Single Source JA - NSI X RAY JA (SAM).pdf

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

SECTION 1: IDENTIFICATION OF THE AGENCY AND THE CONTRACTING

ACTIVITY

Department of State Contracting Activity

Acquisition Management

Requiring Activity DT/EI/NT/TSS

SECTION 2: NATURE AND/OR DESCRIPTION OF THE ACTION BEING

APPROVED

Approval is requested to solicit and award with on a sole-source basis to North Star Imaging (NSI), 19875 S. Diamond Lake Rd, Rogers, MN 55374 for the supplies and/or services described in Section 3 on behalf of the Requiring Activity. This J&A is for a follow-on to the previous award made on September 30, 2025, under Contract No. 19AQMM25P0757 and Requisition No. 1019530241, and will include one base period with four option years. Order type will be a sole source firm-fixed price contract with four option years.

SECTION 3: DESCRIPTION OF SUPPLIES/SERVICES REQUIRED TO MEET THE

AGENCY’S NEEDSThe requirement is to provide Preventative Maintenance for two NSI-built X-ray machines at 7948 Angus Court, Springfield, VA 22153. The estimated value for the entire period of performance of 1 year plus 4 option years is $308,319.00.

Base Year: $57,350 Option Year 1: $59,430 Option Year 2: $61,586 Option Year 3: $63,819 Option Year 4: $66,134 Total Estimated Value: $308,319

These supplies/services require standard 12-month PM 2 Visits for two Dual Head systems for NSI equipment Serial numbers 20091861 and 22042030 and Standard 12-month Software Maintenance Contract - DR & CT NSI equipment Serial numbers 20091861 and 22042030. This

7948 Angus Court, Springfield, VA 22153 $308,319.00

$57,350 $59,430 $61,586 $63,819 $66,134

$308,319 will allow the Office of the Technical Security and Safeguards Division to accomplish non-destructive testing supporting DT and DOS strategic goals.

DUAL HEAD: 13 Point Inspection System Maintenance Includes:

• Clean, inspect x-ray tubes, replace O-rings and adjust to manufacturers specifications.

• Clean, inspect, reapply dielectric grease to HV cables and set compression.

• Clean, inspect and lubricate manipulator.

• Clean cooler, test flow and temperature switches.

• Clean and verify adjustments on the High Voltage generators to prolong tube filament life.

• Test and adjust Safety Interlocks and Safety Lamps.

• Test power supplies and adjust to factory specifications.

• Test and adjust shutter

• Verify vacuum system operation.

• Inspect for proper cable drape.

• Verify emergency stop operation.

• Perform a Radiation Safety Survey with documentation.

• Perform an Imaging System Alignment Verification.

Upon completion of the 13 Point Inspection and Preventive Maintenance the assigned technician/imaging specialist will provide documentation of findings and recommendations.

SOFTWARE MAINTENANCE AGREEMENT CUSTOMERS RECEIVE THE FOLLOWING

BENEFITS:

• Safeguard investment, a software agreement is a more cost-effective choice compared to individually purchasing software updates, upgrades, and support.

• During the term of the agreement, receive unlimited software updates via download link within the agreement period. The software updates include service packs at no charge for all major and minor updates. If remote access is not available, a software CD or USB can be sent upon customer request.

• Unlimited Phone/Remote Support for software related issues: NSI technical staff are available Monday through Friday, 8:00 AM - 5:00 PM (CST) for telephone and remote access support.

SECTION 4: IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING

OTHER THAN FULL AND OPEN COMPETITION

FAR 6.302-1 – Only one responsible source and no other supplies or services will satisfy agency requirements.

SECTION 5: DEMONSTRATION THAT THE PROPOSED CONTRACTOR’S

UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES

USE OF THE AUTHORITY CITED

North Star Imaging (NSI), has designed, engineered, manufactured, integrated, installed, and performed the site acceptance tests for the two X3000 w/XWT-225-XC Systems, Serial numbers 20091861 and 22042030. The image acquisition and reconstructive software, including efX-DR, View, and efX-CT have also been developed by, and are proprietary to NSI systems exclusively. NSI is the sole distributor of NSI equipment and is the only company approved by NSI to install, service and maintain the equipment and software. Maintenance and adjustment/alignment of our system requires intimate knowledge of the X-ray system, imaging components and their control system (hardware and software interface) as they are configured specifically for the X3000 system. Improper maintenance or unauthorized repairs could void your warranty and perhaps make your equipment inoperable.

SECTION 6. DESCRIPTION OF EFFORTS TO ENSURE THAT OFFERS WERE

SOLICITED FROM AS MANY POTENTIAL SOURCES AS IS PRACTICABLE,

INCLUDING WHETHER A NOTICE WAS OR WILL BE PUBLICIZED AS

REQUIRED BY FAR SUBPART 5.2 AND, IF NOT, WHICH EXCEPTION UNDER

FAR 5.201 APPLIES

There are no actions or activity plans to change conditions that would preclude the use of full and open competition for acquiring the same or similar services in the future. The parts, software, and experience position the vendor where they are the only source qualified to perform maintenance on a machine without causing damage and voiding warranty. This is a sole, source only the OEM will do preventative maintenance. The estimated EOL of 10 or more years. The preventative maintenance will easily prolong the equipment life to about 10 or more years increasing EOL through 2035.

SECTION 7. DETERMINATION BY THE CONTRACTING OFFICER THAT THE

ANTICIPATED COST TO THE GOVERNMENT IS FAIR AND REASONABLE

The Contracting Officer has determined the anticipated based contract year cost of $57,350 to the Government of the supplies/services covered by this J&A will be fair and reasonable based on a comparison to the previous contract award 19AQMM25P0757 of $59,078. By signing the justification, the Contracting Officer makes a determination that the base year cost of $57,350, and each subsequent option year cost escalated at an annual rate of 3.6% to the Government is expected to be fair and reasonable.

SECTION 8. 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 for this requirement is based on the comprehensive market research conducted for the previous requisition supporting preventive maintenance and specialized service needs for the North Star Imaging (NSI) X ray systems. As confirmed in internal correspondence, this

$57,350

$59,078 $57,350 research identified that NSI remains the sole OEM authorized provider of full preventive maintenance, software updates, radiation safety surveys, and proprietary calibration required to maintain the X3000 system in compliance with manufacturer standards.

Because the prior market research is less than one year old and the technical landscape, vendor availability, and OEM proprietary constraints have not changed, the findings remain current, valid, and directly applicable to the present acquisition.

The previous market research included an assessment of potential third party service providers and determined that alternative vendors lack access to NSI’s proprietary parts, diagnostic tools, and software necessary to perform required maintenance. It also aligned with guidance that meaningful market research should consider substitutes, cost benchmarks, and capability comparisons rather than relying solely on solicitation responses.

SECTION 9. ANY OTHER FACTS SUPPORTING THE USE OF OTHER

THAN FULL AND OPEN COMPETITION

No additional facts supporting the use of other than full and open competition.

SECTION 10. LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN

WRITING, AN INTEREST IN THE ACQUISITION

None

SECTION 11. STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE

TO REMOVE OR OVERCOME ANY BARRIERS TO COMPETITION BEFORE ANY

SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR SERVICES REQUIRED

Due to the proprietary nature of the advanced x-ray systems and software developed by North Star Imaging (NSI), the Program Office has determined that NSI is the only cost-effective vendor capable of meeting the Government's requirements. The Government does not anticipate obtaining a technical data package or developing a performance specification that would enable full and open competition for future acquisitions of the same or similar supplies and/or services.