SPS - Teams support op1 - JEFO.pdf

Form # USPTO-OP-073.v1.0 (01/2020) 1

JUSTIFICATION FOR EXCEPTION TO FAIR OPPORTUNITY (JEFO)

(Limited Competition or Sole Source)

(41 U.S.C. 1903 and FAR 16.505(b)(2))

SECTION I. COMPLETED BY THE PROGRAM OFFICE

Program Office: Client Software Services Division

Program Office

POC:

Kristopher Weaver

Title of Procurement: Software Packaging Support Services + MS Teams Estimated Value (including options)

$332,582.40

Contracting Officer: Victor Martinez Contracting Officer Phone:

(571) 272-1887 Acquisition Package Number:

ACQ-21-0384

1. Program Office Anticipated Type of JEFO (select from drop-down box) [ o Sole Source (Procurement of supplies or services that is entered into or proposed to be entered into by an agency after soliciting and negotiating with only one source.)) ]

2. Description of the Action The purpose of this action is to modify the Software Packaging task order awarded to Salient under task order 1333BJ20F00280033. This is a labor hour task order and additional new services will be labor hour as well. These additional service are to continue with related critical work, supporting Microsoft Teams on the Software Packaging O&M work under the existing task order. The total estimated price for the new work is approximately $322,582.40.

3. Description of the Supplies/Services The Collaborative Services Division (CSD) establishes standards and procedures for distributed content management responsibilities, including compliance with usability requirements and other federal regulations. CSD provides general oversight and serves as overall coordinator for Internet content managers and web liaisons. CSD serves as Web content manager of the OCIO intranet site and provides resources for other business units’ web manager responsibilities, as needed. CSD contributes to the development of standards for web-based applications, provides input to the Office of Architecture Engineering and Development (AED) and the Office of Infrastructure Engineering and Operations (IEO) to assist in planning changes to Web architecture, including hardware and software, and serves as the stakeholder/coordinator for implementation of applicable web applications developed by AED. The Branch assists the agency’s Information Systems Security Teams in assuring the confidentiality, integrity, and availability of the agency’s websites. Branch staff represent the agency on federal web manager groups, including those run by GSA and Department of Commerce (DoC) and serves as the primary point of contact for the public regarding web usage not related to AISs or specific subject matters.

This work requires 2 full time contractors for an 8 month period to complete development services identified in the Microsoft Teams Support Automation statement of work.

Operations and Maintenance (O&M) Support of COTS product Microsoft Teams through development of an automated support solution, to include but limited by the

Form # USPTO-OP-073.v1.0 (01/2020) 2 following development services:

• Provide services and support to automate the request process for new

Microsoft Teams.

• Provide services and support to automate the creation of new Microsoft Teams.

• Provide services and support to establish governance for Microsoft Teams.

• Provide services and support to establish governance for Microsoft

Office 365 (O365) Groups, in support of Microsoft Teams.

• Provide services and support to integrate Microsoft Teams, Teams sites, and O365 Groups into the existing SharePoint Online environment.

Development Services – refers to the phase of the life cycle in which the asset is in design, development, testing, and pre-production environments to enhance features and capabilities or create new features and capabilities.

The current period of performance for the new work is 01/31/2021 through 09/29/2021. The value of the modification is approximately $322,582.40, increasing the total value of option period 1 from $1,173,325.02 by $332,582.40 to $1,505,907.42.

4. Other Facts Supporting the Justification

See section 6

SECTION II. COLLABORATION BETWEEN THE PROGRAM OFFICE AND OP

5. Adjudicated Type of JEFO (select from drop-down box) [ o Sole Source (Procurement of supplies or services that is entered into or proposed to be entered into by an agency after soliciting and negotiating with only one source.)) ]

6. Exception to Fair Opportunity and Supporting Rationale

FAR 16.505(b)(1)(i) requires the Contracting Officer to provide each awardee under a multiple award contract, a fair opportunity to be considered for each order exceeding the micro purchase threshold unless a statutory exception applies. The specific exception that precludes the fair opportunity process for this acquisition is FAR 16.505(b)(2)(i).

(C) The order must be issued on a sole-source basis in the interest of economy and efficiency because it is a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order.

The rationale for the modification is as follows:

Currently, USPTO utilizes Skype for Business Online (Skype) for employee chat functions. The vendor, Microsoft is retiring Skype on July 31, 2021 and replacing it with Microsoft Teams

Form # USPTO-OP-073.v1.0 (01/2020) 3

(Teams). Originally, USPTO anticipated the retirement of Skype to be July 31, 2022.

With the New Ways of Working (NWOW), product teams have been established. The product team responsible for Microsoft Teams, only learned about the retirement of Skype while the team was being on boarded and began planning. The onboarding took place, after the original modification, and is the key reason a second modification is required for continued support.

Through a previous modification P20001, contractor’s support was incorporated into this order for Base Period (5/5/2020 – 1/30/2021) to accomplish a migration effort from Lync Group Chat to Microsoft Teams, and Teams support automation. This Lync Group Chat migration was completed. However extending this contractor’s support throughout Option Period 1 will allow migration team to accelerate the migration effort from Skype for Business Online to Microsoft Teams to meet the new deadline. From the support during Base Period, this vendor has the benefit of 8 months from working on the existing applications. The USPTO would like to leverage the company’s experience from P20001 efforts to reduce the learning curve for installing Microsoft Teams on an accelerated schedule than previously planned. USPTO would like to align with Microsoft Teams to better meet the NWOW.

Microsoft is retiring Skype for Business Online and will no longer be supporting Skype after July 2021. As a replacement, Microsoft will be using Microsoft Teams. Microsoft Teams is a Commercial-Off-the-shelf (COTS) product, and currently not a supported enterprise collaboration tool. This requires the build out of an automated support solution through development. USPTO will require these services to continue until Microsoft Teams is modified, fully integrated and deployed as the Skype for Business Online replacement, and available to the USPTO. This work is critical as it will keep the USPTO employee connected especially when most of employees are teleworking at maximum capacity.

By leveraging and extending the existing contractor support currently supporting the Microsoft Teams migration under this task order through option period 1, USPTO will ensure a successful transition from Skype to Teams by the required date.

7. Actions to remove or overcome barriers to fair opportunity before subsequent acquisition

The Program office anticipates a re-compete for the task order at the end of option period 1.

SECTION III. COMPLETED BY OP

8. Determination by the Contracting Officer that estimated cost will be fair and reasonable The Contracting Officer will finalize a price reasonableness determination, appropriate to the contract type, prior to contract award. Detailed documentation and justification of price reasonableness will be disclosed in the Acquisition Form Documentation (AFD) to be prepared upon completion of negotiations.

Form # USPTO-OP-073.v1.0 (01/2020) 4

SECTION IV. REVIEW AND APPROVAL

1. Technical Certification

By signature below, the Technical Representative certifies that the supporting data necessary to form the basis for this justification is accurate and complete to the best of their knowledge and belief. Furthermore, the Technical Representative certifies that the justification has been adjudicated by the Program Office and OP.

Technical Representative Name

Technical Representative Signature Date

2. Contracting Officer’s Certification

By signature below, the Contracting Officer certifies that this justification is accurate and complete to the best of their knowledge and belief.

Contracting Officer Name

Contracting Officer Signature Date

SECTION V. ATTACHMENTS

N/A

Michael Orlov

1/26/2021 vmartinez1 Date vmartinez1 Signature