DEC AV Maintenence Sole Source Justification 2022.pdf

JUSTIFICATION AND AUTHORITY FOR OTHER THAN FULL AND OPEN COMPETITION

PREPARED BY: John Robinson Jr. – Region 1 Telecom Specialist

Nature and/or Description of the Action being approved:

In FY 2020, FEMA Region 1 contracted for an audio-visual system in its Disaster Emergency Communications (DEC) Center. This contract was awarded to AVI-SPL, LLC. Under that contract, AVI-SPL, LLC installed an audio/visual system that included a sophisticated and custom-controlled system (Crestron) and an automation package (FEMA FUSION) at the DEC location. All work was conducted in a manner consistent with standards required by the FEMA Video Operations Center (VOC). AVI-SPL, LLC additionally maintains service contracts for FEMA’s National Response and Coordination Center (NRCC) in Washington, DC, Region I’s Boston office, as well as the Regional Response Coordination Center, co-located at the FRC. These locations include a service contract contracted to AVI-SPL, LLC.

This new request will provide continued service and maintenance for the DEC audio-visual system that will maintain an up-to-date baseline of technology supporting the FRC and the RRCC in accordance with the standards that were originally installed under the initial installation contract awarded to AVI-SPL, LLC. As the DEC system is a "custom" configuration that was implemented during install and programming, this service contract will likewise be implemented in a consistent manner to ensure all user interface programming functionally matches. The ability and knowledge to properly execute this service contract can only be provided by AVI-SPL, LLC. No other vendor has the custom programming to service the DEC system or maintain the audio-video gateway to the separate, but connected, RRCC system co-located in the FRC.

1. Description of Supplies/Services:

Provide a service and maintenance contract for the DEC audio-visual system. Services include labor and equipment (hardware, software, firmware, and reprogramming) required to maintain a fully functional AV system.

2. Identification of Statutory Authority permitting Other Than Full and Open Competition:

FAR 6.302-1 (Only One Responsible Source and No Other Supplies or Services will Satisfy Agency Requirements) It is imperative that the custom programming used in the design and construction is available to the contract awardee. The customized programming provided by AVI-SPL, LLC can’t be duplicated by any other vendor in the industry. AVI-SPL, LLC is the only qualified vendor to perform this service.

3. Demonstration that the Proposed Contractor’s Unique Qualifications or the Nature of the

Acquisition Requires Use of the Authority Cited:

In order to alleviate operational issues, all system configurations used at the DEC location must match that which was installed by AVI-SPL, LLC to ensure the equipment will integrate and function 100% properly. AVI-SPL, LLC was responsible for the initial design and development of the DEC system.

Additionally, custom programming is included to ensure the system interface meets the configuration base line specifications, as well as FEMA Office of Chief Information Officer (OCIO) and DHS/FEMA Technical Reference Model (TRM) requirements. Due to the significant nuances involved in custom programming of these extremely technical units, it is necessary to contract with AVI-SPL, LLC to leverage their knowledge of how the DEC system was programmed and configured, as well as custom equipment configuration files required for reprogramming repaired or replaced modules.

4. Description of Efforts Made to ensure that Offers are solicited from as Many Potential Sources as is Practicable:

Although there are vendors that provide similar hardware and service, it was determined that AVI-SPL, LLC needed to be used to interface with the custom programming that was setup in the system.

5. Determination by the Contracting Officer that the Anticipated Cost to the Government will be

Fair and Reasonable:

The Contracting Officer determines that the anticipated price(s) will be fair and reasonable based on previous awarded contracts, other competed contracts, commercial pricing, and GSA competed prices.

6. Description of Market Research Conducted:

FEMA conducted extensive market research of vendors who might be able to provide a quote for the service contract and associated programming. For this requirement, multiple google searches, SAM searches & SBA searches were conducted for vendors located within the area.

7. Any Other Facts Supporting the Use of Other Than Full and Open Competition:

N/A

8. A Listing of the Sources, if any, That Express, in Writing, an Interest in the Acquisition:

N/A

9. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome Any Barriers to Competition Before Any Subsequent Acquisition for Supplies or Services is Required:

This maintenance and warranty contract must be executed in a timely manner when it is critical for the performance of the system. Additionally, the system is currently not covered under a service contract. Any hardware or software issues encountered before execution of contract would be at significant undiscounted cost to the federal government.

10. Contracting Officer’s Certification:

I certify that the data supporting the recommended use of other than full and open competition is accurate and complete to the best of my knowledge and belief.

APPROVALS:

Ryan Colgan Contracting Office