JOFOC PR12509406 Lutron London Embassy.pdf

Justification and Approval US Embassy London, UK

PR12509406 PM Lutron System

SOLE SOURCE JUSTIFICATION FOR SIMPLFIED ACQUISITIONS

FOR OTHER THAN FULL AND OPEN COMPETITION

Pursuant to FAR Subpart 6.3

1. Identification of the agency and the contracting activity.

In accordance with Federal Acquisition Regulation (FAR) Subpart 6.3 and 41 U.S. Code

1901, the Office of Acquisition Management Regional Procurement Support Office

Frankfurt proposes to award a contract based on other than full and open competition for

Preventive Maintenance of the Lutron lighting and shade control system, manufactured by Lutron Electronics Co., Inc.at the US Embassy London, United Kingdom. The estimated cost for the base year is USD 110,764.00. The total estimated cost for the base year plus four option years is USD 581,119.33.

2. Nature and/or description of the action being approved.

This Justification and Approval (J&A) outlines the necessity for the issuance of a firm-fixed-price sole source contract from Lutron Electronics Co., Inc. for preventive maintenance services. Lutron will provide two (2) factory-certified technicians, their tools, latest version software -- together with support from the building lighting control designers to ensure that the lighting and blind control system meets the original design and engineering installation and operating specifications. Therefore, a sole source purchase from Lutron is justified to support for essential communication infrastructure.

The base year period of performance is twelve months.

3. A description of the supplies or services required to meet the Department’s needs.

The maintenance provider Lutron shall keep the dimming lighting and shade control equipment in perfect working order and prevent any malfunction, breakdown or deterioration of our system. The lights and the shades are critical for the functioning and the daily operations of the New London Embassy (NLE) personnel. Both light fixtures and blinds work in conjunction to provide the exact amount of light required at each workstation and office. Lutron will support the 10,000 + individual coded lights and 840 coded blinds that are connected to the NLE automatic lighting control system manufactured by Lutron. Lutron is the only company that can support the service activities and update software for this industry specific technology.

4. An identification of the statutory authority permitting other than full and open competition:

10 U.S.C. 2304(d)(1)(B) or 41 U.S.C.. 253(d)(1)(B)

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

5. A demonstration that the proposed contractor’s unique qualifications or the nature of the action require use of the authority cited.

Lutron is the only company that can support the service activities and update software for this industry specific technology. Their licensed technicians perform software and firmware updates which only Lutron employee have access to, ensuring that this building wide system is 100% operational and safeguarded from system vulnerabilities.

6. A description of the efforts made to ensure that offers are solicited from as many potential sources as is practicable, include whether a notice was or will be publicized as required by Subpart 5.2 and, if not, which exception under 5.202 applies.

The selected contractor is the only technically acceptable entity qualified to perform this work. Contract 19GE5019C0022 was awarded under other than full and open competition one year after the NLE was officially opened in 2018. For the past six years since and to this day, only Lutron Electronics has the necessary propriety knowledge and licensing to perform the required services. A notice will be posted after award.

7. A determination by the contracting officer that the anticipated cost to the

Government will be fair and reasonable.

The Contracting Officer has determined the anticipated cost to be fair and reasonable.

The IGCE is based upon the technical degree of difficulty and the hazards associated with work on this equipment. It was also based upon the previous Lutron contract. The IGCE was reviewed and verified to be fair and reasonable by OBO/CFSM/FAC/PS. The contractor’s quotation of $581,119.33 is below the IGCE of $915,765.00.

8. A description of the market research conducted (per FAR Part 10) and the results or a statement of the reason market research was not conducted.

The work is highly specialized; and it is being performed at a unique Department of State installation.

9. Any other facts supporting the use of other than full and open competition such as:

Not applicable.

10. A listing of the sources, if any, that expressed, in writing, an interest in the acquisition.

Not applicable.

11. A statement of any actions the agency will take to remove or overcome any future barriers to competition before any subsequent acquisition for the supplies or services required. Include a statement that this J&A for other than full and open competition will be published on FedBizOpps in accordance with FAR Section 6.305 within 14 days of award (or within 30 days if the J&A is for unusual and compelling urgency.)

This J&A for other than full and open competition will be published on SAM.gov in accordance with FAR Section 6.305 within 14 days of award.