# Integrated Tracking System/Digital Mail Modernization (ITS/DMM) Canonical: https://abierto.us/opportunities/832469384 - Solicitation number: 832469384 - Notice type: Justification (first published as sources sought) - Status: Awarded to Bear River Associates, Inc. - Department: Department of Defense - Agency: Defense Information Systems Agency - Contracting office: IT Contracting Division - PL83 (HC1028) - NAICS: 541512 Computer Systems Design Services - Product or service code: DA01 Support services for activities involved with application development and support to include analysis, design, development, coding, testing, and release packaging, as well as support of off-the-shelf Business Applications. - Place of performance: Washington, District of Columbia - County: District of Columbia (FIPS 11001). https://abierto.us/counties/district-of-columbia-dc-11001 - City: Washington. https://abierto.us/cities/washington-dc-1150000 - First posted: April 18, 2024 - Last posted: July 29, 2025 - SAM.gov: https://sam.gov/workspace/contract/opp/29513aaf14b94234aa59f8de7d4cde51/view ## Description NOTICE OF INTENT Tracking Number (832469384) The Defense Information Systems Agency/Defense Information Technology Contracting Organization (DISA/DITCO) intends to negotiate a sole source contract with Bear River Associates, Inc for the Global Service Center/Joint Service Provider (J6) Integrated Tracking System/Digital Mail Modernization (ITS/DMM) requirement. A sole source Justification & Approval document is being coordinated and, upon approval, a copy of it will be posted here on SAM.gov to comply with the public display requirements of FAR 6.305. The proposed contract action is for maintenance and support services for both ITS/DMM and the necessary proprietary software components. There are three types of software that support this effort, Bear Tracks software for tracking material throughout the National Capitol Region (NCR), ITS for managing clearance requests and documenting security checks, and WebDOX Enterprise Software for Digital Mail. Both Bear Tracks and ITS software were developed by Bear River Associates, Inc. WebDox software integrates with both Bear Tracks and ITS. Bear River Associates, Inc. currently owns the licensing for Bear Tracks. Multiple directorates/agencies/branches of service within the Pentagon and NCR currently use the integrated tracking system to process mail digitally and input, manage, and report on incoming vehicles, packages, mail, and other data associated with security and logistic activities. The integrated tracking system incorporates multiple pieces of software and hardware, from multiple manufactures, that have been customized and integrated into one system. Bear River Associates, Inc. has been the sole contract provider for maintenance, service, and support of the ITS and its components since 2003. This follow-on effort will provide J6 with critical continued support and maintenance of the ITS/DMM system. Continued support requires immediate knowledge and specialized capability to execute due to the unique operating environment. ITS is required to track vehicles, people, and material coming into the Pentagon reservation. The system supports delivery, enhances mail security, and reduces unwanted junk mail. DMM enables digital routing and management of inbound mail and integrates with ITS. The contractor shall provide on-site and off-site maintenance support for the ITS/DMM system, which includes: Customer service support, including software troubleshooting, data analysis, data setup, technical assistance, and data management. Technology consultation. Testing and installing regular updates to ITS/DMM software (BearTracks and WebDOX) Support and monitoring of ITS/DMM systems, operational, and functional readiness. System enhancements. DISA intends to use the current System of Record. The vendor will be responsible for hardware and software maintenance support for ITS/DMM integrated family of systems currently deployed in Office of Secretary of Defense (OSD) network. Services include on-site and off-site support for system users. The anticipated Period of Performance is for a 12-month base period with four 12-month option periods. The anticipated Place of Performance is at Government facilities on the Pentagon Reservation: 1155 Defense Pentagon, Washington, DC 20301; and/or Mark Center - 4800 Mark Center Drive, Alexandria, VA 22311. At this time, the incumbent contractor, Bear River Associates, Inc, is the only source capable of providing all necessary services. Bear River Associates, Inc. is the developer and owner of the proprietary software and holds the sole rights to license the use of Bear Tracks and WebDOX. This software is the foundation of the system and is specifically designed to facilitate the work and functions of the program. The cost and level of effort to replace the existing software would be a duplication of cost unlikely to be recovered through competition. The statutory authority for other than full and open competition is 10 USC 2304 (c) (1), as implemented by FAR 6.302-1(a)(2)(iii), only one responsible source and no other supplies or services will satisfy agency requirements. Companies who believe they can provide this service must indicate their interest in writing within 30 days of this notification and include a detailed capability statement. No reimbursement for any cost connected with providing capability information will be provided. All responsible sources will be considered in evaluating the determination to issue a sole-source contract. Quotations or proposals received in response to this notice cannot be accepted since this synopsis cannot be considered a request for quote or a request for proposal. A solicitation will NOT be posted to SAM.gov due to the sole source nature of the requirement. The North American Classification System (NAICS) code 541511, with the corresponding size standard of $34 million, will be used for determining company size status. **CONTRACT/PROGRAM BACKGROUND:** **Contract Number:** **HC102820C0002 Contract Vehicle:** Open Market Incumbent and their size: Bear River Associates, Small Business, 0YZS2 Method of previous acquisition: Sole Source Period of performance: January 11, 2020 – January 10, 2025 REQUIRED CAPABILITIES: Periodic improvements to the integrated tracking system are necessary for Facilities Services Directorate (FSD) because of changes in mission requirements and/or process improvements. Requests for these supplementary improvements may be made for any or all the hardware and software components comprising the system. Please describe your organization's experience managing software enhancements in a secure United States (US) government environment and provide an example. Provide a description of your organization's experience supporting software in a Department of Defense (DoD) environment, accompanied by relevant examples. Provision of support would encompass oversight and control of all ITS/DMM systems, assistance with hardware and software, support for end users, both structured and unstructured training, and the creation of training manuals tailored to specific workflows. The Digital Mail component of the integrated tracking system processes United States Postal Service (USPS) mail through a mail sorter and inserts data records into the material tracking systems to facilitate physical and/or digital mail management. The functionality of digital mail enables end users to initiate actions (such as recycling, scanning, or delivery) on their mail through a web-based application. Based on these actions, mail can be scanned via high-speed scanners integrated with the Digital Mail system and provide content and transactional data. Please describe and provide an example of your company’s experience in providing, deploying, configuring, testing, and supporting a Digital Mail system that integrates with high-speed scanners and a material tracking software within a secure US government environment. Provide names of specific products where possible. FSD uses an extensive integrated tracking system comprised of hardware and several different software packages, many of which are commercial off the shelf packages licensed annually. This integrated tracking system tracks and documents details related to an approved Pentagon and/or other DoD managed facility visit, provides tracking and documentation of material movement from conception to completion and maintains detailed transactional data used to provide a variety of metrics, including processing and delivery cycle times and volume. Describe and provide an example of your company’s experience in providing, managing, deploying, configuring, and testing similar systems within a secure government environment. Provide names of specific products where possible. DISA requires accurate and comprehensive documentation and secure configuration management of applications. This includes preparing, reviewing, and/or updating system security plans, security assessment reports, and other required artifacts. Describe and provide an example of your company’s experience preparing and submitting DISA approved system security documentation. As part of the DoD DISA network security, Wifi, Bluetooth, and other standard capabilities for sharing information are restricted from use in sensitive compartmented information facilities (SCIFs). As part of the integrated tracking system, FSD requires the use of mobile handheld computers to assist with the accountable tracking and delivery of material in all locations that require material delivery (including SCIFs). Describe and provide an example of your company’s experience with deploying and managing handheld computers within a secure US government environment. Provide names of specific products where possible. All systems on the OSD network are required to abide by DoD cybersecurity policies, guidelines, and regulations. It is important to be well-versed in industry recognized cybersecurity frameworks and standards. The ITS undergoes an annual cybersecurity system review and evaluation by DISA. Describe and provide an example of your company’s knowledge and experience with the DISA cybersecurity review process, including vulnerability scanning, penetration testing, and security control testing for system applications. **SPECIAL REQUIREMENTS:** Work performed under this contract/order is up to the Secret level and will require access eligibility for some personnel. Therefore, the company must have a Secret Facility Clearance from the Defense Counterintelligence and Security Agency. Businesses who wish to respond must send a response via email NLT 4:00 PM Eastern Daylight Time (EDT) on May 20, 2024 to Brittany Williams; Brittany.l.williams93.civ@mail.mil. ## Award on USAspending - Recipient: Bear River Associates, Inc. (UEI JCL4QK95MVJ5) - Contract: HC102825C0004, definitive contract - Obligated: $1,411,241.93, current value $1,418,142 - Competition: Not Competed, 1 offers received - Link: award number HC102825C0004 equals the contract number; same awarding office HC1028 (high confidence) - Record: https://www.usaspending.gov/award/CONT_AWD_HC102825C0004_9700_-NONE-_-NONE-/ ## Publications - April 18, 2024: Sources sought, due May 20, 2024 at 4:00 PM EDT. Notice 3fc53dc4fe6b4eeea3491f3d30d68f82. https://sam.gov/workspace/contract/opp/3fc53dc4fe6b4eeea3491f3d30d68f82/view - April 18, 2024: Sources sought, due May 20, 2024 at 4:00 PM EDT. Notice 5614aba782b648a08aa98fa881572015. https://sam.gov/workspace/contract/opp/5614aba782b648a08aa98fa881572015/view - July 29, 2025: Justification. Notice 29513aaf14b94234aa59f8de7d4cde51. https://sam.gov/workspace/contract/opp/29513aaf14b94234aa59f8de7d4cde51/view ## Points of contact - Kenric Phillips, kenric.l.phillips.civ@mail.mil, 6184186736 --- Source: SAM.gov Contract Opportunities bulk extract and USAspending.gov award data. Confirm deadlines on SAM.gov before responding. Cite https://abierto.us/opportunities/832469384.