Sole Source Justification - Data and PhoneLee's Summit Annex 01152020_KS_Redacted.pdf

I. 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 Page 1

II. NATURE AND/OR DESCRIPTION OF THE ACTION BEING

APPROVED

The proposed procurement action required to respond to an unusual and compelling urgency will be a sole source fixed-price purchase order. This will allow for limiting the solicitation to a known Contractor who is able to perform this service on a short time frame emergency basis. The vendor proposed he can have materials shipped within three days of award and begin work immediately, with an estimated time for repairs of up to 10 additional days.

III. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO

MEET THE AGENCY’S NEEDS (INCLUDING THE ESTIMATED

VALUE)

The purpose of this contract is to replace telephone and fiber cabling for the FRC Kansas City, Lee’s Summit Annex facility in Lee’s Summit, Missouri. This purchase is needed for safety and security purposes as the lack of internet and phone service results in no communication ability from within the Annex Facility (in the back of the cave) to the Main Building (at the front of the cave). Approximately five people work in the Annex.

The distance from the Main Building to the Annex is 3,000 feet. The complete complex of the Main Building and Annex are NARA-leased under a GSA lease to the building owner. The ends of the data and phone lines terminate within the NARA facilities under lease. Also, cell phones have no coverage in the caves. This jeopardizes safety and security in the event of an emergency, including personal injury, fire, or other loss.

Between the early evening of January 2, 2020 and the early morning of January 3, 2020, NARA’s D-Mark lines supplying data and phone service between the Main Building and the Annex Facility, were damaged beyond repair. NARA became aware of the damage in the early morning of January 3, 2020.

The Annex facility is under a GSA lease and managed by a building manager. NARA management at FRC Kansas City made contact with both the building manager and GSA (leasing office for NARA) and neither is taking action to make the repairs. GSA has acknowledged allowing NARA to pursue the repair directly with a Vendor as the most expeditious. It is given that the damage was done (possibly by a truck) but the definitive cause is undetermined. Since there is a risk of loss to personnel and property with no communication from inside the cave, NARA is contracting directly to make the repairs.

If later a responsible party is identified, NARA may make a claim for recovery of damages.

This Justification will not be published prior to award on FEDBIZOPS IAW FAR 5.202 due to the applicable exception at (a)(2) “The proposed contract action is made under the conditions described in 6.302-2 (or, for purchases conducted using simplified acquisition procedures, if unusual and compelling urgency precludes competition to the maximum extent practicable) and the Government would be seriously injured if the agency complies with the time periods specified in 5.203.” It will be published following award.

See VIII regarding market research performed to determine potential sources.

VII. A DETERMINATION BY THE CONTRACTING OFFICER THAT THE

ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND

REASONABLE

See paragraph III for the IGCE. The RFQ will be provided to one Contractor with proven performance and acceptable levels of security. Based on market research there is a high expectation the Contractor will quote. Before award the quote will be evaluated using cost price analysis and a comparison to the IGCE to make a final determination of price reasonableness.

VIII. A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED AND

THE RESULTS OR A STATEMENT OF THE REASON MARKET

RESEARCH WAS NOT CONDUCTED

In summary, one Contractor was contacted as part of Market Research (January 7 – 10, 2020) under the principle of promoting FAR 6.301(d) competition under the circumstance pertaining to the Unusual and Compelling Urgency. As the building manager limits who can work within the facility NARA obtained from the building manager his preferred/authorized vendor. Consequently no other vendors were solicited.

This Contractor selected however fits the following criteria:

• Has proven records of successful performance on data runs for this facility,

• Has indicated a desire and willingness to compete for the requirement,

• Is registered in SAM, and

• Is a local area vendor and able to respond quickly on site within NARA’s required period of performance.

IX. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL

AND OPEN COMPETITION

N/A

X. A LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN

WRITING, AN INTEREST IN THE ACQUISITION

N/A

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

This is believed to be a one-time event required due to the unexpected loss of both internet and phone service for the FRC Kansas City, Lee’s Summit Annex.

XII. CONTRACTING OFFICER CERTIFICATION THAT THE

JUSTIFICATION IS ACCURATE AND COMPLETE TO THE BEST OF

THE CONTRACTING OFFICER’S KNOWLEDGE AND BELIEF

See Page 1.