P06 - Sole Source TopCon Oregon Signed Redacted.pdf

NRCS Oregon is requesting to purchase this equipment from Caron East, Inc. as a preferred vendor because we can benefit from several advantages. By purchasing this equipment from one single vendor we can more efficiently monitor and manage our inventory of surveying equipment. Because we have purchased equipment and licenses from Caron East previously, they have records of our equipment and are able to assist us with purchasing maintenance subscriptions on our expired licenses which allows us to avoid purchasing new licenses at a much higher cost. Caron East has demonstrated consistent commitment to providing exceptional customer service and a comprehensive understanding of our agency’s surveying standards and requirements. The staff at Caron East can configure the surveying equipment to meet our needs prior to delivery. After talking with other NRCS state leads who have purchased Topcon equipment from other vendors, it became apparent that other vendors do not perform this configuration, which can result in a substantial time cost (approximately 40 hours) to NRCS staff to configure the equipment.

Caron East also provides in-person training tailored to our agency’s workflows, surveying standards, and specific needs. Their knowledgeable staff members possess a deep understanding of our operations, ensuring that our personnel are well-equipped to utilize the new equipment effectively.

This personalized training minimizes any learning curve associated with the upgraded equipment and maximizes productivity from the outset. The staff at Caron East also provide continual technical support after purchasing equipment, which has saved our engineering staff significant amounts of time in troubleshooting.

In conclusion, NRCS Oregon is requesting to pursue a sole source procurement of this surveying equipment because it will allow us to ensure continuity of workflows, compatibility of equipment, and substantial time and resource savings. By maintaining brand consistency with Topcon and leveraging the expertise and support offered by Caron East, Inc., we can continue to fulfill our mission critical job functions seamlessly.

5. A description of the market research conducted among schedule holders and the results, or a statement of the reason market research was not conducted.

Research conducted in GSA Advantage online finds three offerors that list these items: Caron East, Small Business, Topcon Positioning Systems, Inc., Other than Small Business, and RDO Equipment Co., Other than Small Business. All use the same GSA pricing schedule, so quotes will match with respect to the new equipment and accessories. Topcon Positioning Systems, Inc. is the parent manufacturer and uses its dealer network to fulfill orders. It is unknown at this time if Topcon Positioning Systems, Inc. will commit one of its other dealers, who may or may not be in Louisiana, to trade in 10 GR-5 receivers that are considered “End of Life”.

6. Recommended source(s).

GSA Approved Vendor, Priority Source #6, Caron East, Inc., 429 N. Mechanic Street, Cumberland, MD 21502

Certifications & Approval

Supporting data which form the basis for and included in this justification has been reviewed and certified accurate and complete.