SOLICITATION NOTICE
D -- J&A for Modification to an existing contract
- Notice Date
- 8/30/2013
- Notice Type
- Justification and Approval (J&A)
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- Department of the Interior, National Business Center, AQD - Herndon, 381 Elden St. Mail Stop 2510, Herndon, Virginia, 20170, United States
- ZIP Code
- 20170
- Archive Date
- 9/12/2013
- Point of Contact
- Chiharu Bullock, Phone: 703-964-3629
- E-Mail Address
-
Chiharu_Bullock@ibc.doi.gov
(Chiharu_Bullock@ibc.doi.gov)
- Small Business Set-Aside
- N/A
- Award Number
- D08PC75236
- Award Date
- 9/29/2008
- Description
- Justification and Approval For Contract Number D08PC75236, Modification 0023 IAW FAR 6.302-1(b)(1)(i) and FAR 6.303-2 1. Identification of agency and contracting activity. Requiring activity: U.S. Department of the Interior (DOI) Office of the Chief Information Officer (OCIO) 1849 C Street NW Washington, DC 20240 Contracting activity: U.S. Department of the Interior (OCIO) Interior Business Center (IBC)/ Acquisition Services Directorate (AQD) 381 Elden Street, Suite 4000 Herndon, VA 20170 2. Nature and/or description of the action being approved. The proposed action is to issue a modification to extend the contract (No. D08PC75236) for three months. This contract was non-competitively awarded to Zantaz, Inc. (hereinafter referred as HP-Autonomy/Zantaz) on September 29, 2008 to provide the electronic email archiving support. HP-Autonomy/Zantaz had been providing DOI with the service including litigation support services for years since DOI was required, due to a court order filed in May 2005, to award a contract which would capture, archive, and produce certain court specified Interior emails. When DOI was approaching to the end of Option Year 3 (7/1/2011 - 6/30/2012) of the current contract, due to the DOI's need for a wider scope of email archiving support with advanced technology, a new contract was awarded to replace the services provided by HP-Autonomy/ Zantaz, Inc. In the process of transition out, the contract was extended for three months for data migration from HP-Autonomy/Zantaz’s email archiving system (Digital Safe) to the DOI’s new email archiving system called Electronic Enterprise Records and Document Management System (eERDMS). As the part of the transition process, HP-Autonomy/Zantaz provided DOI with an account for its Audit Search Center so that DOI can access all legacy email stored in the Digital Safe in order to meet various requests such as court orders, FOIA requests, and congressional requests, until the data migration is completed. After the initial three months’ extension for the period 7/1/12012 – 9/30/2012 made under the option clause FAR 52.217-8, another three-month extension was made from 10/1/2012 to 12/31/2012 under the same option clause. Furthermore, due to unpredicted technical issues, the contract was extended for seven more months with the new expiration date of 7/1/2013 at no additional cost to the Government under the authority of FAR 52.212-4(c). The data migration, which was not accomplished by the projected completion date of 7/31/2013, DOI needs to extend the Audit Search Center account for additional three months to maintain the access to the DOI legacy data. Since HP-Autonomy/Zantaz is the only source to provide this particular support, the service is being acquired non-competitively by modifying the contract. The proposed extension period is from 8/1/2013 to 10/31/2013. 3. A description of the supplies or services required to meet the agency’s needs (including the estimated value). The purpose of Modification No. 0023 is to extend services under Contract No. D08PC75236 to provide the extended access to the Audit Search Center for the period of 8/1/2013 to 10/31/2013 at $[ ]. The Audit Search Center access support is part of the transition out process of the legacy contract and is nonseverable from the core services (email archiving support), as the whole contract performance is incomplete until the transition is final. Due to the nature of the records and the gravity of the activity they support, it is necessary to have a complete migration of the data. 4. An identification of the statutory authority permitting other than full and open competition: The authority permitting other and full and open competition for this action is found under FAR 6.302-1(b)(1)(i) and 6.303-2. “Unique supplies or services available from only one source or only one supplier with unique capabilities.” Here, only one responsible source and no other supplies or services will satisfy agency requirements. A full transition of the email archiving support is necessary and is not possible with any other vendor because only a full delivery can satisfy the need for this transaction. The legacy email is stored in HP-Autonomy/Zantaz’s proprietary system, and it is not possible to obtain another firm’s service to provide access to the system.A demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited: HP-Autonomy/Zantaz provides a unique service and it is currently the only vendor capable of providing DOI with the access to the Audit Search Center until the full email archiving support transition will be completed. If this is not performed, DOI will lose a capability to meet various time-sensitive requests such as congressional requests, court orders, FOIA requests, which will severely endanger the DOI’s mission and operation. Introducing a new vendor under a competitive contract action will not be a solution because the Digital Safe is HP-Autonomy/Zantaz’s proprietary software application and there is no authorized third party vendor that can provide operational support for the Digital Safe. 5. Description of efforts to ensure that offers are solicited from as many potential sources as is practical, including whether a notice was or will be publicized as required by Subpart 5.2 and, if not, which exception under 5.202 applies. No other firm was solicited for this requirement because the service cannot be procured from another source, as explained in section 5 above. A notice for this proposed modification will be publicized in accordance with FAR 5.2. 6. A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable The modification value in the amount of $[ ], which is based on the monthly rate $[ ] and was already agreed upon by parties via Modification 0022. The Contracting Officer concludes that the cost to the Government is therefore fair and reasonable. 7. A description of the market research conducted (see Part 10) and the results or a statement of the reason market research was not conducted: Market research was conducted by reviewing the information of the Digital Safe and the Audit Search Center available on the Internet and by interviewing HP-Autonomy representative to ensure that modifying the contract is the only solution to satisfy the Government’s need. 8. Any other facts supporting the use of other than full and open competition: None. 9. A listing of the sources, if any, that expressed, writing, an interest in the acquisition: None. 10. A statement of the actions, if any, the agency may take to remove or overcome any barrier to competition before any subsequent acquisition for the supplies or services required: A new competition would be impracticable due to the nature of the support provided by the proposed contracting action.
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