T -- Intent to award sole source DRS Scanning Digitizer System and Olive Software Maintenance

JUSTIFICATION FOR OTHER THAN FULL & OPEN COMPETITIONFAR 6.302-1 1. IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY A. Requiring Activity: Defense Logistics Agency Defense Technical Information Center (DTIC). B. Contracting Activity: Defense Logistics Agency Enterprise Support Headquarters Contracting Services Office (DES-A). 2. NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED DRS SCANNING DIGITIZER SYSTEM AND OLIVE SOFTWARE MAINTENANCE 3. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY?S NEEDS / ESTIMATED DOLLAR VALUE The Defense Technical Information Center (DTIC) requires a maintenance contract to continue the maintenance of the DRS system and the Olive software that is intrinsic to the DRS system. The DRS scanning digitizer system enables the DTIC to automatically scan up to 200 microfiche without operator intervention. The Olive software is customized software for the DRS machines that is responsible for reading the header information of DTIC?s microfiche in order to properly perform the indexing function of the converted microfiche. The DTIC requires the following to be accomplished by the maintenance contract: A. Continued Support of the DRS Scanning Digitizer as an IT Solution to Digitize the DTIC?s Microfiche Collection. DTIC has standardized on a single integrated technology platform consisting of the DRS scanning digitizer system that allows for the successful development and deployment of a more robust, and scalable microfiche digitizing management system, while Olive software's XML DISTILLER platform dramatically reduces microfiche to XML production and maintenance costs of the content. The DTIC has two DRS systems that must be maintained. Current DRS System Must Continue to Save Searches. The maintenance provided must ensure the users can continue to save and share their searches with other users. A saved search can be viewed according to the reports that were present in the system when the search was created, according to the reports that are currently in the system, or according to the reports that have been added or changed since the search was created. B. Continued Support of the Olive Software intrinsic to the DRS System. The current Olive Software system provides an automated process for the indexing of DTIC?s microfiche using the unique XML Distiller intelligent content transformation capabilities specifically customized to recognize the header information of each microfiche. The document structure is recognized and abstracts are automatically synthesized from existing DTIC reports based on key information contained in the scanned reports. All microfiche are converted into a unified PrXML, TIFF and PDF format ensuring preservation of the original format and long-term archiving. Olive XML Distiller technology is based on an advanced parallel image processing architecture that ensures ultra accuracy and hi-speed microfiche image processing and AI (artificial Intelligence) technology for intelligent XML transformation. DTIC has two copies of the Olive Software that must be supported. C. Continued Support of the DRS Scanning Digitizer as an IT Solution to Digitize the DTIC?s Microfiche Collection. The DTIC has two DRS systems that must be maintained consisting of the following equipment: Olive Digitizer System 1 currently consists of: 1 Each DRS Scanner Digitizer 019 1 1 Each IBM 84894TG X306 PIV3.2Ghz 512MB 80GB SATA 3 Each IBM 84894TG X306 PIV3.2Ghz 1GB 2X160 GB SATA 1 Each IBM 8840EAG X346 PIV3.0Ghz Xeon 2GB RAM 2X36SCSI 1 Each 15K 4X300SCSI 10K ServeRaid 7K 256MB 1 Each HP DW017A TLO2 200/400 External Tape Drive 1 Each HP ProCurve 2824 GB SWITCH 1 Each ATTEN 16 Ports ACS 1216 KVM + Cables 1 Each IBM VKM75IS A51 i915G P4 3.0Ghz HT 1GB / 80GB 1 Each Samsung 913N 19'' LCD 1 Each Samsung 730B 17'' LCD 1 Each 25 U Rack 93072SX 1 Each Cables+PDU For Rack Olive Digitizer System 2 currently consists of: 1 Each DRS Scanner Digitizer 024 1 Each IBM 84894TG X306 PIV3.2Ghz 512MB 80GB SATA 5 4 Each IBM 84894TG X306 PIV3.2Ghz 1GB 2X160 GB SATA 1 1 Each Dell PowerEdge 2800 1 1 Each Dell PowerVault 110 External Tape Drive 1 1 Each ATTEN 16 Ports ACS 1216 KVM + Cables 1 1 Each HP Compaq 2000 MT (QA Station) 1 1 Each Samsung 910V 19'' LCD 1 1 Each HP 1730 17" LCD 1 1 Each 25 U Rack 93072SX 1 1 Each Cables+PDU For Rack D. The Hardware portion of the maintenance agreement must cover a 24-month period and include the following: 1. Preventive Maintenance. A full Preventive Maintenance (PM) of the hardware and its operating system (OS) within the first 30days after the beginning of the contract?s Period of Performance has been let by a certified DRS technician. All necessary maintenance and upgrades to the hardware and its associated OS will be accomplished during this visit. 2. Regularly Scheduled PM of the hardware and its OS will be accomplished on a semi-annual basis beginning 180 days after the initial PM of hardware by a certified DRS technician. 3. Telephonic and/or Online Technical Support. The DTIC requires vendor provided telephonic and/or Online Technical for maintenance and system outages repair/troubleshooting during regular business days between the hours of 0600 to 1700 Eastern Time (Regular business days are understood to be Monday through Friday, Federal Holidays excluded). 4. Onsite Service Coverage by a certified DRS technician. The DTIC requires a certified DRS technician be onsite within 24 hours of being notified a problem exists that could not be resolved via telephonic or Online Technical Support processed discussed above. This onsite support would occur during regular business days between the hours of 0600 to 1700 Eastern Time. 5. Repair or replacement of any associated DRS equipment within 15 days of a equipment failure being identified to the vendor. 6. The period of performance of the contract should be 1 Feb 08 ? 31 Jan 10 as the current contract ends on 31 Jan 08. E. Continued Support of the Olive Software Intrinsic to the DRS System. DTIC has two copies of the Olive Software that must be supported. The software portion of the maintenance agreement must cover a 24 month period and include the following: 1. Within 30 days after the contract has been let, a certified technician of the Olive Software will evaluate and ensure the Olive/DRS software loaded onto the DRS systems is the most current certified release that will properly run in the DTIC environment. 2. Within 30 days after a new version of the software has been certified to operate properly in the DTIC environment, a certified Olive technician will ensure the Olive/DRS software systems are upgraded accordingly. 3. Upon upgrade of the Olive software, and if applicable, the vendor is responsible for the updating of all SOPs as it pertains to the Olive/DRS software to include the PipeX procedures, the Scanner startup/shutdown procedures to include booting/rebooting procedures if applicable. 4. The maintenance agreement will include a process allowance of 10 million fiche/pages/images over the next 24 months beginning 1 Feb 08. 5. Telephonic and/or Online Technical Support. The DTIC requires vendor provided telephonic and/or Online Technical for maintenance and system outages repair/troubleshooting during regular business days between the hours of 0600 to 1700 Eastern Time (Regular business days are understood to be Monday through Friday, Federal Holidays excluded). 6. Onsite Service Coverage by a certified DRS technician. The DTIC requires a certified DRS technician be onsite within 24 hours of being notified a problem exists that could not be resolved via telephonic or Online Technical Support processed discussed above. This onsite support would occur during regular business days between the hours of 0600 to 1700 Eastern Time. 7. Repair or replacement of any Olive/DRS software within 5 days of the software failure being identified to the vendor. 8. The period of performance of the contract should be 1 Feb 08 ? 31 Jan 10 as the current contract ends on 31 Jan 08. F. Personnel Security Requirements. Because of the DTIC environment the vendor will ensure that designated onsite personnel assigned to hardware/software maintenance/repair work under this contract possess a Secret clearance and have been cleared for ADP-II that reflects a favorably completed special background investigation (SBI), current within five years, in order to provide for assistance to users operating in a sensitive environment. Required background checks and/or security clearances will be processed before any person reports to work on any task included in this SOW. Upon award of the contract, the vendor will be required to submit to the Contracting Officer's Representative (COR) a list of all personnel who may service equipment at DTIC. If a Field Engineer who is not on the list reports to DTIC to repair equipment, he/she will not be provided access unless directly authorized by the COR. DTIC retains the right to request removal of contractor personnel, regardless of prior clearance or adjudication status, whose actions, while assigned to this contract, clearly conflict with the interests of the Government. The reason for removal will be fully documented in writing by the Contracting Officer. When and if such removal occurs, the contractor will within 15 working days assign qualified personnel to any vacancy(ies) thus created. Services required under this contract will mainly be restricted to UNCLASSIFIED and UNCLASSIFIED sensitive data. However, certain instances may call for access to SECRET systems. In such cases, the Contractor representative(s) will be monitored by a Systems Administrator. Records generated by the contractor shall be the property of the Government upon completion of the contract. During contract performance, all records shall be maintained in accordance with applicable guidance and regulatory material of the Department of the Defense (DoD). Records shall not be disseminated, destroyed, or otherwise disposed of without prior written consent of the TM. The contractor shall ensure that the responsibilities of the Terminal Area Security Officer (TASO) and system user are completed in accordance with the DTIC Information Systems Security Requirements. G. Systems Security. The vendor will provide system security services, including, but not limited to: ? Assisting in developing an overall systems security plan. ? Implementing data ownership-data classification programs. ? Assisting in developing, maintaining and implementation of a disaster recovery plan. ? Proposing and developing physical security measures. ? Selecting, implementing and maintaining access control software. ? Assisting in preparing security manuals. ? Assisting in providing security awareness training. ? Proposing and implementing a security administration function. H. Network Security Assistance: The vendor will assist, if requested, in performing LAN password administration, creation of user accounts, maintenance of encryption unit codes, validation of terminal configurations, installation of anti-viral software and performance of audits and audit follow-up actions as required by the TM. I. Automated Information System (AIS) Accreditations/Certifications. The vendor will assist in maintaining the existing individual accreditation packages and the master accreditation database. The vendor will work with the client Information Systems Security Manager (ISSM) and Directorates in providing accreditation support to include preparation of accreditation packages, briefing accreditation packages to accreditation authorities. All work shall be in accordance with applicable regulations, internal standard operating procedures and instructions provided by the TM. J. AIS Security Program. The contractor shall further provide assistance to the TM to establish and maintain a responsive AIS security program. Support will consist of security regulation research/production/update, evaluation of security related commercial off-the-shelf (COTS) and hardware, and assistance in formalizing the production of security information papers. K. AIS Security Training. The contractor shall assist in AIS security briefings to all new client personnel, update and assist in the presentation of AIS security training to be used as initial training for those newly appointed to their positions, or as a refresher for those already trained. Base Contract (1 February 2008 through 31 January 2010) Quantity Description Unit Price Total Price 2 DRS Scanning Digitizer Maintenance for 24 months $XXXXXX $XXXXXX 10,000,000 Olive Software Maintenance for 24 months to include the allowance of fiche/image processing $0.0319 $XXXXXX.00 Total $XXXXXX.00 Total: $XXXXXX.00 Option to Extend Contract (1 February 2010 through 31 January 2012) Quantity Description Unit Price Total Price 2 DRS Scanning Digitizer Maintenance for 24 months $XXXXX.00 $XXXXXX.00 10,000,000 Olive Software Maintenance for 24 months to include the allowance of fiche/image processing $0.0319 $XXXXXX.00 Total $XXXXXX.00 Option Total: $XXXXXX.00 Total Estimated Dollar Value = $XXXXXX.00 over twenty-four (24) months. 4. IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING OTHER THAN FULL AND OPEN COMPETITION FAR 6.302-1, Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements as authorized by 41 U.S.C. 253(c)(1). 5. DEMONSTRATION THAT THE PROPOSED CONTRACTOR?S UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES THE USE OF THE AUTHORITY CITED 6.302-1 -- Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. Vendor must be capable of maintaining both the DRS Scanning Digitizer hardware and the Olive Software that is systemic to the DRS hardware. The suggested vendor was selected as they are the only known vendor capable of maintaining both the DRS scanning digitizer system and the Olive software that is intrinsic to the system. DES-DESC-WC has determined that the subject requirements can best be met via sole source. 6. DESCRIPTION OF EFFORTS MADE TO ENSURE THAT OFFERS ARE SOLICITED FROM AS MANY SOURCES AS PRACTICABLE Market research contacted three vendors. All three were capable of supporting the DRS hardware, however, only one vendor was capable of supporting the Olive Software that is intrinsic to the DRS system. The software is proprietary to the proposed vendor. 7. DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE As noted in # 6 above, the Government will attempt to obtain offers from as many sources as practicable. Proposals will be analyzed in accordance with FAR 15.404-1. It is anticipated that the Government will use various price analysis techniques including, but not necessarily limited to: 1) comparison of proposed prices received in response to the solicitation (reference FAR 15.404-1(b)(2)(i); 2) comparison with competitive published price lists (reference FAR 15.404-1(a)(2)(iv); and 3) comparison of proposed prices with prices obtained through market research for the same or similar items (reference FAR 15.404-1(b)(2)(vi) in order to obtain a fair and reasonable price. 8. DESCRIPTION OF MARKET RESEARCH CONDUCTED AND THE RESULTS Market research contacted three vendors. All three were capable of supporting the DRS hardware, however, only one vendor was capable of supporting the Olive Software that is intrinsic to the DRS system. The software is proprietary to the proposed vendor. DTIC will continue to use GSA and Open Market Competition when procuring new hardware/software. Though market research was done to find other vendors that were capable of maintaining both the DRS Scanning Digitizer and the Olive Software, the proposed vendor was the only source found. 9. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION Government anticipates a firm, fixed-price award. Vendor is the incumbent on contract #XXXXXXXXXXXXX due to expire 31 January 2008. Based upon the market research indicating no other vendors capable of performing to specs, no further acquisition consideration is required. 10. A LISTING OF SOURCES, IF ANY, THAT EXPRESSED, IN WRITING, AN INTEREST IN THE ACQUISITION: Merlin International, Inc., 4B Inverness Court East, Englewood, CO 80112 NanoFocus, Inc. Innsbrook Corporate Center, 4470 Cox Road, Ste 250, Glen Allen, VA 23060 Ristech, 5115 Harvester Road, Unit 8, Burlington, OH 11. A STATEMENT OF 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 None at this time because as stated, incumbent vendor is the only known vendor/contractor capable of maintaining both the DRS scanning digitizer system and the Olive software that is intrinsic to the system. DTIC will continue to use GSA and Open Market Competition when procuring new hardware/software and maintenance contracts. DTIC did try to find other vendors that were capable of maintaining both the DRS Scanning Digitizer and the Olive Software. DTIC is not opposed to evaluating any other vendor/contractor that may be found that meets all the prerequisites denoted in paragraph 3 above. 12. TECHNICAL AND REQUIREMENTS CERTIFICATION a. Technical Certification I hereby certify that the supporting data provided, for which I am responsible and which form the basis for this justification are complete and accurate.