Licensing, Maintenance/Support and Escrow for the Acquisition Dashoard

Sole Source SAP Justification

This document justifies the procurement of maintenance, support, annual licensing, and escrow for the Office of Acquisitions Dashboard application. This web-based software application is intended to improve communication regarding Purchase Request (PR) status from receipt to award, help manage Contracting Officer workloads, maintain visibility of awarded contracts, and provide closeout status reporting. The application is hosted at the Volpe Center in Cambridge, MA.

• The period of performance is from the date of award (estimated February 2026) through January 31, 2027.

• The services are requested to be acquired from i5 Services, LLC.

• Unique Expertise: i5 Services, LLC developed the Office of Acquisitions Dashboard application and is the only company with access to the source code and knowledge of its architecture.

• Market Research: Market research confirmed that i5 Services, LLC originally developed the application and has been contracted for its ongoing maintenance, support, licensing, and escrow.

• Feasibility of Alternatives: Educating another contractor would be infeasible, causing a delay of at least 6 months and likely requiring redevelopment of the application and migration of existing data.

This document indicates a sole-source justification for a renewal of services for a custom-developed application. It highlights that i5 Services, LLC is the only vendor capable of providing the required maintenance, support, licensing, and escrow due to their unique development expertise and access to the source code. This suggests that any future opportunities related to this application would likely be sole-sourced to i5 Services, LLC.

Forms / Attachments / Pricing Sheets

This document, "6913G626Q300014 Terms and Conditions.pdf," outlines the Federal Acquisition Regulation (FAR) and Transportation Acquisition Regulation (TAR) provisions and clauses that are incorporated by reference into the contract for RFQ No. 6913G626Q300014. It also details the electronic submission of payment requests.

• FAR Clauses Incorporated by Reference: Lists numerous FAR provisions and their titles, including those related to:
  • Prohibition on contracting with entities requiring internal confidentiality agreements.
  • System for Award Management (SAM) registration.
  • Buy American Certificate.
  • Prohibition on contracting with entities engaging in certain activities relating to Iran.
  • Security prohibitions and exclusions.
  • Contractor Employee Whistleblower Rights.
  • Child Labor.
  • Combating Trafficking in Persons.
  • Sustainable Products and Services.
  • Encouraging Contractor Policies to Ban Text Messaging While Driving.
  • Installment Payments.
  • Payment by Electronic Funds Transfer.
  • Accelerated Payments to Small Business Subcontractors.
  • Protest After Award.
  • Applicable Law for Breach of Contract Claim.
  • Basic Safeguarding of Covered Contractor Information Systems.
• TAR Clauses Incorporated by Reference: Lists TAR provisions related to:
  • Electronic Submission of Payment Requests.
  • Security Requirements for Unclassified Information Technology Resources.
  • Information Technology Security Plan and Accreditation.
  • Limitations on the Use of Disclosure of Third-Party Contractor Reported Cyber Incident Information.
  • Information and Communication Technology Accessibility.
• Electronic Submission of Payment Requests (TAR Class Deviation 2025-02_A1):
  • Requires electronic submission of payment requests via the DELPHI system (iSupplier).
  • Specifies that facsimile, email, and scanned documents are not acceptable.
  • Outlines invoice requirements, including invoice number, date, period of performance, contract number, task/delivery order number, amount billed, and cumulative total.
  • Includes a certification statement regarding the shipment/delivery of supplies/services and compliance with anti-discrimination laws.
  • Details the registration process for iSupplier, including the use of login.gov for electronic authentication.
  • Provides links for iSupplier registration and training.
  • Addresses account management and waivers for those unable to use the DELPHI system.

This document is critical for bidders as it defines the legal and regulatory framework governing the contract. Understanding these incorporated clauses is essential for compliance. Specifically, the detailed requirements for electronic payment submission via DELPHI and the associated certifications are crucial for financial operations post-award. Bidders must ensure their systems and processes align with these terms and conditions.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide maintenance, support, and licensing for the Office of Acquisitions Dashboard application, a web-based tool used by the US Department of Transportation/Volpe Center for managing purchase requests, contract visibility, workload management, and contract closeout reporting.

• Maintenance and Support (CLIN 00100): Perform routine software updates, maintenance, and support to ensure the application functions properly and complies with IT security requirements. This includes responding to and resolving issues reported by administrators, addressing compatibility issues, and providing weekly status reports via email. Software updates require COR testing and approval before production installation.

• Annual Software License (CLIN 00200): Provide an annual software license agreement granting the Government the right to use the application. This is due within 15 days of purchase order award.

• Annual Escrow (CLIN 00300): Escrow the software source code to ensure continued maintenance in case of vendor bankruptcy or failure to maintain the software. This includes quarterly updates to the application software and requires the escrowed software to be tested and verified by the licensor. A copy of the escrow agreement is due within 15 days of purchase order award.

• Acknowledge receipt of problems/issues within 1 business day.

• Provide weekly status reports via email until issues are resolved.

• Escrowed software must be tested and verified by the licensor.

• Period of Performance: Date of award through January 31, 2027.

• Place of Performance: Contractor's site.

• Software updates must be tested and approved by the Contracting Officer's Representative (COR) prior to production installation.

• Escrow of source code is required to ensure continuity of service.

• Deliverables are to be provided via email to the COR.