SSJ_ILS III_redacted.pdf

Single Source Justification (Simplified Acquisition)

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Section A: General Contract Information

Is this a Bridge Action as defined in the AF Bridge Action Reduction Plan? Yes No

Contracting Activity: 764th Specialized Contracting Squadron (SCONS)/PKA

Project/Program Name: Integrated Library System III

Purchase Request / Local ID Number: F2MT510013AW03 00000

Estimated Contract Cost (including Options): $172,241.47

Section B: Description of the Supplies/Services Required

The contractor shall provide a software licensing agreement and non-personal maintenance support to assure fully operable condition of an Integrated Library System (ILS) throughout nine (9) locations within the United States Air Forces in Europe (USAFE - Italy, Turkey, United Kingdom (UK), Germany).

Requirements include hosting ILS software and library data on company-owned servers, database and web server management, providing remote telephone, web-based or email diagnostic services and installation of software enhancements and new releases, Standard Interchange Protocol Version 2 (SIP-2) software licenses, maintenance of encrypted USAFE ILS online catalog website, and a minimum of 42 user licenses (40 user, 2 additional administrative licenses). Location of systems within USAFE and the minimum number of user licenses required are as follows: Aviano Air Base (AB), Italy (5 licenses), Incirlik AB, Turkey (3), Royal Air Force (RAF) Alconbury, UK (4), RAF Croughton, UK (3), RAF Lakenheath, UK (5), RAF Mildenhall, UK (4), Spangdahlem AB, GE (5), Ramstein AB, GE (7), Vogelweh Air Station, GE (4), and Administrative Licenses (2).

Section C: Justification for Soliciting from a Single Source or Brand Name

The requirements under current contract FA5641-14-P-0004, Integrated Library System II, will be incorporated into a mandatory new DoD-wide Library Service Platform (LSP) competitively solicited under HDQMWR-19-R-0031 by the Commander, Navy Installations Command located in Washington DC. The new LSP is anticipated to be awarded NLT March 2020 with an estimated transition time of three (3) months. As of 31 January 2020, per the Commander, Navy Installations Command, the final award date is still contingent upon the final decision regarding the requirement for Federal Risk and Authorization Management Program (FedRAMP) certification. As of 24 February 2020, the Commander, Navy Installations Command still intends to do a conditional award by NLT March 2020 based on the awardee's obtainment of the Authority to Operate (ATO). Furthermore, they are also extending their current contract to 30 September 2020 hoping to have the new contract in place by then. Since the USAFE contract FA5641-14-P-0004 will expire on 31 March 2020, an interim solution for at least six (6) months is needed to prevent a gap in the supply of software licenses and non-personal maintenance support.

Soliciting this requirement competitively would require transition of the current system to an intermediate vendor's system and again to the DoD-wide solution within a short period of time. This could lead to unacceptable delays in fulfilling the agency's requirements. Market research shows that the phase-in/migration process can take between three (3) up to six (6) months, whereas the gap to be filled would possibly be for a time period of six (6) months up to two (2) years depending on the actual start of the DoD-wide contract, which depends on the awardee's obtainment of the Authority to Operate (ATO). Currently, none of the base libraries are on a FedRAMP accredited system, as the migration is costly, time consuming, and disruptive for patrons and staff. Since FedRAMP is only required by the government and all base libraries will be included under one contract, offerors are not prepared to achieve a FedRAMP compliance for a temporary solution. Nonetheless, in the course of the DoD-wide contract, Sirsi Dynix is currently working on their FedRAMP accreditation for their more current system, EOS.web, and as of 17 January 2020, they anticipate to be approved NLT March 2020. However, this accreditation is not valid for the Horizon system currently

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November 2018 FOR OFFICIAL USE ONLY Page 2 of 3 used within USAFE.

Sirsi Dynix, the incumbent supplier on FA5641-14-P-0004, is the developer and sole provider for all Sirsi Dynix software and specialized services. Horizon software is exclusive and proprietary. Sirsi Dynix is the only one to sell and maintain the Horizon software, as well as, make future enhancements to the Horizon software application. Sirsi Dynix requires that the ILS requester sign directly from Sirsi Dynix in order to ensure continued support and software maintenance.

Furthermore, the implementation of a new system would substantially lead to a duplication of costs because additional phase-in/migration costs would incur. Putting this into perspective, the initial phase-in/migration costs under the current contract were $53,605.02, whereas the licensing costs including maintenance support were $72,994.08 for a twelve (12) months period. Thus, the cost of migration to a competitor from Sirsi Dynix is unlikely to be recovered through competition.

The impact of a gap in performance is equivalent to base library shutdown. The capabilities to circulate library collections, clear PCS'ing Airmen, support authentication for library databases, offer new materials and resources, along with countless other capabilities fail to exist. Breaks in ILS support create staff inefficiencies, inaccessible collections, unusable/underutilized DoD funded facilities and personnel, and loss of access to mission critical resources.

Note: The requirements owner, AFSVC/SVPL, requests to waive the FedRAMP requirement for this acquisition in order to allow the ILS acquisition to proceed without an interruption. This is not an endorsememt to lower or compromise security or system integrity. This contract is only considered an interim solution to ensure continuity of supplly until all USAFE libraries transition to the DoD-wide contract.

Section D: Efforts to Obtain Competition

In the course of early industry involvement, multiple vendors such as Sirsi Dynix, Insignia Software Corporation, EBSCO Industries and Progressive Technology Federal Systems, were contacted directly in regards to transition times and phase-in/migration costs. Per the aforementioned vendors, estimated transition times reach from three (3) to six (6) months depending on the support of the current vendor and how quickly the data can be extracted. While estimated transition costs reach from $20,000 to approx. $60,000, it was clear that the phase-in/migration process is responsible for the majority of the total costs.

However, in order to determine the level of competition and to comply with the regulations per DFARS PGI 206.302-1(d), a Sources Sought/Request for Information (RFI) was posted to beta.sam on 14 February 2020 with a closing date of 19 February 2020. One response was received from Follett School Solutions, Inc.

After evaluation of their initial submission as well as based on further clarifications, the Government determined Follett is unable to meet the Government's required start date of 01 April 2020 and is not willing to adhere to the requested terms and conditions, namely to the highly likely contract period of only six (6) months, as USAFE is mandated to transition to the DoD Library Service Platform immediate upon its award, and therefore a 6-months performance period is necessary.

Hence, given the tight acquisition schedule and Follett not being able to fulfill the Government's need, competing this requirement would lead to unacceptable delays in fulfilling the agency's requirement in accordance with FAR 6.302-1(a)(2)(ii)(B).

Section E: Steps to Preclude Future Single Source or Brand Name Awards

As of 24 February 2020, the anticipated award date for the DoD-wide solution is still NLT March 2020. However, unforeseeable delays in the Commander, Navy Installations Command's acquisition process, due to the FedRAMP requirement and the unknown ATO, obligated the government to a quick interim solution. In order to provide for

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November 2018 FOR OFFICIAL USE ONLY Page 3 of 3 maximum flexibility and to require the Single Source only for a minimal time, the interim contract includes a 6-months base period as well as 3 x 6-months options.

Section F: Contracting Officer's Determination

I have determined, in accordance with FAR 13.106-1(b)(1), that the circumstances of this contract action deem only a single source is reasonably available.

Date

25-Feb-2020

Typed Name and Rank/Grade of Contracting Officer Antje Veit Contracting Officer/764 SCONS/PKA

Signature of Contracting Officer

VEIT.ANTJE.1505253236

Digitally signed by

VEIT.ANTJE.1505253236

Date: 2020.02.25 11:24:49 +01'00'