Notice of Intent to Sole Source - CAIRS Software

This is a Notice of Intent to Sole Source issued by the 49th Contracting Squadron at Holloman AFB. The Government intends to acquire a sole-source, brand-name specific software license renewal, maintenance, and support services package for the CAIRS (Configuration Accounting Information Retrieval System) Software suite.

The proposed contract action is for supplies or services for which the Government intends to solicit and negotiate with only one source under the authority of RFO 6.103-1, Only one responsible source and no other supplies or services will satisfy agency requirements & 10 U.S.C. 3204(a)(1).

Holloman AFB has an ongoing requirement for the CAIRS software enterprise platform. CAIRS is a critical telecommunications management system utilized to track, manage, and report on telecommunications infrastructure, work orders, assets, billing, and directory services for Holloman's 911 emergency services network.

The scope of this effort includes the renewal of existing proprietary CAIRS software licenses, maintenance & Support (to include technical support, software patches, updates, and major version upgrades), and database integration.

Unique Communications Solutions is the sole designer, developer, and intellectual property owner of the CAIRS software platform and maintains proprietary rights to the source code, system architecture, database schema, and update modules of the CAIRS platform. No other vendor is authorized to modify, upgrade, or issue software patches for this system. Procuring an alternative software suite would require complete decommissioning of the existing infrastructure, extensive data migration, purchase of new enterprise software licenses, and comprehensive retraining of agency personnel. This would result in substantial duplication of cost that is not expected to be recovered through competition. A transition to any other telecommunications management platform would cause severe, unacceptable disruptions to the agency's daily communications tracking operations, as well as the potential for the loss of life if Holloman's 911 system were down for an extended period of time.

This notice of intent is not a request for competitive proposals. However, in accordance with RFO 5.101(c)(4)(vi), the Government will consider responses from other potential vendors to determine if competitive procurement is feasible.

All responsible sources may submit a capability statement, proposal, or quotation, which shall be considered by the agency. The capability statement must clearly demonstrate the vendor's ability to provide identical, fully compatible software licenses, database maintenance, and technical support for the proprietary CAIRS architecture without violating the proprietary rights of the original equipment manufacturer (OEM), Unique Communications Solutions.

Submission Requirements:

Interested parties must submit a written capability statement (not to exceed 5 pages) including:

1. Company Information: Company Name, Address, UEI Number, CAGE Code, and Point of Contact.

2. Business Size: Standard business size designations under NAICS 541519.

3. Technical Capabilities: A detailed technical narrative demonstrating how the vendor can fulfill the CAIRS requirement, including documentation proving authorized reseller/partner status or direct authorization from the OEM to perform system updates and support.

4. Past Performance: Examples of similar services provided to federal, state, or commercial entities within the past three (3) years.

Responses to this notice must be submitted electronically to the Contracting Officer and Contract Specialist listed below no later than 9/4/26 at 1530 MDT. Paper copies will not be accepted.

A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement.

Primary Contact / Contracting Specialist:
SSgt Alexander Espanol
alexander.espanol@us.af.mil
575-572-0671

Secondary Contact / Contracting Officer:
Brett T Moore
brett.moore.6@us.af.mil
575-572-3040