IrriCAD RFQ.pdf

Description:

IrriCAD™ Irrigation design software

Summary information:

IrriCAD™ software at quantity seven (7) licenses. See page 2 of this document for product requirements.

Destination: ATHENS STATE OFFICE

355 E. HANCOCK AVENUE

ATHENS, GA 30601

This will be a brand name, firm fixed price contract. Attached USDA Terms and Conditions apply. Any Shipping Costs must be included in the quote.

Page 1 Attachment 4 – AOP No. 5, J&A - Other Than Full and Open Competition, 5/28/19

Limited Source/Brand Name Justification United States Department of Agriculture

FAR 13.106-1(b)(1) – Simplified Acquisitions

1. Identification of the agency and the contracting office.

United States Department of Agriculture, Departmental Administration, Office of Contracting and Procurement, Procurement Operations Division, 301 S. Howes Street, Suite 321, Fort Collins, CO 80521.

2. Description of supply or service required to meet the agency’s needs.

Provide a description of the supplies or services required.

The product needed is seven copies or licenses of IrriCAD Irrigation Design Software.

3. The rationale or circumstances for limiting competition.

Explain the unique qualifications/characteristics of the proposed contractor or product and why no other contractor or product/service can meet the Government's need. For example, equipment that must be compatible in all aspects with existing systems/equipment presently installed; or proprietary data or software licensing agreements that limit competition, etc. In cases of unusual and compelling urgency, state the harm to the Government is normal procedures (e.g., competition) were followed.

Justification for purchase: IrriCAD software is required to check designs submitted by third parties and the software must be compatible. IrriCAD is the only software that will run on top of AutoCad so that files may be imported into existing systems and do not require regeneration of the work provided to us to certify designs.

IrriCAD is far more than a drawing package because it combines the advantages of CAD drawing with powerful hydraulic pipe sizing and network analysis techniques, and it also provides automatic selection of pipe fittings, thereby generating a complete bill of materials. IrriCAD is also the only irrigation design software currently Client Experience Center (CEC) Approved to be installed on USDA computers.

IrriCAD provides specific functions required for use in irrigation design that include:

New design and existing system analysis Looped system design Gravity feed system design Stock water design System duty calculation Frost protection system design Ability to import GPS survey data from Google Earth Ability to lay electrical wiring in a design Customizable selection of pipe sizes and fittings Interpolation between contours and/or spot heights during pipe sizing and hydraulic analysis

Page 2 Attachment 4 – AOP No. 5, J&A - Other Than Full and Open Competition, 5/28/19

Due to Hurricane Michael (event date October 2018), we have had over 700 designs that must be verified and approved prior to installation. Without this particular software, design verification and certifications are not able to be completed. This is very high priority of the State Conservationist, the Regional Conservationist and the Secretary of Agriculture.

4. A description of the market research conducted and the results or a statement of the reason market research was not conducted.

Describe market research conducted and the results or the reason why no market research was conducted. Include responses received from FedBizOps announcement, if used. Note: FAR Part 10.001 requires agencies to conduct market research appropriate to the circumstances: (a) before developing new requirements documents for an acquisition by the agency; (b) before soliciting officers for acquisitions with an estimated value less than the Simplified Acquisition Threshold when adequate information is not available and the circumstances justify the cost; and (c) on an ongoing basis, take advantage of commercially available market research methods in order to effectively identify the capabilities of small businesses and new entrants into the market.

The IrriCAD software is the industry standard and is what our 3rd party designers are using to design the systems. By using the same software as the 3rd party designers we will be able to quickly and effectively perform functional engineering reviews on the 3rd party submitted designs. This software is also compatible with the AutoCAD products which allows the convenience of being about to perform calculations while producing engineering design drawings.

5. Estimated price, including all options, if applicable.

Provide the estimated value. If the proposed action includes option periods, include the estimated value for the base period and each option period and the total estimated value of the base and all option periods.

The base price for an individual standard license for IrriCAD Pro Design Software is $3,995.00.

However, a discount is available for multiple licenses. The agency needs to purchase seven licenses. The total cost for seven licenses is $23,171.00.

6. Recommended source(s).

List proposed sole source vendor, or vendors, including any sources, that expressed an interest in this acquisition.

The only available source for the IrriCAD product is the distributor, Nelson Irrigation Corporation, of which the designer is Lincoln Agritech.

Page 3 Attachment 4 – AOP No. 5, J&A - Other Than Full and Open Competition, 5/28/19

Certifications

Supporting data that is the responsibility of technical or requirements personnel and which form the basis for this justification are accurate and complete to the best of my knowledge.

Diane A. Guthrie, P.E., State Conservation Engineer

National Resources Conservation Service, GA

The information contained in this justification is accurate and complete to the best of my knowledge and belief and in accordance with Federal Acquisition Regulation 13.106-1(b)(1), I hereby determine the circumstances described above deem only one source, or limited sources, reasonably available and competition is precluded for the reasons indicated in this document.

Victoria Baca, Contracting Officer Procurement Operations Division

DIANE GUTHRIE Digitally signed by DIANE GUTHRIE Date: 2020.01.27 13:28:53 -05'00'

Page 4 Attachment 4 – AOP No. 5, J&A - Other Than Full and Open Competition, 5/28/19

Notes and Guidance. Delete these Notes prior to finalizing document for signature

For acquisitions greater than the micro-purchase threshold but less than the Simplified Acquisition Threshold (SAT) the Contracting Officer may solicit from one source only if the Contracting Officer determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand name, etc.). Contracting Officers must document the rationale for soliciting from a single source, including brand name in accordance with FAR 13.106- 1(b)(1)(i) and FAR 13.106-3(b)(3)(i).

Program personnel are advised to work with contracting personnel early on in order to promote and provide for full and open competition to the maximum extent practicable. In circumstances permitting other than full and open competition, program personnel shall provide necessary information to contracting personnel to support and document the circumstances limiting competition through the use of this form

Advance planning. Contracting without providing for full and open competition shall not be justified on the basis of (1) a lack of advance planning by the requiring activity or (2) concerns related to the amount of funds available to the agency or activity for the acquisition of supplies or services.

Brand Name. Items peculiar to one manufacturer can be a particular brand name, product, or feature of a product, peculiar to one manufacturer. A brand name item, whether available on one or more schedule contracts, is an item peculiar to one manufacturer. Brand name specifications shall not be used unless 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.

Posting. When an acquisition contains brand name specifications, the Contracting Officer shall include the justification required by FAR 13.103-1(b) with the solicitation when synopsizing in the GPE (actions exceeding $25,000) or displaying in a public place (actions exceeding $15,000 but not expected to exceed $25,000), as required by FAR 5.102(1)(6).

Screening. Before posting the justification, in accordance with FAR 6.305(e) and 24.202, the Contracting Officer is responsible to redact any information that is exempt from disclosure under Freedom of Information Act or information proprietary to the contractor.

Signatures. After review and completion by the Program Office and Contracting Officer, the Word document shall be converted to an Adobe PDF file and routed for electronic signatures. Signature blocks shall include dates.

CONTRACT CLAUSES

1. 52.232-40 PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS

SUBCONTRACTORS (DEC 2013)

(Reference)

2. 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far

(End of clause)

3. 52.232-18 AVAILABILITY OF FUNDS (APR 1984)

(Reference)

4. AGAR 452.246-70 INSPECTION AND ACCEPTANCE (FEB 1988)

(a) The Contracting Officer or the Contracting Officer's duly authorized representative will inspect and accept the supplies and/or services to be provided under this contract.

(b) Inspection and acceptance will be performed at: USDA’s Office of the Chief Information Officer – National Information Technology Center (OCIO-NITC), Resource Support Services Branch, 8930 Ward Parkway, Kansas City, MO 64114

(End of Clause)

5. LOCAL CLAUSE – INVOICING PROCEDURES

(a) Invoices shall be submitted electronically through the Invoice Processing Platform (IPP), https://www.ipp.gov/.

(b) Additional information regarding what constitutes a proper invoice can be found by reviewing the Prompt Payment Act (31 USC Chapter 32 - PROMPT PAYMENT ACT).

(c) A contractor-generated, complete invoice, should also be provided electronically (either as an attachment via IPP or via email direct to the ACO and COR) along with applicable back up documentation.

(d) Any other information or documentation required by other provisions of the delivery order such as reports, copies of travel vouchers, hotel and meal receipts, supporting paid invoices, receiving/acceptance reports, etc. The Contractor shall submit any other information or documentation required to support the invoice request. The original receipts shall be maintained by the Contractor and made available to Government auditors upon request.

(End of Clause) http://www.acquisition.gov/far https://www.ipp.gov/