2_2_1_SSJ_Kodak Scanner Move_Redacted_20240307.pdf

www.uscis.gov

Rev: 10/13/2023

Sole Source (including brand name) Justification, using Simplified Acquisition Procedures, Exceeding the Micro-purchase Threshold and up to the Simplified Acquisition Threshold, Service Center Operations Directorate (SCOPS) Fiscal Year (FY) 2024 Kodak Alaris Scanner Relocation

REFERENCE: Justification Log Number: FY24-0051 and PR Number: SCO240007

1. Agency and Contracting Activity.

The Department of Homeland Security (DHS), U.S. Citizenship, and Immigration Services (USCIS), Office of Contracting (OCON), proposes to award a task order on behalf of SCOPS.

2. Nature and/or description of the item/service being procured and anticipated cost.

The service to be performed includes the vendor providing packing materials, packaging the scanners, relocating the scanners to their designated location within one (1) week of pick-up via motor transport, and reinstalling the scanners at the destinations. Services are required for the twenty-eight (28) Kodak Alaris model I5250 scanners in this requisition. The scanners are relied upon for their efficient scanning at 150 pages per minute with a 750-page feed tray to assist in the mass digitization of documents for digital adjudication. The Kodak Alaris I5250 scanners also provide high quality image scanning to assist in the digitization of files for adjudication.

This purchase order is needed to reorganize SCOPS’ scanning capacity in alignment with its current digitization efforts. The Texas Service Center (TSC) in Irving, Texas and the Nebraska Service Center (NSC) in Lincoln, Nebraska will be responsible for bulk scanning form types for SCOPS wide digital adjudications. Simultaneously, scanning will decrease at the California Service Center (CSC) in Laguna Nigel, California, and Vermont Service Center (VSC) in Essex Junction, Vermont. To facilitate this shift in scanning, thirteen (13) scanners will be moved from CSC to TSC, twelve (12) scanners from CSC to NSC, and three (3) from VSC to TSC.

Kodak Alaris Inc. must be chosen as the vendor to maintain the current maintenance warranties on all twenty-eight (28) scanners.

This purchase order will be Firm-Fixed-Price and would be at an estimated value of $44,032.50, comprised of labor hours for deinstallation, cleaning, reinstallation, cost of supplies, and travel charges related to pre-planned trips.

This will be an open market sole source purchase order awarded directly to the following vendor:

Kodak Alaris, Inc.

336 Initiative Drive Rochester, NY 14624-6217 Unique Entity ID (UEI): K7FTPJYXAYD3

Sole Source (including brand name) Justification, using SAP, Exceeding the MPT and up to the SAT, Service Center Operations Directorate (SCOPS) Fiscal Year (FY) 2024 Kodak Alaris Scanner Relocation Justification Log Number: FY24-0051

3. Identification of the authority and rationale.

The proposed procurement will utilize simplified acquisition procedures and will be awarded on a sole source basis in accordance with FAR 13.106-1(b)(1) and as specified below.

Only one source reasonably available:

☐ Urgent and compelling circumstances exists. The nature of the requirement has been deemed urgent due to unusual and compelling circumstances. Following competitive procedures would result in unacceptable delays resulting in serious injury to the Government.

☐ Exclusive licensing agreement or restrictive rights exists. The source has one or more of the following: an established exclusive licensing agreement, proprietary data, limited rights in data, patent rights, OEM required certifications or OEM authorized reseller, copyrights or secret processes with regard to the supplies or services required.

☐ Brand name. The source has one or more of the following: an established exclusive licensing agreement, proprietary data, limited rights in data, patent rights, OEM required certifications or OEM authorized reseller, copyrights or secret processes with regard to the supplies or services required.

☐ Compatibility to existing systems or equipment. The required supplies or service must be compatible in all aspects (form, fit, and function) with existing systems or equipment and the source is uniquely qualified to meet the requirement.

☒ Other. Only one source is capable.

Rationale:

USCIS, SCOPS is seeking the relocation of twenty-eight (28) I5250 scanners to support its digitization efforts. Kodak Alaris, Inc. must be chosen as the vendor to prevent the voiding of all existing maintenance warranties on the twenty-eight (28) scanners. This stipulation by the warranty holder (Kodak Alaris via their strategic partner, Wildflower Inc.) is due to the potential for high repair costs that could occur if the scanners are poorly secured in transit by a third-party vendor. If the warranties are voided, then all future repairs on the twenty-eight

(28) Kodak I5250 scanners will be liable to the Government (SCOPS).

Consequences from the Government becoming liable for the scanners if a different vendor would be chosen could be:

An increase in a loss of production time due to a procurement vehicle needing to be organized for repairs as opposed to scheduling a Kodak Alaris technician via the warranty;

Riley, Joshua S You had this cited as your authority but this won't get approved. The Procurement Activity Advocate for Competition (PAAC) will not approve this. You will have to use one of the other authorities below. You could use likely Brand Name or Compatibility to existing systems or equipment as your authorities, or even the other one will be fine too. Urgent and compelling will not get approved. Your rationale just needs to talk about how only Kodak Alaris can move the equipment and why and why it's proprietary to Kodak Alaris only etc.

Sole Source (including brand name) Justification, using SAP, Exceeding the MPT and up to the SAT, Service

Potentially requiring the receiving offices (TSC and NSC) to wait for the thirty (30) day reallocation window set by the Office of the Chief Financial Officer that happens at the end of every quarter to pay for repairs;

Needing to spend time waiting for a new contracting vehicle to be awarded if the total cost of repairs ever exceeds $2,500.00 for service-related charges on all twenty-eight (28) machines; and

Time spent waiting for the replacement of equipment whose repair costs exceed OIT's regulations for reasonable repair costs (40% of equipment value), which usually falls into the six (6) – nine (9) month range.

Additionally, Kodak Alaris, Inc. must be chosen as the vendor since no other company can repair the equipment. Even if the warranties are chosen by a different vendor moving the equipment, the Government will still need to use Kodak Alaris, Inc. for the repairs. Kodak Alaris, Inc.’s technicians have exclusive proprietary diagnostics tools required to troubleshoot problems with the I5250 scanner hardware and software. Additionally, Kodak Alaris rarely sells replacement parts to third-party vendors, making it unlikely that another company would be able to service the scanners. This would require USCIS, SCOPs to still use Kodak Alaris, Inc. for I5250 maintenance on a time and materials basis. Kodak Alaris, Inc. has informed SCOPS via OIT that if a different vendor is chosen, the Government is liable for all repairs of equipment that is Damaged in Transit (DiT).

Lastly, Kodak Alaris Inc. is the only vendor that can move the I5250 scanners and have any damage sustained in transit be covered by the existing warranty. Also, choosing Kodak Alaris, Inc. would provide proprietary packing kits designed specifically for the I5250 models. This will reduce damage sustained in transit and allow the scanners to be used immediately upon their arrival at their destination.

Kodak Alaris, Inc. must be chosen as the vendor to avoid voiding all maintenance and support for the twenty-eight (28) machines.

4. The anticipated price will be determined fair and reasonable based on one or more of the price analysis techniques described below in accordance with FAR Part 13.106-3(a)(2).

☒ Market Research;

☐ Comparison of the proposed price with prices found reasonable on previous purchases;

☒ Current price list;

☐ Comparison with similar items in a related industry;

☒ Comparison to Independent Government estimate;

☐ Contracting Officer’s personal knowledge; or ☐ Other reasonable basis.

The Contracting Officer determines that the anticipated price(s) will be fair and reasonable by utilizing the one (1) or more of the techniques described at FAR 13.106-3(a)(2). The Contracting

Sole Source (including brand name) Justification, using SAP, Exceeding the MPT and up to the SAT, Service

Officer will use information such as commercial pricelists provided by the manufacturer and/or authorize resellers quoting the requirement as well as existing pricing attained during the market research phase of the requirement and the IGCE.

5. Other Information.

USCIS intends to comply with the public display and synopsis requirements in FAR 13.105(a).

APPROVAL:

Joshua S. Riley Contracting Officer USCIS, Office of Contracting Joshua.S.Riley@uscis.dhs.gov | (802) 782-6694 mailto:Joshua.S.Riley@uscis.dhs.gov