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Letterhead for The Army Chief of Chaplains

By Jay Henry,2014-06-27 10:54
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Letterhead for The Army Chief of Chaplains ...

    TEMPLATE for Preparing a Justification and Approval for

    DoD Use of the CIO-SP2i Contract

    Please Use Official Letterhead

MEMORANDUM FOR: National Institutes of Health Information Technology Acquisition

    and Assessment Center (NITAAC), Chief Information Officer Solutions and

    Partners 2 Innovations (CIO-SP2i), 6011 Executive Blvd., Suite 503 L, Rockville,

    Maryland, 20892

SUBJECT: Justification and Approval for Use of a non-DoD Contract

In accordance with Defense Acquisition Regulations Supplement (DFARS) Subpart 217.7800

    and DFARS 237.170-2, this memorandum presents the justification and approval for issuing the

    task order [insert task title] through the National Institutes of Health (NIH) Information

    Technology Acquisition and Assessment Center (NITAAC), Chief Information Officer

    Solutions and Partners 2 Innovations (CIO-SP2i) contract.

    237.170-2 Approval Requirements

     (a) Acquisition of services/commodities through a contract or task order that is not

    performance based.

     For acquisitions at or below $50,000,000, obtain the approval of the official

    designated by the department or agency.

    OR

     For acquisitions exceeding $50,000,000, obtain the approval of the senior

    procurement executive.

     (b) Acquisition of services/commodities through use of a contract or task order issued by a

    non-DoD agency. Comply with the review and approval requirements established in

    accordance with Subpart 217.7800 when acquiring services through use of a contract or

    task order issued by a non-DoD agency.

    Evaluation as to whether using a non-DoD contract for the acquisition

    is in the best interest of the DoD (DFARS 217.7802 (a)) [You will need to justify and provide a rationale of DoD agency’s decision for selecting the CIO-

    SP2i contract over internal DoD Contracts (e.g., better cost, broader scope, pool of vendors,

    best value determination, etc.). Please expand upon each of the numbered items below, which

    are from DFARS 217.7802 (a). ]

    The following DoD contracts [list contracts here] have been reviewed and a determination was

    made to select the NIH CIO-SP2i contract based on:

     (1) Satisfying customer requirements;

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     (2) Schedule;

     (3) Cost effectiveness (taking into account discounts and fees); and

     (4) Contract administration (including oversight).

    Determination as to whether the tasks to be accomplished or supplies to be provided

    are within the scope of the contract to be used (DFARS 217.7802 (b)) All proposed task order tasks are within the scope of the CIO-SP2i contract.

    [You may review the scope of the CIO-SP2i contract by reading contract Section C.1, Scope (see

    http://nitaac.nih.gov/downloads/ciosp2/CIOSP2i_Original_Contract.pdf, page 35).]

    Reviewing funding to ensure that it is used in accordance with appropriation

    limitations (DFARS 217.7802 (c))

    Appropriate [identify funding type] funding is being utilized for this requirement.

    Unique terms, conditions, and requirements to comply with all applicable DoD-unique

    statutes, regulations, directives, and other requirements (DFARS 217.7802 (d)) DoD-unique compliance terms, conditions, and requirements will be specified in the task order

    Statement of Work, Section 15, Other Pertinent Information or Special Considerations.

    [The CIO-SP2i task order Statement of Work Template is available at

    http://nitaac.nih.gov/downloads/ciosp2/ciosp2_SOW_forms.doc]

    Approval

    In accordance with DFARS 217.7800 and DFARS 237.1702, I, [insert full name], [insert signatory title], grant authority to the National Institutes of Health to procure Information

    Technology Services on our behalf under the following project:

[insert task title]

Please consider this authority to be applicable for the life of the task, to include any and all

    option periods. I hereby certify that the requirements set forth in DFARS 217.7802 and DFARS

    237.1702 have been met. If you have additional questions, please do not hesitate to contact me at

    [insert signatory telephone number].

Signature and Title

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    SAMPLE Justification and Approval for DoD Use

    of the CIO-SP2i Contract

    “Official Letterhead”

MEMORANDUM FOR: National Institutes of Health Information Technology Acquisition

    and Assessment Center (NITAAC), Chief Information Officer Solutions and

    Partners 2 Innovations (CIO-SP2i), 6011 Executive Blvd., Suite 503 L, Rockville,

    Maryland, 20892

SUBJECT: Justification and Approval for Use of a non-DoD Contract

In accordance with Defense Acquisition Regulations Supplement (DFARS) Subpart 217.7800

    and DFARS 237.170-2, this memorandum presents the justification and approval for issuing the

    task order Software Engineering Center-DoD (SEC-D), IT Engineering Efforts through the National Institutes of Health (NIH) Information Technology Acquisition and Assessment Center

    (NITAAC), Chief Information Officer Solutions and Partners 2 Innovations (CIO-SP2i) contract.

    237.170-2 Approval Requirements

     (a) Acquisition of services/commodities through a contract or task order that is not

    performance based.

     For acquisitions at or below $50,000,000, obtain the approval of the official

    designated by the department or agency.

    OR

     For acquisitions exceeding $50,000,000, obtain the approval of the senior

    procurement executive.

     (b) Acquisition of services/commodities through use of a contract or task order issued by a

    non-DoD agency. Comply with the review and approval requirements established in

    accordance with Subpart 217.7800 when acquiring services through use of a contract or

    task order issued by a non-DoD agency.

    Evaluation as to whether using a non-DoD contract for the acquisition

    is in the best interest of the DoD (DFARS 217.7802 (a)) The following DoD contracts: the Software Support Contract (SSC) and IT Response Contract

    (ITRC) have been reviewed and a determination was made to select the NIH CIO-SP2i contract based on the following:

    1) The Software Engineering Center-DoD (SEC-D) currently has several customers that rely

    on the organization to provide Systems Engineering and Technical Assistance (SETA).

    The contract must provide the SEC-D with the necessary options to satisfy our current

    customers as well as grow to meet future needs to provide Enterprise Resource Planning

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    and Service-Oriented Architectures. The CIO-SP2i task order will satisfy these needs

    without obligating SEC-D to purchase any of the services until they became necessary to

    meet our customer needs. The scope of the other contracts fell short in a few of these

    areas that were vital to future growth expectations. In addition, one of our primary

    customers had set forth limitations on potential contractors to prevent a conflict of

    interest from occurring within their organization. Using the other contracts would have

    severely limited the government’s options on vendors. 2) To meet the needs of one of our immediate customers, SEC-D needed a contract that

    would be able to immediately provide personnel and resources to support our customer.

    CIO-SP2i was able to streamline the proposal process, providing a rapid and compliant

    contract. This would allow SEC-D to post, without delay, the task order, receive

    proposals, review proposals, and award the contract, allowing us to satisfy an immediate

    customer need. Should we need to provide our customers with more resources to

    accomplish tasks on schedule, we can easily reach back to the contract for those further

    assets allowing us to ensure customer satisfaction.

    3) Based on an Independent Government Cost Estimate done prior to submission of the task

    order, the CIO-SP2i provided 45 highly-qualified contractors, several of which would

    have met our requirements for labor rates. In addition, the contract provides fixed labor

    rate ceilings, fixed labor rate increases, and fixed contracting fees that allow SEC-D to

    easily predict the cost of information technology engineering services we will provide

    with contractor support. Both the SSC and ITRC contract ceilings were below the

    expected task order ceiling. Lastly, the CIO-SP2i contract, which is operated under

    authority granted by the Office of Management and Budget, includes 21 small businesses

    among its 45 highly-qualified prime contractors; in combination, the large and small

    primes team with over 600 subcontractors. This extensive collection of qualified

    contractors provides a high degree of competition, which better enables us to achieve

    value in our acquisition.

    4) Due to the nature of our organization, we will be providing oversight of contractor duties

    while they are deployed into other organizations that the SEC-D supports. The CIO-SP2i

    provides our organization with the ability to evaluate the contractor and make changes to

    service or discontinue use of the contract based on our level of satisfaction.

    Determination as to whether the tasks to be accomplished or supplies to be provided

    are within the scope of the contract to be used (DFARS 217.7802 (b))

    The CIO-SP2i contract has been reviewed and all project tasks to be accomplished are within the

    scope of CIO-SP2i.

    Reviewing funding to ensure that it is used in accordance with appropriation

    limitations (DFARS 217.7802 (c))

    Appropriate DoD Operations and Maintenance Army funding is being utilized for this project.

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    Unique terms, conditions, and requirements to comply with all applicable DoD-unique

    statutes, regulations, directives, and other requirements (DFARS 217.7802 (d)) DoD-unique compliance terms, conditions, and requirements will be specified in the task order

    Statement of Work, Section 15, Other Pertinent Information or Special Considerations.

    Approval

    In accordance with DFARS 217.7800, I, COL John Jones, SEC-D Commanding, grant authority

    to the National Institutes of Health to procure Information Technology Services on our behalf

    under the following project:

    Software Engineering Center-DoD (SEC-D), IT Engineering Efforts

Please consider this authority to be applicable for the life of the task, to include any and all

    option periods. I hereby certify that the requirements set forth in DFARS 217.7800 have been

    met. If you have additional questions, please do not hesitate to contact me at 123-456-7890.

JOHN JONES

    COL, AC

    Commanding

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