JOFOC_Template_Crownpoint_VoIP_Presidio_DS_7.24.2019.pdf

Acquisition Title:

Service Unit/Clinic: Department:

Acquisition Year:

Author/Title:

2. Description of Action:

Name of Proposed Contractor(s):

Street Address:

City, State, Zip:

3. Description of Supplies or Services:

Basis for Approval (FAR 6.303-1(d)): Individual Basis Class Basis

The estimated value of the proposed action, including all options, is:

As applicable, briefly describe the services or supplies required to meet the agency's needs, including make & model number where appropriate. Include quantities of supplies or period of performance for services. Provide information for any options included. If the action is a modification to an existing contract, distinguish clearly between the work covered by the basic order and the work to be obtained by the proposed modification.

4. Authority and Rationale: Identify the statutory authority, FAR title and FAR citation permitting other than full and open competition. It may be one of the following most commonly used citations by the operating divisions of the Department of Health and Human Services (HHS), but other exceptions may apply per FAR Subpart 6.3.

Actions other than simplified acquisition procedures (select only one and provide an explanation):

Pricing: Firm-Fixed Price Other

FOR OTHER THAN FULL AND OPEN COMPETITION

Template for Justification and Approval for Other Than Full and Open Competition

Completion Instructions: The Department of Health and Human Services (HHS) has established a standard template for the preparation of a J&A for Other Than Full and Open Competition. If this is an 8(a) set-aside, please note this form is not required unless the acquisition is valued (including all options) at greater than $22 million. This template may be used for simplified acquisition procedures ( FAR Subpart 13.5 ) but not for Federal

Supply Schedule orders ( FAR 8.4 ) or task or delivery orders subject to fair opportunity ( FAR 16.505 ).

Tailor all aspects of this template to the individual acquisition. Consult FAR Subpart 6.3 for guidance.

JUSTIFICATION AND APPROVAL

Nature: New Requirement Follow-on Requirement

Provide a citation to the applicable section of FAR 6.3 and a full explanation to justify use of the exception.

FAR 6.302-5: Authorized or Required by Statute, 41 U.S.C. 3304(a)(5)

Provide a citation to the statutory authorization and a brief description of its content, or identify the specified source or other agency.

Other (See FAR Subpart 6.3 for additional authority):

If unusual and compelling urgency is the basis for the justification, explain the chronological events leading up to the requirement and explain why time constraints cannot permit even a limited competition. Establish that the action will cover only the minimum quantity or period of performance necessary; in most cases options are unacceptable when citing urgency. Describe impact of required delivery/performance date. Describe the detrimental effects/serious injury to the mission of the requiring activity or to the government, financial or otherwise, that will result if this justification is not approved and the product or service cannot be provided by the intended sole source contractor. Failure to plan for expiring funds is not a valid reason for citing this exception.

May not exceed one year, including all options, unless the head of the agency determines that exceptional circumstances apply.

FAR 6.302-1: Only one responsible source and no other supplies or services will satisfy agency requirements, 41 U.S.C. 3304(a)(1)

Explain why the intended contractor is the only responsible source who can provide the required supplies or services. Discuss the unique capabilities, expertise, etc. that support the lack of competition/why no other type of supplies or services will satisfy agency requirements. Explain factors/unique qualifications such as proprietary data or exclusive licensing rights, if applicable. If brand name, explain why an adequate purchase description or other information suitable to solicit by full and open competition has not been developed or are not available. If in connection with a follow-on contract for continued development or production of highly specialized equipment, detail the substantial duplication of cost or unacceptable delays.

FAR 6.302-2: Unusual and compelling urgency, 41 U.S.C. 3304(a)(2)

5. Bridge Contracts:

6. Actions to Increase Competition:

7. Market Research: FAR 10

For contract extensions or bridge contracts when a competitive follow-on is in the process of being developed, summarize history of current contract and explain the reasons for any delays in the acquisition. Include discussion of the milestones for the follow-on action; the milestones should be as efficient as possible. Discuss why it would be neither cost effective nor realistic to expect another contractor to perform during the brief interim period; include issues such as start-up costs, phase-in, transfer of GFP, recruitment and staffing, etc. If the action is because of a protest, provide a brief discussion of the protest including the date the protest was filed and the basis of the protest. Explain that the action will provide the minimum quantity or performance period.

Describe efforts made to compete the action, including whether a notice was or will be publicized as required by

FAR Subpart 5.2 or which exception under FAR 5.202 applies. If a notice was publicized, discuss the number of written responses to the synopsis and the results of the assessment of the written responses. List sources, if any, that expressed, in writing, an interest in the acquisition. Provide rationale if interested sources were rejected. If applicable, state that no other sources have expressed interest, but all offers received shall be considered. Describe what actions will be taken to increase competition before subsequent acquisition of the supplies or services is required. You may state that an action is a one-time requirement, but if a similar requirement arises, every effort will be made to compete it to the maximum extent possible. If action is sole source because of proprietary data or licensing rights and there will be a continuing need for the requirement, there must be evidence that advanced planning has been initiated to overcome the barriers to competition, or there should be documentation to support an analysis that replacement costs/licensing purchase costs outweigh the benefits of competition. If the action is a contract extension or bridge, explain actions to compete the follow-on. If action is an urgent new requirement and a competitive follow-on is anticipated, explain that efforts are underway to facilitate a full and open competition.

Describe the extent of the market research conducted to identify all qualified sources and the results thereof.

“Market Research” is defined as those attempts you made to ascertain whether other qualified sources exist, and can include contact with knowledgeable experts regarding similar or duplicate requirements, contact with industry, results of a sources sought synopsis, or draft solicitations. Research of the marketplace may consist of written, electronic (i.e. email) telephonic, or world wide web inquiries. Lack of advanced planning is not an acceptable reason for the lack of market research, but true urgency may necessitate abbreviated market research that is limited to readily available historical and commercial information. If action is a contract extension or bridge contract, describe the market research efforts underway or completed for the follow-on. See

FAR 10.002(b)(2).

8. Additional Information to support the justification:

Signature:

Signature: Date:

Date:

10. Fair and Reasonable Price/Cost Determination: As Contracting Officer, by my signature below, I hereby determine that the anticipated price/cost to the Government for this contract action will be fair and reasonable.

Provide the basis for this determination, e.g., describe techniques to be used to determine fair and reasonable price ( FAR Subpart 15.402 ), such as price analysis, cost analysis, cost realism. Per FAR Subpart 15.403-

4(a)(1) , the threshold for obtaining cost or pricing data is $750,000.

11. Contracting Officer's Approval (Required for proposed contract above $3,500 not to exceed $700,000 (value calculated including all options)): I hereby certify that this justification is accurate and complete to the best of my knowledge.

Name: Phone:

If applicable, explain why technical packages or specifications to facilitate competition were not developed or available; describe actions taken to remedy the situation.

9. Technical / Requirements Certification: By my signature below , I certify that the supporting data included in this J&A is accurate and complete.

Department Supervisor (or one level above Department Supervisor)

Name:

Position Title:

Email address:

Signature: Date:

Name: Phone:

12. Advocate for Competition (Required for proposed contract over $700,000 but not exceeding $13.5 million value calculated including all options)):

I have reviewed this justification and find that it adequately supports other than full and open competition.

13. IHS Head of Contracting Activity (Required for proposed contract over $13.5 million but not exceeding $68 million value calculated including all options)):

Name: Phone:

Signature: Date:

The prime scope of need are the purchase of hardware with the same vendor source required to implement, configure, design, install and finalize the deployment of the Voice-over-IP services for Crownpoint Service Unit. Undefined equipment for full implementation was determined in December 2018. A previous purchase in 2015 was not comprehensive to include what is required today. Therefore, this new purchase plan will accommodate and complete a full transition of its voice services from the Mitel PBX to the new Cisco environment; thereby retiring the legacy and failing Mitel phone system. The project fulfills the migration from older Cisco systems to a converged Cisco design to host both voice and data services on a single platform. The intended Period of Performance is less or equal to 30 days after award. Implementation will correspond to the statement of work.

The purchase order for services with the same vendor was completed in 2018. Because the equipment was not previously identified, the scoped services however included installation, configuration and deployment of the undefined equipment that is not available today, which proceeding with the services will jeopardize implementation and performance of those services.

This will also complicate warranty services of the hardware equipment if installed by another source. The goal of the project is to keep the services and equipment with one source for purchase and smooth implementation. It will alleviate any difficulty with Crownpoint IT management and support, project schedules and plans, warranty matters, repair and troubleshooting and replacement.

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