Mitel_Crescent_RD_JOFOC.xps

LIMITED SOURCES/BRAND NAME JUSTIFICATION AND APPROVAL

USDA Forest Service, Mitel Equipment and Install for Crescent Ranger District, Deschutes National Forest

Orders placed under Federal Supply Schedules are exempt from the requirements of Part

6. However, an ordering activity must justify its action when restricting consideration to one schedule contractor or to an item peculiar to one manufacturer in accordance with FAR 8.405-6. The FAR requires that justifications for total acquisition needs within certain dollar levels be approved by the the Contracting Officer and/or Competition Advocate (FAR 8.405-6(h)).

Accordingly, the following Limited Sources Justification and Approval is prepared in accordance with FAR 8.405-6(a)(B):

1. Identification of Agency and the Contracting Activity:

The requisitioning activity for the requirement is the United States Department of Agriculture Information Solutions Organization (ISO), United States Forest Service, Chief Information Office (CIO), Network Operations Group and the Contracting Activity is the United States Forest Service, WO-AQM IT Support Branch.

2. Nature and/or Description of Action Being Approved:

This action will be awarded through federal supply schedule 70 (FSS) through GSA as a sole source firm fixed price Delivery Order against Mitel (GS-35F- 0095X). This effort will support the purchase of Mitel equipment and installation on an other than full and open competition basis.

3. Description of Supplies or Services Required to Meet Agency’s Need Including Estimated the Value:

Procurement is for new (Not Refurbished) for Mitel 3300 Voice over Internet Protocol (VoIP) for the Crescent Ranger District, Deschutes National Forest.

Equipment includes telephone sets, voice module hardware to integrate voice circuits from utility providers and required licensing and software. Integration of these services is essential to provide connectivity to off net telephone systems, emergency services and long distance telephone services. $30,649.86.

4. Identification of the Justification Rationale (see 8.405-6(a) and (b)) and, if applicable, a demonstration of the proposed contractor’s unique qualifications to provide the required supply and service:

This justification supports the rationale associated with a specific sole source for Mitel telephone system for Region 6 (Washington, Oregon) that have been determined to be essential to satisfying the Government’s requirements.

Consequently, this purchase is limited to a brand name (the Original Equipment Manufacturer (OEM)) capable of providing the telephone systems. The procurement of Mitel products for Information Technology solutions has been an ongoing effort since the Chief Information Office Voice group migrated 5 years ago. Since this decision by the Chief Information Office Voice group it has reduced the number of different manufacturers down to two telephone systems.

No other brand has the compatibility and support capabilities within the enterprise telephone systems in place and currently used by the Agency today. Procurement of the Mitel telephone system offers the following advantages to the agency:

SOLE SOURCE: Mitel Corporation Mitel Corporation is a leading manufacturer of products for the voice equipment in the United States. This discovery will be made on an existing government contract. Procurement of the Mitel equipment offers the following advantages:

a) Leverage existing investment: The agency currently has installed several Mitel IP telephone systems at various locations within the USDA Forest Service and especially in region 6. These systems are an important part of the Forest Service Voice configuration at this time.

b) . Reduce integration costs and time to market: Support technicians will be able to use the same programming software for initial installation as well as common spare components, common troubleshooting methods, common repair methods, and a single vendor of support for the life of the product.

c) Reduce replacement cost and time: As a large manufacturer of phone systems, Mitel maintains sufficient stock of spare parts and provides overnight shipping availability. This allows for quick and easy repairs in a suitable time frame, meeting the goal of limited customer down-time and loss of man-hours.

d) Reduce maintenance costs: Mitel phones systems have a long history of proven reliability and a high Mean Time between Failures (MTBF). This translates into reduced down time and low maintenance costs.

e) Reduce support costs: This equipment is supported under the existing Voice Contract which allows certified technicians from all over the country to provide local support for Mitel systems installed on Forests throughout the United States.

5. Determination by the Ordering Activity Contracting Officer that the Order Represents the Best Value Consistent with 8.404(d):

The Federal Supply Schedule (FSS) 70 contract has been negotiated by the General Services Administration to obtain the best pricing available for the Mitel equipment and installation specified above. These are firm fixed priced contracts, competitively priced, with special features and significant cost savings in administrative costs. Federal schedule supply prices have been determined to be fair and reasonable by General Services Administration (GSA).

6. A Description of Market Research Conducted Among Schedule Holders and the Results or a Statement of the Reason Market Research Was Not Conducted:

Market research beginning this Fiscal Year 15 was performed via internet searches and discussions with USDA OCIO employees, technical discussions with FS network specialists, and USDA support contractors. Market research also included price comparison support between FSS pricing and open market pricing.

Lastly, USDA FS assessed the technical community to determine what other products might exist that could perform similar tasks. It was concluded that no other manufacturer’s products can meet and provide the compatibility and management capabilities.

7. Any Other Facts Supporting the Justification:

Forest Service Security, Voice and Data Center Programs have been architected to take full advantage of Mitel networking equipment. To change to a different vendor would require the re-architecture of both the Voice and Security programs and the re-engineering of the FS Data Center program.

8. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome Any Barriers That Led to the Restricted Consideration Before Any Subsequent Acquisition for the Supplies or Services is Made:

The Government will continue to evaluate each requisition that is submitted and ensure that it is doing its due diligence in ensuring that competition is being utilized to obtain the best value at fair and reasonable pricing.

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

SUBMITTED:

STANDY RICHARDSON DATE

Program/Project Manager

APPROVED:

FRANCES SNOWDEN DATE

Contracting Officer

CONCUR:

JAMES GMC. BAILEY DATE

Contracting Officer