A03 FINAL_Justification and Approval Other than FOB_02132024.pdf

Control Number: UDALL-24-07

Justification and Approval for Soliciting from a Single Source

Program/Equipment: Udall Foundation Executive Office

Authority: FAR Subpart 6.302-5(b)(7) Authorized or required by statute, sole source awards under the WOSB Program.

Amount: $15,868.52 COMPLETION DATE: 05 April 2024

Total: $15,868.52 **NOTE: The total amount stated above is inclusive of materials, labor, and all other ODCs (i.e.

delivery charges).

Prepared by:

Typed Name: Sara Moeller Phone: (520) 901-8568

Title: Administrative Officer Date: 6 February 2024

E-mail: moeller@udall.gov

Contracting Officer:

Typed Name: Terri L. Harrison Phone: (520) 901-8565

Date Reviewed: 08 February 2024

E-Mail: harrison@udall.gov

Reviews: I have reviewed this justification and find it adequate to support other than full and open competition.

Legal Counsel and Special Competition Advocate

Typed Name: Gwendolyn T. D. Franks Phone: (520) 901-8552

Signature: _________________________________ Date: _13 February 2024_

Justification and Approval for Soliciting from a Single Source

1. Contracting Activity: Morris K. Udall and Stewart L. Udall Foundation, 434 E.

University Blvd. Suite 300, Tucson, AZ 85705

2. Description of Action: The Udall Foundation needs a new multifunction printer at the Tucson Headquarters (434 University Blvd., Suite 300, Tucson AZ 85705). Services will include the purchase of the equipment, delivery and setup of the printer, and continued servicing of the printer. Due to space constraints in the building, a multifunction printer that includes printing, scanning and copying capabilities is needed. The agency does not currently have a printer that performs the required functions, nor does it have staff who can perform the necessary maintenance and repairs. Accordingly, the agency requires a contract with a vendor who can supply the necessary equipment and services. The applicable NAICS code for this requirement is 334118 – Computer Terminal and Other Computer Peripheral Equipment Manufacturing. The Product Service Code is 5836. This contract will provide for delivery, setup, and maintenance of the printer, and is expected to be installed not later than April 5, 2024. The contract type is Firm Fixed Price with a final completion date of April 5, 2024. The contract will be awarded to Lazer Cartridges Plus, LLC, a small, woman-owned business (WOSB) (UEID: ZHHEY7YZB2M3, Cage: 1TNZ6). The estimated cost for this contract is $15,343.52 total, according to the quote received from the GSA Advantage authorized vendor. Funding from the Administrative – General FY 2024 Fund will be used, and these funds do not expire.

3. Description of Supplies/Services: The contractor shall provide an HP Inc Color Laserjet Enterprise Flow M880Z Multifunction Printer with the HP Laserjet Stapler/Stacker accessory and a 5-year service contract that includes next business day onsite support. The contractor shall also perform installation of the printer and be able to provide inside delivery to the third floor, as the building is not equipped with a loading dock. This multifunction printer and associated accessories were chosen based on the requirements of the Udall Foundation. The Udall Foundation requires that the multifunction printer can print and copy in both black and color, print/copy double sided, and print/copy to a variety of paper sizes and paper thicknesses and finishes. The Foundation requires that the multifunction printer can scan documents to PDF and save and/or transmit them in a variety of ways (e.g., save locally, email, fax). Additionally, scanner bit depth must be 8 or 16, and resolution must be greater than 292 ppi. The printer must meet security and storage requirements, including secure sign-in and printing, and must be Section 508 compliant as demonstrated through Accessibility Conformance Testing. Finally, the printer must be supported by a multiyear service contract to provide ongoing repairs and maintenance through the equipment’s lifecycle.

4. Authority Cited: FAR Subpart 6.302-5(b)(7) Authorized or required by statute, sole source awards under the WOSB Program.

5. Reason for Authority Cited: The Udall Foundation requires this equipment to meet the agency’s need for office printing, scanning, and copying services. The Foundation does not currently have a multifunction printer that can perform the copying/printing/scanning activities required by the Foundation. The Government analyzed and evaluated the use of potential alternative acquisition strategies, such as allowing bids for alternate types of multifunction printers or allowing a competitive action under a small business set-aside. The determination was to award a sole-source to a small, woman-owned business in accordance with statute. The intended awardee is an authorized vendor through GSA Advantage (a FAR Subpart 8 mandatory source). This approach saves government resources, in both time for personnel working with the acquisition, which saves government funding. The need for the printer is immediate, given this is a replacement for a non-functioning printer.

6. Efforts to Obtain Competition: There are no current efforts to compete this effort.

This action will be awarded in accordance with FAR Subpart 6.302-5(b)(7) Authorized or required by statute, sole source awards under the WOSB Program. This action will be awarded to a small, woman-owned business (WOSB).

7. Actions to Increase Competition: There are currently no additional actions to increase competition, as this action will be a purchase with a 5-year service agreement. Additional market research will be conducted and utilized in the future for the replacement of this printer.

8. Market Research: Market research was performed using GSA Advantage. The HP Inc multifunction printer was determined to meet the requirements of the Foundation. Other manufacturers of multifunction printers were researched but they were either out of stock, were more expensive, or were inferior to the HP Inc multifunction printer on one or more of the Foundation’s requirements. The lowest cost bidder was contacted and asked to provide pricing information for the equipment, accessory, delivery and installation, and service package. The quote from this vendor is the basis for the price amount.

9. Interested Sources: Lazer Cartridges Plus, LLC., provided a quote through the research completed on GSA Advantage.

10. Other Facts: Nothing additional.

11. Technical Certification and Requirements Certification:

I certify that the supporting data under my cognizance, which are included in the justification are accurate and complete to the best of my knowledge and belief.

Typed Name: Sara Moeller Date: 13 February 2024

Title: Administrative Officer Signature: ______________________

12. Fair and Reasonable Cost Determination:

I hereby determine that the anticipated cost to the Government for this contract action will be fair and reasonable. A price analysis will be completed in accordance with FAR Subpart 15.404- 1(a)(2) and 15.404-1(b), to include comparison with historical prices paid for these services and other available market pricing. Certified cost and pricing data will not be obtained based upon meeting the exception at FAR Subpart 15.403-1(a), which states that certified cost and pricing data shall not be obtained for acquisitions at or below the simplified acquisition threshold. The total dollar value for this action is $15,868.52 and is below the simplified acquisition threshold.

Typed Name: Terri L. Harrison Date: 13 February 2024

Title: Contracting Officer Signature: ______________________

13. Contracting Officer Certification:

I certify that this justification is accurate and complete to the best of my knowledge and belief.

Typed Name: Terri L. Harrison Date: 13 February 2024

Title: Contracting Officer Signature: ______________________

Approval

Based on the foregoing justification, I hereby approve the purchase of an office printer on an other than full and open competition basis pursuant to the authority of FAR Subpart 6.302- 5(b)(7) Authorized or required by statute (sole source awards under the WOSB Program), subject to availability of funds, and provided that the services herein described have otherwise been authorized for acquisition.

Date: __13 February 2024__ Signature: _______________________________