Spacesaver-SoleSource-Far6-REDACTED.pdf

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

FAR 6.302-1(a)(2) supplies or services required by the agency are available from only one responsible source.

National Archives and Records Administration

8601 Adelphi Road, College Park, MD 20740-6001

Electrical Components Upgrade to Powered High Density Movable Filing Systems at Archives II

Technical Requirements Certification:

I hereby certify that this justification for other than full and open competition is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge and belief, and that I would not be making this request if it were feasible to fully compete this requirement. I further certify this request is not the result of lack of advanced planning or a desire to expend funds while those funds are still available.

-Redacted- Date Director, BF

Contracting Officer Concurrence:

I have reviewed this justification and conclude that it is accurate and complete to the best of my knowledge and belief.

Contracting Officer, Z

General Counsel Concurrence:

I have reviewed this justification and consider it legally sufficient.

-Redacted_ Date Procurement Counsel, NGC

Competition Advocate Approval:

In accordance with FAR Subpart 6.302-1(a)(2) as well as NARA 501 I have reviewed this justification and hereby certify that it is accurate and complete to the best of my knowledge and belief.

Alternate Competition Advocate, A

I. IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY

AND SPECIFIC IDENTIFICATION OF THE DOCUMENT AS A "SOLE

SOURCE JUSTIFICATION."

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II. NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED.

The National Archives and Records Administration (NARA) seeks to restrict competition for electronic controls upgrades to the powered high density movable filing systems at the National Archives at College Park, Maryland (Archives II). The filing systems and controls are proprietary and are designed and manufactured by Spacesaver Systems, Inc.

III. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED MEETING

THE AGENCY’S NEEDS (INCLUDING THE ESTIMATED VALUE).

Spacesaver Systems, Inc. (dba) Spacesaver Interiors (SI) installed the Spacesaver EC-300 generation of powered high density movable filing systems located at Archives II during the original construction of the building in the mid 1990’s. The guide rails that the shelving system operates on were installed as part of the stack floor. The rails are buried in the concrete and are an integral part of the building. This is the “standard” movable shelving system used at Archives II.

SI notified NARA they no longer have access to the electric components needed to service the EC-300 generation of powered high density movable filing systems The Manufacturer has designed a new control system for its EC-300 system. NARA will need to begin upgrading its control system.

To avoid interruption of operability and to ensure functionality of the high density movable filing system in the Archives II facility, NARA desires to continue an upgrade program. The proposed contract action is for sixty-three (63) carriages in nine (9)-carriage modules. Ultimately, the resultant solution of this contract action will be implemented in a facility-wide project to upgrade all of the EC-300 high density movable filing systems.

The total estimated cost for this proposed contract action is $-REDACTED-. The basis for developing the Independent Government Cost Estimate (IGCE) for this proposed contract action was comparison of the manufacturer’s GSA contract, GS-28F-006BA1, with that of the local dealer’s GSA contract, GS-28F-0025W2. Additionally, the IGCE includes $-REDACTED-, or –REDACTED-% for installation and inside delivery. The dealer’s open market items totaled $-REDACTED-, were discounted by –REDACTED- %, which aligned it more closely to the manufacturer’s GSA pricing, $-REDACTED-, for those same items.

1 Spacesaver Storage Systems, Inc.

2 Spacesaver Systems, Inc. (dba) Spacesaver Interiors (SI)

IV. IDENTIFICATION OF THE JUSTIFICATION RATIONALE (SEE 6.302-1(a))

AND, IF APPLICABLE, A DEMONSTRATION OF THE PROPOSED

CONTRACTOR'S UNIQUE QUALIFICATIONS TO PROVIDE THE REQUIRED

SUPPLY OR SERVICE.

41 U.S.C. 3304(a)(1) (formerly 41 U.S.C.253(c)(1)) – Only One responsible source and No Other Supplies or Services Will Satisfy Agency Requirements, as implemented by

FAR 6.302-1

Spacesaver Systems, Inc. is the only the manufacturer of the EC-300 generation of powered high density moveable filing systems.

V. DEMONSTRATION THAT THE PROPOSED CONTRACTOR'S UNIQUE

QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES

USE OF THE AUTHORITY CITED

This acquisition meets the authority of FAR 6.302-1(c) for the application of brand name justification. The purchase of the new controls for the Spacesaver EC-300 shelving system will ensure that NARA will have a source of spare parts to replace the older controls as they begin to fail. The continued operation is essential to maintain ready access to the records being stored on the shelving systems.

VI. DESCRIPTION OF EFFORTS MADE TO ENSURE THAT OFFERS ARE

SOLICITED FROM AS MANY POTENTIAL SOURCES AS IS PRACTICABLE,

INCLUDING WHETHER A NOTICE WAS OR WILL BE PUBLICIZED AS

REQUIRED BY SUBPART 5.2 AND, IF NOT, WHICH EXCEPTION UNDER

5.202 APPLIES.

NARA will post a notice of intent to award as well as, this sole source justification and approval of this requirement at the government-wide point-of-entry , to announce that a Request for Quote will not be issued, however, it allows interested parties an opportunity to show a bona fide ability to meet NARA’s requirement.

VII. ANY OTHER FACTS SUPPORTING THE JUSTIFICATION.

If NARA chooses not to pursue a proactive approach, the cost and impact would be tremendous if another powered high density movable filing systems was selected to replace the existing system. It would require hundreds of thousand cubic feet of records to be relocated. It would also require thousands of hours of labor for installation.

VIII. A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO

REMOVE OR OVERCOME ANY BARRIERS THAT PRECLUDE THE

AGENCY FROM MEETING THE REQUIREMENTS OF 8.405-1 AND 8.405-2

BEFORE ANY SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR

SERVICES IS MADE.

The National Archives will continue to monitor the marketplace to determine if other manufacturers or vendors are able to provide NARA retrofit replacement parts for its EC- 300 high density movable filing system.

IX. THE ORDERING ACTIVITIES CONTRACTING OFFICER'S CERTIFICATION

THAT THE JUSTIFICATION IS ACCURATE AND COMPLETE TO THE BEST

OF THE CONTRACTING OFFICER'S KNOWLEDGE AND BELIEF.

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X. EVIDENCE THAT ANY SUPPORTING DATA THAT IS THE

RESPONSIBILITY OF TECHNICAL OR REQUIREMENTS PERSONNEL (E.G.,

VERIFYING THE GOVERNMENT'S MINIMUM NEEDS OR REQUIREMENTS

OR OTHER RATIONALE FOR SOLE SOURCES) AND WHICH FORM A

BASIS FOR THE JUSTIFICATION HAVE BEEN CERTIFIED AS COMPLETE

AND ACCURATE BY THE TECHNICAL OR REQUIREMENTS PERSONNEL.

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