Records Manager Software License Renewal

Maintenance renewal of Autonomy Record Manager software necessary to meet DFAS system requirements for email capture and retrieval. PoP: 1 Oct 13 - 30 Sep 14. JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION (J&A) 14-DM007 Records Manager Maintenance 1. IDENTIFICATION OF THE REQUIRING AND CONTRACTING ACTIVITIY: a. Requiring/Requesting Activity DFAS I&T Infrastructure & Production Support David Richeson 8899 East 56th Street Indianapolis, IN 46249 (317) 212-2256 b. Contracting Activity DFAS Columbus Contract Services Directorate Building 21, Room 2B218 3990 E. Broad St. Columbus, Oh 43213-1152 2. NATURE OR DESCRIPTION OF THE ACTION: The purpose of this document is to obtain approval for a Items Peculiar to One Manufacturer (Brand Name) acquisition in accordance with FAR 16.505(b)(2)(ii)(B). Competition is limited to the following brand name products: The procurement strategy is to issue a request for quote (RFQ) on the NASA Solution for Enterprise-Wide Procurement (SEWP), and the fair opportunity procedures set up by the SEWP will be followed. According to those procedures, a RFQ with a brand name requirement must include a justification and approval and be submitted to all four SEWP Contract Groups. The order at issue includes a brand name requirement. Therefore, the below justification and approval will be included with the RFQ, which will be submitted to all four SEWP Contract Groups. 3. DESCRIPTION OF SUPPLIES/SERVICE: The procurement strategy is to issue a request for quote (RFQ) on the NASA Solution for Enterprise-Wide Procurement (SEWP), and the fair opportunity procedures set up by the SEWP will be followed. According to those procedures, a RFQ with a brand name requirement must include a justification and approval and be submitted to all four SEWP Contract Groups. The order at issue includes a brand name requirement. Therefore, the below justification and approval will be included with the RFQ, which will be submitted to all four SEWP Contract Groups. The contract will include a base year. The estimated cost for one year of maintenance is $191,726.97. Part Number Description Manufacturer QTY Unit Price Extended Price ARM-USL1990-153647 RECORDS MANAGER USER LICENSE Autonomy/HP 25 $87.54 $2,188.50 ARM-USL19901-153647 RECORDS MANAGER USER LICENSE Autonomy/HP 9000 $9.27 $83,430.00 ARM-USL19902-153647 RECORDS MANAGER USER LICENSE WITH EMAIL ADD ON Autonomy/HP 9000 $4.52 $40,680.00 ARM-RMESBL990-153647 ENTERPRISE USER BUNDLE LICENSE Autonomy/HP 6300 $7.84 $49,392.00 ARM-RMESBL9901-153647 RECORDS MANAGER ENTERPRISE SERVER BUNDLE Autonomy/HP 2 $7,588.78 $15,177.56 SEWP-Z SEWP IV Administrative Handling Fee 1 $858.91 $858.91 GRAND TOTAL $191,726.97 4. STATUTORY AUTHORITY: 10 U.S.C. 2304(c) authorizes the Department of Defense (DoD) to contract without full and open competition under certain circumstances. For this acquisition, other than full and open competition is permitted per FAR 16.505(a) (4). 5. PROPOSED CONTRACTOR'S UNIQUE QUALIFICATIONS: In order to continue to use the solution currently implemented, maintenance must be provided to allow for upgrading of the software and to provide technical support to DFAS personnel. Purchasing a software replacement would require the uninstalling the current system, designing and implementing the new system, and the loss of knowledge and productivity resulting from learning a new system, in addition to extensive costs for the evaluation and acquisition of the new product and its maintenance. There would be no guarantee that the new system would be able to import the 4 years' worth of data held by the current system thus resulting in massive data loss and DFAS being unable to produce records for judicial and FIOA queries. A review of all JITC (DoD Joint Interoperability Testing Center) certified Records Management Applications was performed. Autonomy had the only product certified through the entire performance period and met the minimum compatibility criteria to work with our current messaging, storage, and database systems. Swapping out the cheapest of these system would cost DFAS in excess of $302K in addition to the cost of the new Records Management Application, training, system design, and implementation. 6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable, including whether a notice was or will be publicized as required by Subpart 5.2 and, if not, which exception under 5.202 applies. An Request for Quote (RFQ) will be issued through NASA SEWP to all 38 Contract Holders under the four Contract groups in accordance with NASA SEWPs Fair Opportunity Procedures. Accordingly, the exception in FAR 5.202(a)(6) applies. 7. A determination by the contracting officer that the anticipated cost to the Government will be fair and reasonable The following is a high-level Government cost estimate: $191,726.97 for a period of performance of 10/1/2013 to 9/30/2014. In determining a fair and reasonable price, the Contracting Officer will evaluate a more detailed breakdown from a formal Independent Government Cost Estimate (IGCE). Based on an RFQ issued against the SEWP IDIQ vehicle, it is anticipated the pricing will be fair and reasonable, as determined under the terms and conditions of the RFQ to be submitted to all SEWP contract holders. Additionally, price comparisons will also be accomplished from as many other sources as possible, including commercially as well as any Government-Wide Acquisition Contracts (GWAC) and the GSA Federal Supply Schedules. These items are available from multiple Value Added Resellers on the NASA SEWP schedule. Based on market research, it is anticipated that SEWP pricing will be lower than open market pricing. Leveraging DFAS' current use of the Autonomy Records Manager product and services, along with open market price comparison, the contracting officer is confident in obtaining the best value for DFAS. 8. A description of the market research conducted (see Part 10) and the results or a statement of the reason market research was not conducted. Availability and pricing information was sought from the following NASA SEWP Contract Holders: : Immix Technology, Inc. NOTE: Based on additional market research there may be other interested sources as well. Market research was conducted for the purpose of seeking as many potential sources as possible. Although Autonomy is the sole manufacturer and provider of the product/service, there are multiple distributors with the required software/maintenance and support available on the NASA SEWP Contracts. An RFQ will be posted on NASA SEWP. Competition will be sought among all authorized resellers for the best possible pricing. Market research has shown that Autonomy is available in a competitive environment under NASA SEWP. 9. Any other facts supporting the use of other than full and open competition, such as: Nothing to add to this section that has not already been articulated within this justification document. 10. A listing of the sources, if any, that expressed, in writing, an interest in the acquisition. Immix Technology, Inc. 11. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required. Nothing to add to this section that has not already been articulated within this justification document.