13-039-SWAVoIP(LSJposted).pdf

Control No: 13-039 Contractor: EPS Corporation

Program/Item: SWA Voice Architecture VoIP Installation Est. Dollar Value:

Department of the Army Justification for an Exception to Fair Opportunity

Under Multiple Award Indefinite Delivery Contracts

1. Contracting Activity: U.S. Army Contracting Command, Rock Island (ACC-RI), Rock Island, IL 61299-8000.

2. Description of Contract Action: Approval is requested for a modification to the Firm Fixed Price (FFP) contract awarded to Engineering and Professional Services (EPS) Corporation, contract number/delivery order W91QUZ-06-D-0024/BA02 as a result of a Task Order competition under the IMOD contracts. The original amount of the order was with a ninety (90) day period of performance (PoP), from 17 October 2012 to 15 January 2013.

The PoP has already been extended at no-cost with an end date of 25 February 2013 due to Super Storm Sandy causing delays for EPS getting personnel processed via the Synchronized Predeployment and Operational Tracker SPOT system, local forms, and Command Access Card (CAC) issuance. An additional extension will be required for six (6) months, from March 2013 to September 2013. The engineering change request (ECR) was presented by the 335th Signal Command to re-scope the requirement and replace the internet protocol (IP) phones currently at the site with new phones. The contractor will provide configuration and integration of the equipment into the Tier1 and Tier2 network already in place, which will allow full 2-way inter and intra-theater call functionality and migration. Lastly, 90 days of training and support for the installed equipment will be provided for the 24x7 Operation and Maintenance (O&M) Southwest Asia Cyber Center (SWACC) voice team personnel.

The funding type for this action is Fiscal Year 2011 Overseas Contingency Operations (OCO) and Other Procurement, Army (OPA) funds that expires for obligation on 30 September 2013.

3. Description of Supplies/Services: Services to install a voice over the internet protocol (VoIP) system in Kuwait City, Kuwait, Bahrain, and Qatar for all hardware consisting of network switches and associated equipment, were competed and awarded to EPS in October 2012.

During performance of this effort, it was determined that this project equipment does not currently provide for configuration and integration of the supplied IP phones in the ‘turn-key’ form needed since the O&M personnel are not trained or certified to configure and operate the end user equipment that would have been provided. Further, the gaining unit Commander of the O&M office determined that the IP phones currently in use are insufficient for their needs; the IP phones (end user devices) have reached End-of-Life condition. As such, a re-scope of the installation for the Southwest Asia (SWA) voice architecture equipment is essential. This re-scope will include the replacement of 2,150 IP phones, configuration, integration, and service activation. Additionally, EPS will provide 90 days of onsite support for the training and certification of the O&M personnel. The 90 day onsite support was not originally part of the award because the original requirement did not anticipate utilization of an equipment supplier that was unfamiliar to O&M personnel. Therefore the support is being incorporated to ensure the SWACC Voice Team O&M personnel are trained and/or certified to configure and operate the

Program/Item: SWA Voice Architecture VoIP Installation Est. Dollar Value:

equipment. Without the required training and certification, the installed equipment will not be configured or placed into service. The Independent Government Cost Estimate (IGCE) concluded the price of the additional work is with no additional option periods.

4. Authority Cited: Section 803 of the National Defense Authorization Act for Fiscal Year 2002 (Pub. L. 107-107), DFARs 216.505-70 and 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 award.

5. Rationale for Limiting Sources: The proposed contractor, EPS Corporation, currently resides in country and has been determined to be the only contractor that has the workforce in place that can immediately perform the work. Awarding to another vendor would require a new DD Form 254 which is a security permit required for the awardee to work under this type of Contract Security Classification. The new security permit would be required to gain base access which could inhibit project progress by a minimum of 30 days based on previous experience for similar efforts.

Due to the particular time constraints, a delay in replacing the IP phones will impact the 335th Signal Command’s capabilities and quality of service to effectively use the expanded features of the VoIP system including high-end voice, video, messaging, and web collaboration. These expanded capabilities were required due to the changing battlefield conditions and personnel plus-ups in Kuwait due to drawdowns elsewhere that are on accelerated timelines. EPS Corporation is the only contractor that can provide instant support without causing a delay in the project schedule.

In addition, because this equipment is located in theater, a contractor must be familiar with specialized techniques for installing the required configuration and integration such as Information Systems Engineering Command (ISEC) standards and Defense Information Systems Agency (DISA) guidelines. EPS Corporation has already displayed the required knowledge of these standards and guidelines to PM-P2Es satisfaction. Further, a contractor would have to be familiar with local laws and regulation to prevent any schedule setbacks. The location requires that the contractor be familiar with installation sites for a seamless process that will not hinder daily operations. Based on market research, the Government is unable to identify any other contractor operating in theater and familiar with the standard installations capable of performing the referenced work in the period required. The level of competence and intimate knowledge reached by EPS Corporation on the installations in Kuwait, Bahrain, and Qatar places them in the sole position to meet the required schedule. For example, EPS Corporation gained understanding of the current VoIP system by surveying the current environment, and conducted in-depth site surveys at each required location. Although another contractor would be able to accomplish similar site surveys to meet the requirement, the Government would now be paying twice for the same information. Furthermore, the work on the current contract being performed by EPS would need to be completed, turned over to the O&M and then provided to another contractor to absorb, create training plans for and initiate logistical action for required phones.

Program/Item: SWA Voice Architecture VoIP Installation Est. Dollar Value:

The additional time and cost required for this activity would not be recovered through further competition. EPS has exhibited they have personnel knowledgeable of military work site access requirements specific to this undertaking. This coupled with their understanding of other-vendor platforms such as CISCO and NORTEL, is a crucial capability that can be applied toward the planning, and successful integration of the new infrastructure. This multi-vendor understanding is critical when legacy systems are encountered that must be either removed or integrated into the new VoIP environment.

6. Market Research: Market research was conducted by analyzing the workforce capabilities of both IMOD contractors and Non-IMOD contractors (e.g.

who have the required experience to implement these types of installations. Research was performed by the Army Product Manager, Power Projection Enablers (PdM P2E) Acquisition and Engineering Support Teams from December 2012 through mid February 2013. Market research was conducted by using the Internet, catalogs, vendor literature, and vendor interviews and demonstrations.

PdM P2E analyzed the technical qualifications of the contractors referenced above to determine whether any other vendors were capable of performing the revised PWS. PdM P2E found that some vendors may have the capability, though all vendors excluding EPS Corporation, are unacceptable at this time due to their lack of project knowledge and the solution being implemented, along with their inability to badge their personnel in a timely manner and go through proper certification.

7. Actions to Increase Competition: Should any future requirements for VoIP systems be identified, additional market research will be conducted to determine the appropriate market strategy.

8. Other Facts: No other facts acknowledged.

9. Technical Certification:

I certify that the supporting data under my cognizance which are included in this limited source justification are accurate and complete to the best of my knowledge and belief.

Program/Item: SWA Voice Architecture VoIP Installation Est. Dollar Value:

10. Requirements Certification:

I certify that the supporting data under my cognizance which are included in this limited source justification are accurate and complete to the best of my knowledge and belief. After reviewing the requirement, and the Office of Management and Budget's July 29, 2009 letter, I hereby certify to the best of my knowledge and belief that there are no alternatives available other than an order limiting competition to fulfill this requirement.

11. Fair and Reasonable Cost Determination: I hereby determine that the anticipated cost or price to the Government for this contract action will be fair and reasonable. At FAR compliant proposal in a Table 15-2 format will be request and received. Cost analysis will be performed, as well as a comparison of the overall price to the IGCE.

Typed Name: __Christine Berry______ Title: ____Contracting Officer_______

Signature:

E-Signed by BERRY.CHRISTINE.KAY.1210321949

VERIFY authenticity with ApproveIt Date: February 06, 2013

12. Contracting Officer Certification:

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

After reviewing the requirement, and the Office of Management and Budget's July 29, 2009 letter, I hereby certify to the best of my knowledge and belief that there are no alternatives available other than an order limiting competition to fulfill this requirement.

Typed Name: _________ Christine Berry __________ Title: __Contracting Officer

Signature:

E-Signed by BERRY.CHRISTINE.KAY.1210321949

VERIFY authenticity with ApproveIt Date: February 06, 2013

Program/Item: SWA Voice Architecture VoIP Installation Est. Dollar Value:

Approval

Based on the foregoing justification, I hereby approve the procurement of replacement of IP phones, configuration, integration, and turn-up, as well as 90 days of onsite support for the training and certification of O&M personnel on a limited source basis pursuant to the authority of Section 803 of the National Defense Authorization Act for Fiscal Year 2002 (Pub. L. 107- 107), subject to availability of funds, and provided that the services and/or supplies herein described have otherwise been authorized for acquisition.

Date:

E-Signed by MCGEE.RANDY.EUGENE.1086763130 VERIFY authenticity with ApproveIt

Randy E. McGee ACC Special Competition Advocate