SPS Helpdesk EFO Final_Redacted.pdf

Source Selection Information See FAR 2.101 and 3.104

CUI

DEFENSE LOGISTICS AGENCY

DLA CONTRACTING SERVICES OFFICE - PHILADELPHIA

700 ROBBINS AVENUE

PHILADELPHIA, PENNSYLVANIA 19111-5092

JUSTIFICATION FOR AN EXCEPTION TO FAIR OPPORTUNITY

(FAR 16.505(b)(2))

DCSO EFO 2025-05

Upon the basis of the following justification, I hereby approve the issuance of the contractual action described below using an exception to fair opportunity, pursuant to the authority cited herein.

1. IDENTIFICATION OF AGENCY AND CONTRACTING ACTIVITY:

Requiring Activity:

Defense Logistics Agency (DLA) 8725 John J. Kingman Road Fort Belvoir, Virginia 22060-6221 Standard Procurement System (SPS) Office, J62C

Contracting Activity:

DLA Contracting Service Office - Philadelphia 700 Robbins Avenue Philadelphia, PA 19111-5092

2. NATURE AND DESCRIPTION OF THE ACTION BEING APPROVED:

Pursuant to FAR 16.505(b)(2)(i)(B), the action being approved is an exception to fair opportunity. This justification authorizes the use of other than full and open competition to award a Firm-Fixed Price task order, under the J6 Enterprise Technology Services (JETS) Indefinite-Delivery, Indefinite-Quantity (IDIQ) because only one awardee is capable of providing the supplies or services required at the level of quality required. The action will be to award a sole source new task order under JETS contract SP4709-17-D-0009, with CACI, for continued maintenance of a full-service Help Desk, which provides technical research, advice, and assistance to the worldwide contracting community utilizing the Standard Procurement System (SPS) family of products. The supplies or services are unique or highly specialized and therefore require CACI to provide this continued support.

The task order will be for a 12-month base period, and one (1) 12-month option period, as follows:

Base Period: November 18, 2024 – November 17, 2025

Option Period 1: November 18, 2025 – November 17, 2026

3. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO

MEET THE AGENCY’S NEEDS/ESTIMATED DOLLAR AMOUNT:

The Standard Procurement System (SPS) family of products enables the Contracting Professionals from the Army, Navy, Marine Corps and other Agencies of the Department of Defense to complete an end-to-end procurement cycle including support for the following processes:

• Requirements definition

• Solicitation

• Offer Evaluation

• Award

• Contract Administration

• Closeout

The Standard Procurement System (SPS) is the Department of Defense’s (DoD) current legacy enterprise-wide contract writing system and has been deployed for well over 20 years. SPS automates the contracting process from procurement request through award and administration to final closeout. It provides contract writing functionality to DoD-wide contracting professionals, who use the SPS product suite to acquire goods and services (including those directly supporting the warfighter) at over 500 contracting offices located around the world. The system is used by the Army, Navy, and Marine Corps, as well as over 20 Defense Agencies. SPS’ various interfaces/file transfer options provide critical financial obligation data to multiple systems, including Defense Acquisition Initiative, General Fund Enterprise Business System, and Navy Enterprise Resource Planning, to name a few and also provides entitlement data to the Mechanism of Contract Administration Services.

SPS supports DoD audit readiness by providing a standardized system process and data validations needed to create contract actions that meet audit evidentiary matter standards and support applicable audit controls.

As mentioned above, the Contractual requirement is to provide the continued support of a full-service Standard Procurement System (SPS) Help Desk, and supporting web-based services, that provide technical research, advice, and assistance to the worldwide DOD contracting community.

Without this support, approximately 27k users worldwide would have no Help Desk support. The users are responsible for writing and administering contracts in support of the purchase of goods and services that support our customers’ missions (including warfighter missions) throughout the Department, for example the purchase of Navy ships the commodities and equipment utilized on those vessels.

The SPS products, supported by the Help Desk includes, but is not limited to the following products:

• Currently deployed versions of the Procurement Defense Desktop (PD2) application

• The PD2 Adapter

• PD2 Archiving Utility

• PD2 Document Transfer Utility

• FPDS Engine

• SAM Vendor Sync

• Procurement Data Standard (PDS) Extract Utility

• Procurement Data Standard (PDS) Punch-out Utility

• Sybase

• webMethods

These products are integrated as part of the total SPS solution. This includes the core SPS application, integration software that allows SPS to integrate with other systems, database management software, security-related software, as well as some bolt-on utilities that provide additional SPS capabilities to our customers. When help desk tickets are submitted, the Help Desk has to conduct complex technical analyses to determine which product is contributing to the help desk problem.

In addition, since SPS supports a worldwide contracting community, the Help Desk supports and maintains the common access point (website) that provides additional Help Desk resources to the SPS user community. This website is the main PMO touchpoint to our user community, and provides timely Program information, and acts as a repository for product updates and maintenance and service release documentation. This website hosts many artifacts and information used to aid in responding to Help Desk reported issues and supports various PMO functions to include support for site software deployment, site profile/license management, release notes and other release documentation for the user community.

The estimated dollar value for this effort is

4. IDENTIFICATION OF THE EXCEPTION TO FAIR OPPORTUNITY (SEE FAR

16.505(b)(2)) AND THE SUPPORTING RATIONALE, INCLUDING A

DEMONSTRATION THAT THE PROPOSED CONTRACTOR’S UNIQUE

QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES USE OF

THE EXCEPTION CITED:

Per FAR 16.505(b)(2)(i)(B) an exception to the fair opportunity process is justified because the task order must be issued on a sole-source basis since only one awardee is capable of providing the supplies and services required at the level of quality required because the supplies or services ordered are unique and highly specialized. This requirement is so specialized that only one vendor, CACI, can supply this service.

CACI is the only JETS contract holder capable of providing Help Desk services that can support the SPS Program. The required help desk support includes all SPS help desk support, which involves resolving issues that are complex in nature from a functional and technical perspective. In addition, the core software underlying SPS, which is the Procurement Desktop

– Defense (PD2), is a COTS product developed and owned by CACI (formerly American Management Systems) under commercial investment. CACI retains the data rights to the SPS software and owns the source code. Access to the system’s source code or database design is occasionally needed to research and solve Help Desk issues. CACI is the only vendor with the access required to provide comprehensive complex Help Desk support. In addition, Help Desk service requires support such as providing system scripts to solve complex user help desk issues and to provide system workarounds. Resolution of these complex issues requires access to data and source code only available to CACI. CACI is the only vendor with the required knowledge of the database design of their proprietary software. The vendor also occasionally has to provide Help Desk scripts that manipulate data in the databases and require database design knowledge, and therefore have to be strictly controlled by the vendor to maintain the integrity and proprietorship of the system. These scripts are developed by the vendor, and access for use is given on a limited secured basis. For the reasons stated above, CACI is the only vendor who can meet DLA’s needs for the required Help Desk services.

Failure to provide CACI-supported Help Desk support to the SPS Program would leave our world-wide (including troop deployed sites) customer base without help desk support for complex help desk issues. This lack of support could result in temporary mission failure for sites needing to procure goods and services, who may not be able to if they are having an SPS issue and do not have help desk support to resolve it. The Program would also lose the customer-facing website that supports the site’s ability to deploy Releases and system patches, and to access SPS documentation such as release notes, past help desk solution information, updates on the status of the Program, issues, upcoming product or software updates, etc. This website provides support for an integral part of the Program’s ability to maintain configuration management processes and controls for the Program.

5. A DETERMINATION BY THE CONTRACTING OFFICER THAT THE

ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND

REASONABLE:

As the Contracting Officer, I hereby determine that the anticipated cost to the Government will be fair and reasonable. The price will be analyzed in accordance with FAR 15.404-1 procedures. It is anticipated that the Government will use various price analysis techniques including, but not limited to (1) Comparison with competitive price lists in accordance with FAR 15.404-1(b)(2)(iv); and (2) Comparison of proposed price with the Independent Government Cost Estimate in accordance with FAR 15.404-1(b)(2)(v); and (3) Comparison of proposed prices obtained through market research for the same or similar items in order to obtain a fair and reasonable price in accordance with FAR 15.404-1(b)(2)(vi).

6. ANY OTHER FACTS SUPPORTING THE JUSTIFICATION:

It has been determined that the cost to purchase the source code, as well as the cost to analyze the code to determine its maintainability, would be prohibitive, and would not be recovered through a competitive effort during the sustainment phase of this program.

7. A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO

REMOVE OR OVERCOME ANY BARRIERS THAT LED TO THE EXCEPTION

TO FAIR OPPORUNITY BEFORE ANY SUBSEQUENT ACQUISITION FOR

THE SUPPLIES OR SERVICES IS MADE:

The SPS Joint Program Management Office will continue to coordinate with the DCSO Contracting Officer to consider whether the portions of the services described above, for which source code access is not required, can be severed from the follow-on contract and acquired through competitive acquisitions. To date, the SPS JPMO has identified areas for competitive solicitations such as Legacy Integrations, Integrations Support, and Training services. These services were covered under the initial CACI contract which expired on 30 September 2006. The SPS JPMO realized that there was enough experience and expertise with the SPS product suite to result in adequate proposals for those support services identified above which did not require access to the CACI proprietary source code. Actions for Legacy Integrations, Integrations Support, and Training have been awarded under separate competitive contracts.

At this time and for this specific requirement, CACI is the only company that can support DLA’s continued mission requirements and meet the Government’s needs. However, DLA has and continues to exercise competition as often as possible and is required to conduct ongoing reviews to keep abreast of new technology, both in industry and in the Government. As a continuing effort, DLA uses a variety of vendors, manufacturers and contracts to fulfill its requirements and will continue its practice of surveying the market to ensure full and open competition.

8. CERTIFICATIONS.

TECHNICAL CERTIFICATION

Requirements Certification: I hereby certify that the support data provided for which I am responsible, and which form a basis for this justification are complete and accurate.

DATE

Contracting Certification: I hereby certify that this justification is accurate and complete to the best of my knowledge and belief.

In accordance with FAR 16.505(b)(2)(ii)(C)(2), I have determined that FAR 16.505(b)(2)(i)(B) applies and I approve this justification.