Limited_Source_Documentation_-_Pentagon_2000.pdf

LIMITED SOURCES DOCUMENTATION (SEP 2013)

Required for Limited Source Acquisitions Over $3,000 but not Exceeding $150,000

Acquisitions that do not allow for competition to the maximum extent practicable must be documented in accordance with Federal Acquisition Regulations (FAR) 13.106-3(b) for open market purchase orders or FAR 8.405-6(f) for Federal Supply Schedule (GSA) orders. Limited source documentation is required in the following circumstances: (1) when soliciting fewer than the minimum number of sources (at least three sources) required by FAR 13.104(b), 8.405-1(c), or 8.405-2(c)(2), whichever is applicable; and (2) when using brand name only specifications.

This template may be used for the documentation described in FAR 8.405-6(b)(2)(i) or 13.106-1(b)(1). The customer shall provide the following information:

Purchase Request Number:

D-15-OA-0043

Estimated Amount (inclusive of options):

Delivery Date or Period of Performance:

January 1, 2015 - December 31, 2015

Brand Name Only Description:

YES NO

Recurring Requirement:

YES NO

FSS Contract Number (if applicable): N/A

Brief description of supplies or services required and the intended use:

Annual maintenance, technical support, and updates to the Pentagon 2000 Maintenance, Repair, and Overhaul (MRO) application.

Unique characteristics that limit availability to only one source, and any justification that no other supplies or services can be used or that urgent and compelling circumstances exist – include all critical delivery or performance dates and impact to the government if dates are not met:

This software is currently being utilized by the Aviation Division (OA) as the primary maintenance tracking system and data collection repository regarding DEA’s Aviation assets. It was originally purchased as a contract requirement under OA’s aircraft maintenance contract, and has been used for over five (5) years under this and similar contract vehicles. DEA recently purchased the licensing for this software from its aircraft maintenance contractor. Pentagon 2000 is the sole proprietor for the software and as such is the only entity that can provide maintenance and upgrades. It would be unreasonable to change software at this time due to the amount of time and money that the Government has already invested in the Pentagon system, coupled with the difficulty in transferring all data from Pentagon to another system and training personnel on a new system.

Describe in detail any market research conducted. Include results and state whether any vendors expressed interest:

Market research was conducted in September-October 2011 and DEA received quotes solicited from Pentagon 2000 and L-3 Communications Vertex Aerospace (L-3). L-3 owned the application software that was utilized for aircraft maintenance tracking that was originally purchased from Pentagon, which was the sole-source provider to L-3 for as long as DEA used the software under its aircraft maintenance contract with L-3. DEA purchased the license from L-3 in March 2012 and requires annual maintenance which only Pentagon can provide.

The Contracting Officer hereby certifies that:

A. Only one source is reasonably available;

B. An order for the supplies or services will not be placed unless the price is determined to be fair and reasonable; and C. If brand name specifications are used for the basis of this determination and the acquisition exceeds $25,000, this Limited Source

Documentation will be made available together with the solicitation in the Governmentwide Point of Entry (FedBizOpps) in accordance with far 5.102(a)(6), or on GSA e-Buy in accordance with FAR 8.405-6(d).

Signature and title of customer

Office Code

Telephone Number

Date

Signature and title of contract specialist

Signature of contracting officer https://acquisition.gov/far/current/html/Subpart%2013_1.html%23wp1125503 https://acquisition.gov/far/current/html/Subpart%208_4.html%23wp1091891 https://acquisition.gov/far/current/html/Subpart%2013_1.html%23wp1125454 https://acquisition.gov/far/current/html/Subpart%208_4.html%23wp1089515 https://acquisition.gov/far/current/html/Subpart%208_4.html%23wp1091211 https://acquisition.gov/far/current/html/Subpart%208_4.html%23wp1091891 https://acquisition.gov/far/current/html/Subpart%2013_1.html%23wp1125467 https://www.fbo.gov/ https://acquisition.gov/far/current/html/Subpart%205_1.html%23wp1098039 https://www.gsaadvantage.gov/advantage/login/eBuyLogin.do;jsessionid=8603C525D6F663018D29F01DAB2494A8.A4 https://acquisition.gov/far/current/html/Subpart%208_4.html%23wp1091891