOCUMENTATION FOR SOLE SOURCE BASED ON CONTRACTOR’S UNIQUE QUALIFICATIONS OR NATURE OF THE ACQUISITION

A working group assembled to review current state and recommend enhancements to the capabilities of the Technical Information Center has pursued a replacement Integrated Library System (ILS) for the management and preservation of NSWCCD’s technical work. From February 2017 to December 2017, the team polled the workforce, gathered requirements, and built concurrence across management within NSWCCD’s Senior Leadership on the type of ILS that would meet the Command’s needs.

On December 11, 2017 the Technical Director and Commanding Officer approved the Tiger Team’s recommendation to acquire PTFS’s Bibliovation as the TIC’s next ILS at their monthly leadership meeting. All Department Heads concurred to the acquisition.

For our purposes we currently use the integrated library system known as Scribe. Bibliovation is an integrated library system that has been designed, built, and set-up by PTFS. The system and related software is specifically designed and configured by PTSF. As a result, PTFS is the only company who is able to support both the hardware and software related to this system. This setup allows us to contact PTFS’s technical support contract 24 hours a day, 7 days a week via phone, email, or onsite visit to help out with any issue related to the system.

Minimum Requirements

In evaluation the software choices, the tiger team established specific minimal requirements that had to be met. Modern Search, Sort, and Filter Capability. OCR and Full Body Text Search. Customized Catalogue Fields (Report Number, Originating Department, BITS Barcode, etc). Supplemental Attachments (Code, engineering drawings, photographs, briefs, etc). Catalogue of Physical Books, Papers, and Journals. Patron Record and Transaction History Tracking. Controlled Contractor Access. Need-to- Know Controls. Spillage Handling Policy / SOP. 508 Compliance for Handicap Accessibility.

After investigating the ability of the different systems available, the TIC tiger team found that PTFS Bibliovation was the only software with the ability to meet the minimum requirements needed. The system can be used in an unclassified or classified environment. PTFS Bibliovation was the only software that could provide the need-to- know capability which was a major requirement that the technical codes requested. It is designed with Infosec in mind. The company is based in Bethesda MD so local support will not be an issue. System is designed for both local and remote use.

The purchase of a different integrated library system other than Bibliovation will not be cost effective to the Government because of the inability to meet NSWCCD’s minimum requirements listed above. Only PTFS manufactures the components of their proprietary system. The acquisition of this system will be a major upgrade for the Divisions knowledge management needs and requirements.

Therefore, in accordance with FAR 13.106-1(b)(1)(i) the circumstances of this contract action deem only one source reasonably available.

3. MARKET SURVEY

We conducted a market survey, primarily through online searches. Other video editing software and/or hardware exists, however either the software or hardware is incompatible with our existing systems. Extending our support would be the best solution at this current point in time.