Single_Source_Justification_(JA-17-002)_Redacted.pdf

Single Source Justification (FAR Part 13 Acquisition Below Simplified Acquisition Threshold)

Section A: General Contract Information

Contracting Activity: 6 CONS/LGCA Purchase Request/ Identification Number:

JA-17-002

Project/Program Name: Fusion Dictation System PMA w/ hardware upgrade (Base + 1 option years)

Estimated Contract Cost (including Options):

$13,000.00

Section B: Description of the Supplies/Services Required

Preventative Maintenance Agreement (PMA) for an existing Transcription Dictation System. The estimated annual cost for this PMA is $6,500.00. The contract will be awarded with a base and four (1) option years. Contract will be structured as follows:

CLIN 0001, Annual PMA Support (Opt Yr 1) CLIN 0002, Annual PMA Support (Opt Yr 2)

Section C: Justification for Soliciting from a Single Source

The dictation system (which includes: Dictation Station, Fusion Voice Server Platform, Port Telephone Interface Unit, PCI Port Board, etc.) currently utilized by the 6th Medical Support Group (MDG) was competitively purchased from Digital Voice Systems of Florida, Inc on 24 July 2009 resulting in contract number FA4814-09-P-0075 . The equipment, when originally sourced, included a 2-year maintenance agreement which upon expiration required a contracted PMA in order to maintain a timely maintenance regiment. 2 years later (upon expiration of the initial maintenance agreement) a Combined Synopsis/ Solicitation for a PMA to support this need was posted on FBO. Only one quote was received in response to that solicitation and a resulting contract (FA4814-12-P-0048) was awarded to the only offeror, Digital Voice Systems. Currently, Digital Voice Systems is the only authorized sales and support service center for the Fusion Dictation Software Solution in the South East region. No other vendors are authorized or permitted to provide maintenance and support for the software and hardware in place.

Contact with industry has identified that the existing system has two more years before it reaches its end of life cycle. As such, we are seeking a 2-year preventative maintenance agreement to take us to the end of the life cycle. Market research shows that a new dictation system with a 2-year maintenance agreement would cost upward of $42,000.00. This would equate to an additional cost of nearly $30,000.00 that is not expected to be recovered through competition. Furthermore, the Medical Support Group has identified that they will not likely have a need for a dictation system a couple years from now.

Section D: Efforts to Obtain Competition

The previous dictation system PMA award (FA4814-12-P-0048) was competed on FBO but yielded only one offeror; Digital Voice Systems of Florida, Inc. On 21 October 2016, a Sources Sought was posted on FBO seeking out any other potential offerors. No parties apart from Digital Voice Systems of Florida, Inc. were identified that could support this effort.

Section E: Steps to Preclude Future Single Source Awards

It is the policy of the 6th Contracting Squadron to seek full and open competition whenever practicable. If the system is still needed beyond the life of this contract, a new proposal will be submitted to replace the existing system, as the in place hardware will be at end of life-cycle maintenance. In the meantime, we will continue to monitor and review alternative sources available in the commercial marketplace to avoid this situation in the future.

Single Source Justification (FAR Part 13 Acquisition Below Simplified Acquisition Threshold)

Section F: Contracting Officer's Determination

I have determined, in accordance with 10 USC 2304(f) as implemented in FAR 13.106-1(b)(1), that the circumstances of this contract action deem only a single source is reasonably available.

Date

02-Nov-2016

Typed Name and Rank/Grade of Contracting Officer

Ramon A. Jimenez/GS-12

Signature of Contracting Officer

Section G: Installation Competition Advocate Coordination

Date

17-Nov-2016

Typed Name and Rank/Grade of Competition Advocate

Marc A. Duval, GS-14

Signature of Competition Advocate

JIMENEZ.RAMON.ANTONIO.JR.

1030506380

Digitally signed by JIMENEZ.RAMON.ANTONIO.JR.1030506380 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=JIMENEZ.RAMON.ANTONIO.JR.1030506380 Date: 2016.11.02 06:35:35 -04'00'

DUVAL.MARC.A.1005236637

Digitally signed by DUVAL.MARC.A.1005236637 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=DUVAL.MARC.A.1005236637 Date: 2016.11.17 12:43:09 -05'00'