J&A_Sole_Source_Spectralogic_LTO6_Tapes_9-12-18.docx

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

FAR 6.302-1 Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements [41 U.S.C. 3304(a)(1)]

National Archives and Records Administration 8601 Adelphi Road College Park, MD 20740-6001

Spectralogic LTO-6 tapes

Technical Requirements Certification:

I hereby certify that this justification for other than full and open competition is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge and belief, and that I would not be making this request if it were feasible to fully compete this requirement. I further certify this request is not the result of a desire to expend funds while those funds are still available.

IT Specialist (Systems Analysis), IOO

Contracting Officer Concurrence:

I have reviewed this justification and conclude that it is accurate complete to the best of my knowledge and belief.

Contracting Officer, Z

NARA Competition Advocate Approval

In accordance with FAR Subpart 6.302-1 and 6.304(a)(1) as well as NARA 501 I have reviewed this justification and hereby certify that is accurate to the best of my knowledge and belief.

Donna Forbes Date Competition Advocate, B

IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY, AND SPECIFIC IDENTIFICATION OF THE DOCUMENT AS A “JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION”

See Pages 1.

I. NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED

The National Archives and Records Administration (NARA) seeks to use Other than Full and Open Competition procedure in order to limit competition to one Manufacturer, Spectralogic for the purchase of Spectralogic certified LTO-6 tapes.

III. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY’S NEEDS (INCLUDING THE ESTIMATED VALUE)

LTO-6 tapes are currently used to store all of the digital content created by the special media/digitization labs in a preservation system called Strongbox/Spectralogic that was installed in 2013. To date the labs have used over 1,300 Spectralogic certified tapes to hold preservation including the 1950 Census project which is a critical project for NARA. The procurement of these certified tapes has already been made twice and this is to resupply those tapes to allow preservation work to continue.

The estimated value of the LTO-6 tapes is $0.00 for a quantity of 148.

1. AN IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING OTHER THAN FULL AND OPEN COMPETITION.

41 U.S.C. 3304(a) (1); Only one responsible source and no other supplies or services will satisfy agency requirements as implemented by FAR 6.302-1

V. A DEMONSTRATION THAT THE PROPOSED CONTRACTOR’S UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES USE OF THE AUTHORITY CITED

There are many vendors that sell LTO-6 tapes that in theory are equal. However, NARA has owned and operated a Spectralogic model T-950 tape library for several years at its Allegany Ballistics Laboratory (ABL), Rocket Center, West Virginia facility to backup all NARANET data and experienced several months of random data backup failure for unknown reasons. The same model tape library is what is being used in the digitization lab. After investigating the issues for a period of time it was determined to be caused by using non Spectralogic certified tapes. Since a lot of the data that will be stored on the tapes is deemed preservation level it is critical that the tapes be reliable so that the data can be retrieved when needed. Spectralogic certified tapes go through several steps to be deemed certified thus reducing the potential for bad tapes and backup errors. Additional documentation can be provided detailing the certification process for Spectralogic tapes but the key factor is what NARA has already experienced when using non certified tapes in these tape libraries.

NARA purchase 2 devices in 2013 that work together to provide a long term environment for data created in special media/digitization labs. One of these devices is a Spectralogic T-950 tape library. The T-950 is designed to use Spectralogic certified tapes. The Spectralogic tapes undergo additional tests to validate the tapes are good. Spectralogic uses a special process called “CarbideClean” that ensures the media is debris free to extend the life of the tapes. They also have additional features that can predict if a tape were going bad. In addition NARA has found through using non Spectralogic tapes in another T-950 has lead to data loss issues. These issues were corrected when going back to Spectralogic certified tapes. There are multiple vendors that sell Spectralogic media and there is no vendor preference in purchasing these tapes.

1. A DESCRIPTION OF EFFORTS MADE TO ENSURE THAT OFFERS ARE SOLICITED FROM AS MANY POTENTIAL SOURCES AS IS PRACTICABLE, INCLUDING WHETHER A NOTICE WAS OR WILL BE PUBLICIZED AS REQUIRED BY SUBPART 5.2 AND, IF NOT, WHICH EXCEPTION UNDER 5.202 APPLIES.

A request for Quote (RFQ) will be posted in the Federal Opportunity (FEDBIZOPS) website for all interested Spectralogic authorized resellers to respond with their quotes.

VII. A DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE

The Contracting Officer will determine price fair reasonableness based on historical data and competition. Award will be made to the vendor who provides the Low Priced Technically Acceptable quotation.

VIII A 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 was conducted and found there are many open market resellers that can supply these tapes.

IX. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION. SEE FAR 6.303-2(a)(9)

None.

X. A LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN WRITING, AN INTEREST IN THE ACQUISITION

None.

XI. A 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

The agency will remain abreast of changes in the availability of upgrades and support for this equipment; for example, availability via authorized re-sellers and distributors, as well as offerings via GSA schedule.