B06_J&A_Redacted.pdf

ATTACHMENT B

Control No. 2018-WHS-0004

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES

FOR CERTAIN COMMERCIAL ITEMS

UNDER FEDERAL ACQUISITION REGULATION (FAR) 13.5

1. AGENCY AND CONTRACTING ACTIVITY: The Department of Defense, Washington Headquarters Services, Acquisition Directorate Federal Facilities Division, Defense Post Office.

2. DESCRIPTION OF ACTION: The Defense Post Office requires a system to automate the sorting, scanning, tracking and digital delivery of physical mail delivered to the Pentagon. The system for automation is the Integrated Tracking system (ITS) Digital Mail Modernization (DMM). In order for the system to be fully operational and support Defense Post Office’s customer base, the current system requires the purchase of a new Opex mail scanning station to replace the mail scanning equipment transferred to PFPA CBRNE during an emergency situation.

3. DESCRIPTION OF SUPPLIES/SERVICES: The general nature of the work is for the contractor to provide management, labor, tools, supplies, and materiel required to deliver, install, and maintain the Opex Falcon V Red high speed digital mailroom document scanning workstation.

Procurement of one Opex Falcon V Red Mail Scanning Station

• High Speed Document Imaging Workstation- Opex Falcon V Red

• M72 Base with Milling Top Cutter, 110V

• ASM Frame|M72 Adjustable Height, 110V|SA

• Falcon V BASE MACHINE WITH CORRUGATOR (NA) 120V

• Falcon V Computer (Green Tree) / Windows 10 Pro 64 BIT / Bit locker (included)

• Falcon V Front and Rear Standard Printers

• Falcon V 1D Barcode Suite Software

• Falcon V Ref ID Software

• Falcon V Scan Link Software

• Falcon V VRS Technology Software

System Testing and Validation

Training and System Documentation

• Updated Training Materials

• System Manuals, User Operation and Maintenance Manuals, and Troubleshooting Guides

Annual Service Agreement

• Service : Model 72

• Service : Falcon V Base Machine with Corrugator (Na) 120v

• Service : Falcon V 1d Barcode Annual License Fee

• Service : Falcon V Scan Link Annual License Fee

• Falcon V VRS Technology Annual License Fee

Performance Periods

Performance Period Dates Amount

Base Period 02/01/2019-01/31/2020 $ 101,189.68 6 month extension IAW 52.217-8

Base + All Options $

4. AUTHORITY CITED: This action is under the procedures of under the procedures of

Federal Acquisition Regulation (FAR) 13.5 under the authority of:

☒41 U.S.C. 1901, Simplified Acquisition Procedures ☐41 U.S.C. 1903, Special Emergency Procurement Authority

5. REASON FOR AUTHORITY CITED: This contract is intended to replace the Opex mail scanning workstation transferred to PFPA CBRNE Division in response to the Ricin contamination incident in Pentagon Mail Screening Facility on October 1, 2018.

a. Two Opex AS7200i Scanning workstations were purchased under the original

Digital Mail contract in 2012. Both scanning workstations were included as equipment/hardware under the Integrated Tracking System/Digital Mail Modernization (ITS/DMM) program and maintenance contract awarded to Bear River Associates in 2015 (HC1028-17-0014). On October 1, 2018 the Pentagon screening facility was exposed to a biological substance which required the destruction of all contaminated material. In efforts to preserve official business mail, the Defense Post Office transferred an Opex mail scanning station to PFPA for the purpose of creating digital images of all material scheduled for destruction.

b. The ITS/DMM system is currently under contract with Bear River for operations and maintenance, but the purchase of new hardware/software is not in scope for the current contract. Under the operations and maintenance contract, Bear River is responsible for system integration of Opex mail scanning stations, which will cover system integration, configuration, and training on new Opex equipment.

c. The Opex Scanning hardware/software is approved on the current OSD network and determined compatible with ITS/DMM system. Purchasing mail scanning hardware/software from a different manufacturer would prove costly and time consuming. Bear River is responsible for integrating Opex hardware/software with DMM system applications (Covered under contract HC1028-17-C-0014, section 5.4). Bear River Associates remains the only company that has access to the source code for the Bear Tracks Material Tracking system which is an integral part of the Digital Mail system. Purchasing Opex hardware/software is the most advantageous to the Government compared to purchasing unapproved hardware/software. Purchasing authorized/approved products from Bear River

Associates is most advantageous to the Government to ensure successful DMM integration and continuous maintenance support.

d. LPTA (Lowest Price Technically Acceptable) Sole Source Contract, due to the brand name item. The authority for permitting other than full and open competition for this acquisition is FAR 6.302-1 -- Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements; FAR 8.405-6(b), Items particular to one manufacturer -- the particular brand name, product, or feature is essential to the Government’s requirements, and market research indicates other companies’ similar products or products lacking the particular feature, do not meet, or cannot be modified to meet, the agency’s needs;

FAR 8.405-6(a)(1)(i)(B), “Only one source is capable of providing the hardware/software/service required at the level of quality required because the hardware/software is unique or highly specialized.”

e. Two vendors responded, see #10

f. There is an associated risk that would add an additional cost and hardship to the government if the J&A is not approved. Awarding to a contractor with no experience or knowledge of the ITS/DMM system, integrated components, and related equipment/hardware could be detrimental to the program. This will impact a number of DOD Agencies and U.S. Military Services located in the NCR who are ITS/DMM customers. FFD/DPO will not be able to fully support customers and meet Digital Mail service levels.

6. EFFORTS TO OBTAIN COMPETITION: A sources sought notice was posted on

FedBizOpps on Dec. 4, 2018 with a close date of Dec. 18, 2018. AD received two responses from the sources sought notice.

7. FAIR AND REASONABLE COST DETERMINATION: The Contracting Officer determines that the anticipated prices will be fair and reasonable by using the techniques identified in accordance with FAR 15.404-1(b)(2)(i) to ensure award will be at fair and reasonable prices. The selection will be made from Lowest Price Technically Acceptable (LPTA) quotes received in response to the Request for Quote. IAW FAR 15.403-1 (b)(5), certified cost and pricing data were not required.

8. MARKET RESEARCH: Government market research included internet searches, and searches on Government wide contracts including GSA contracts. Also, the Government did a sources sought notice. The Government will continue to conduct market research to determine if there are changes in the market place that would enable future competitive actions.

9. ANY OTHER FACTS SUPPORTING THE USE OF SOLE SOURCE:

NA

10. INTERESTED SOURCES: The following vendors responded to the sources sought notice:

A. Lords Technologies, Inc. B. Bear River Associates, Inc.

4535 Hummingbird Lane, 436 14th Street, Suite 300 Fairfax, VA 22033 Oakland, CA 94612 Mobile: 703-473-1400 Phone: 510-834-5300 Website: LordsTechnologies.com Website: www.bearriver.com

11. ACTIONS TO INCREASE COMPETITION: The ITS DMM system is a Government integrated system that is unique and is not available as a single commercial off the shelf (COTs) system. The Government in collaboration with the contractor integrated COTS hardware and software with custom code to develop a working system. The mail scanning workstation requires authorized support from a technical representative familiar with overall ITS/DMM system. At this time only Bear River Associates can fully support the Governments’ needs.

12. Is this acquisition for a non-competitive follow-on acquisition previously awarded on a non-competitive basis?

☐Yes. A copy of the previous justification is attached1.

The Actions to remove any barriers to competition cited on the previous justification were completed:

☐Yes.

☐No2

☒No.

This requirement was previous procure from another division (ESSD). But I don’t have access to their files. Therefore, I don’t know how it was previous procure.

CERTIFICATION

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

On file

Contracting Officer Representative/Program Office Date

On file

Contracting Officer Date

1 IAW PGI 206.303-2(b)(i)(B).

2 If no, then the approval of the J&A shall be IAW PGI 206.304(a)(ii).