JA- Limited Source-Vault AV.pdf

Limited Sources Justification and Approval (J&A)

FOR OFFICIAL USE ONLY

March 2018 FOR OFFICIAL USE ONLY Page 1 of 3

Contracting Activity: 366th Financial Acquisition Squadron

Purchase Request / Local ID Number:

Program / Project (and PE, if applicable): 389th Flying Squadron Vault Audio Visual/Crestron

Program Type (PEO or Other Contracting): N/A

Authority: Multiple Award Schedule Program (FAR 8.405-6)

Estimated Contract Cost (including options): $0.00

Is this a Bridge Action as defined in the AF Bridge Action Reduction Plan? Yes No

Description of Limitation:

This document will also be used as a brand name justification for limited sources to purchase audio visual equipment to install in building 278. Market research indicates several suppliers that can provide this item; however, due to time restraints, Crestron is on the approved product list through DISA.

COORDINATION (AFFARS 5306.304(a) )

** To remove a row, click the "X" next to the signature block.

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Date Project Lead / Program Mgr / Requiring Activity 2d Lt. Steven R. Marcaurele

389 FS/CCQ / 208-828-2606

Signature X

Date

23 Dec 2019

Contracting Officer Monica H. Bardsley

366 FAS/PKA, 208-828-3109

Signature X

APPROVAL (AFFARS 5306.304(a) ) ** To remove a row, click the "X" next to the signature block.

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Date

23 Dec 2019

Contracting Officer Monica H. Bardsley

366 FAS/PKA, 208-828-3109

Signature X

March 2018 FOR OFFICIAL USE ONLY Page 2 of 3

Remove guidance pages.

I. Contracting Activity.

366th Financial Acquisition Squadron Contracting Officer: Monica H. Bardsely Phone: 208-828-3109 Limited Source Justification: FAR 6.302-1(b) -- Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. This authority is appropriate in situations such as the following:

(1) When there is a reasonable basis to conclude that the agency's minimum needs can only be satisfied by--

(i) Unique supplies or services available from only one source or only one supplier with unique capabilities; or

(ii) For DoD, NASA, and the Coast Guard, unique supplies or services available from only one or a limited number of sources or from only one or a limited number of suppliers with unique capabilities.

II. Nature and/or description of the action being processed.

In conjunction with a Security Impact Analysis (SIA) performed, the Program Security Officer (PSO) approved the use of Crestron to connect to 366 FW Advanced Programs information systems in the 391st Flying Squadron (FS) SAPf at Mountain Home AFB. This system also connects to several External Information System boundaries to include NIPRNet, SIPRNet, P5 Combat Training System. These systems have several different approving officials and must have coordination and approval for the authorization of use. If Crestron equipment is utilized the expected authorization approval from HQ ACC PSO could be as little as short as 5 - 10 business days otherwise the authorization approval process could take 6 months or more.

III. Description of supplies/services required to meet agency needs.

Crestron Audio Visual control system capable of supporting up to 12 high-definition (HD) video, audio, inputs, and display any combination of those inputs through two (2) projectors and on two (2) TV's, and two (2) 32" monitors at a monitoring station as well as separate sound system, as needed to ensure coverage in area. The system must be capable of displaying any input on any projector/TV/monitor (not repeated/mirrored displays) separately or simultaneously. Central log in will require two (2) monitors, a mouse, and a keyboard that are routed to each system through a National Information Assurance Partnership (NIAP) approved HDMI KVM Unit or other NIAP approved device.

Estimated value: $130,000.00 Delivery: 60 Days ARO

IV. Identification of the justification/rationale for limiting sources and demonstration of the contractor's unique qualifications to provide the required supply/service.

FAR 8.405-6 requires an ordering activity to justify its actions when restricting consideration of schedule contractors to fewer than required in FAR 8.405-2.

FAR 8.405-6(b)(1), "An item peculiar to one manufacturer. A brand name specifications shall not be used unless the particular brand name, product, or feature is essential to the Government’s requirements, and market research indicates other companies’ similar products, or products lacking the particular feature, do not meet, or cannot be modified to meet, the agency’s needs". The features of the Crestron Audio Visual control system are essential to the Government's requirements. The use of this system must be authorized and accredited by a Special Access PSO from AF OSI/PJ IAW the Joint Special Access Program (SAP) Implementation Guide dated 11 Apr 2016. Crestron equipment has Joint Interoperability Test Command certification which ensures risk based Test, Evaluation & Certification services, tools, and environments to ensure Joint Warfighting IT capabilities are interoperable and support mission needs. These controls dictate specific equipment requirements which must be met in order to be utilized in SAP for classified information systems. This system will be used as a Keyboard Video Mouse Component (KVM) and as such, IAW control PE-5, should be listed as a NIAP PP device. If the device is not on the NIAP PP, the PSO will not authorize it, Crestron has met this requirement. Control SA-4, specifically SA-4(2), identifies that products being authorized must provide all necessary functional properties of the

March 2018 FOR OFFICIAL USE ONLY Page 3 of 3 security controls for evaluation and testing to ensure security.

V. Determination by the ordering activity Contracting Officer that the order represents the best value consistent with FAR 8.404(d).

IAW FAR 8.405-1 (c), ordering activities shall place orders with the scheduled contractor that can provide the supply or service that represents the best value. During FY19 this RFQ was previously posted to both AFWAY/NETCENTs and GSA E- Buy which resulted in no quotes being received. Several AFWAY vendors were contacted and stated they were unable to propose due to the amount of other government requirements they were already preparing proposals/quotes for. This requirement is being simultaneously posted on GSA E-Buy, NASA SEWP, and on FBO (beta SAM) in order to obtain competition. In addition to price, when determining best value, the reviewing Contracting Officer will be taking into account warranty, past performance, and delivery terms. The order contains brand name specification as approved by Joint Interoperability Test Command.

VI. Description of the market research conducted and the results, or explain why market research was not conducted.

The following represents other vendors who sell Crestron control systems. Multiple vendors were contacted about this requirement found in EDA and FPDS. Past contracts show quotes range from approximately $120,000 to under the Simplified Acquisition Threshold (SAT) with many of the offerors coming from small businesses.

VII. Other facts supporting the justification.

None

VIII. Actions the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services.

366 FAS will continue to query the market place for vendors who can supply future orders that are registered to do business with the government

IX. Certification by the Contracting Officer.

As evidenced by my signature above, I have determined this document to be both accurate and complete to the best of my knowledge and belief.

X. Certification by the technical/requirements personnel.

As evidenced by our signature(s) above, we certify that any supporting data contained herein, which is our responsibility, is both accurate and complete.

March 2018 Page of Authority: Multiple Award Schedule Program (FAR 8.405-6) Is this a Bridge Action as defined in the AF Bridge Action Reduction Plan?

COORDINATION (AFFARS 5306.304(a)) ** To remove a row, click the "X" next to the signature block.

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APPROVAL (AFFARS 5306.304(a)) ** To remove a row, click the "X" next to the signature block.

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( See guidance at the end of this document for completing the following sections. ) I. Contracting Activity.

II. Nature and/or description of the action being processed.

III. Description of supplies/services required to meet agency needs.

IV. Identification of the justification/rationale for limiting sources and demonstration of the contractor's unique qualifications to provide the required supply/service.

V. Determination by the ordering activity Contracting Officer that the order represents the best value consistent with FAR 8.404(d).

VI. Description of the market research conducted and the results, or explain why market research was not conducted.

VII. Other facts supporting the justification.

VIII. Actions the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services.

IX. Certification by the Contracting Officer.

X. Certification by the technical/requirements personnel.

GUIDANCE

I. Contracting Activity.

Fully identify the contracting activity responsible for the proposed contracting action. Include the name/phone number of the Contracting Officer. Specifically identify as a “Limited Sources” Justification. Identify purchase request number, if applicable.

II. Nature and/or description of the action being processed.

State whether the action is a new order or by modification to an existing order. Identify the GSA schedule number, the Blanket Purchase Agreement (BPA) number, the order number for the current action, and the Contactor(s). Indicate the Period of Performance (PoP). Also identify the type of the order/line items on the order (e.g. Firm Fixed Price, Labor Hour, etc).

III. Description of the supplies/services required to meet agency needs.

Specifically describe the supplies and/or services to be acquired including the price and quantity of each item in the order and state the total estimated value of the order. For services, state whether the services are performance-based and, if not, provide rationale for not being performance based. Also state the delivery/performance schedule/period for the items under the order.

IV. Identification of the justification/rationale for limiting sources and demonstration of the contractor's unique qualifications to provide the required supply/service.

This section is normally the most detailed part of the justification. To assist you in preparing this justification, an introductory sentence and the four circumstances of FAR 8.405-6 that justify restricting the number of schedule holders are provided below. Select the appropriate cite, then provide, in narrative form, a detailed explanation supporting the specific circumstance cited for limiting the number of schedule holders.

(Introductory sentence) FAR 8.405-6 requires an ordering activity to justify its actions when restricting consideration of schedule contractors to fewer than required in FAR 8.405-1 or 8.405-2.

After selecting the appropriate cite, next select one of the four sentences below and provide a detailed explanation supporting the specific circumstance cited.

FAR 8.405-6(a)(1)(i)(B), “Only one source is capable of responding due to the unique or specialized nature of the work”. (Provide a detailed justification with supporting documentation, as evidence of the “unique or highly specialized” nature of the procurement. The user/customer typically provides this supporting information. Recommend attaching supporting documentation to the back of the document. General statements are not acceptable.)

FAR 8.405-6(a)(1)(i)(C), “The new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures.” The original order was not issued under sole source or limited source procedures. (Provide details on the previously competed order and explain how this order is a logical follow-on to that order. Explain fully the connection between the previous work/order and the current one. The user/customer typically provides this supporting information. General statements are not acceptable.)

FAR 8.405-6(a)(1)(i)(A), “An urgent and compelling need exists, and following the ordering procedures would result in unacceptable delays.” (Provide a detailed justification with supporting documentation that explains the exact urgency of the requirement and the schedule impact if time were to be taken to follow FSS ordering procedures. The user/customer typically provides this supporting information. Recommend attaching supporting documentation to the back of the document. General statements of urgency are not acceptable.)

FAR 8.405-6(b)(1), “The item is peculiar to one manufacturer. A brand name item, whether available on one or more schedule contracts, is an item peculiar to one manufacturer.” (Brand name specifications should not be used unless the particular brand name, product or feature is essential to the Government's requirements. Therefore, explain why the particular brand item is essential to the Government's requirements, and why other companies' similar items, or products lacking the particular feature, do not meet, or cannot meet, or cannot be modified to meet, the agency's need. The user/customer typically provides this supporting information. General statements are not acceptable.)

V. Determination by the ordering activity Contracting Officer that the order represents the best value consistent with FAR 8.404(d).

This section needs to be tailored based upon whether the order is for supplies/services not requiring a statement of work (FAR 8.405-1) or if the order is for services requiring a statement of work (FAR 8.405-2).

For FAR 8.405-1 orders the best value determination needs to be based upon the supply or service offered under MAS contracts by surveying at least three schedule contractors through the GSA Advantage! on-line shopping service, or by reviewing the catalogs or price lists of at least three schedule contractors. The ordering Contracting Officer's review of the Contractor's price list(s) and any price reductions sought is also required. (Contracting Officer should seek additional price discounts/concessions based on the specific order requirements on all orders over the micro-purchase threshold.) In addition to price, when determining best value, the ordering activity may consider, among other factors, past performance, special features of the supply or service required for effective program performance, trade-in considerations, probable life of the item selected as compared with that of a comparable item, warranty considerations, maintenance availability, environmental and energy efficiency considerations, and delivery terms.

When an order contains brand name specifications, the Contracting Officer shall post the Request for Quote (RFQ) along with the basis of the justification as required by FAR 8.405-6(b)(3).

For FAR 8.405-2 orders for services requiring a statement of work, FAR 8.405-2(d) requires that an evaluation be performed based on the criteria provided to the schedule contractors. Therefore, the justification must address how the FAR 8.404(d) requirement for an evaluation of the proposed level of effort and mix of labor will be conducted and include a statement that the Contracting Officer will perform a price reasonableness determination as part of the best value determination.

VI. Description of the market research conducted and the results, or explain why market research was not conducted.

Discuss market research that was conducted among schedule holders and the market research results that led to the conclusion to go sole source or to limit the number of schedule holders to be solicited. The narrative in this section should provide a high level of confidence that the requirements of 8.405-1 and 8.405-2 could not be met. If no market research was conducted, state so and provide the rationale.

VII. Other facts supporting the justification.

When FAR 8.405-6(a)(1)(i)(C) is cited for an follow-on acquisition as the basis for the justification, include an estimate of the cost that would be duplicated and the basis and derivation of the estimate, or provide details on why a delay to solicit additional schedule holders would be unacceptable.

Provide any other facts supporting the Limited Sources Justification.

VIII. Actions the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services.

Describe all efforts to be taken to remove or overcome any barriers that preclude the agency from meeting the requirements of FAR 8.405-1and FAR 8.405-2 before any subsequent acquisition for the supplies or services is made. If no actions are planned, so state and provide reasons.

IX. Certification by the Contracting Officer.

The contracting officer's signature on the signature page evidences that he/she has determined this document to be both accurate and complete to the best of his/her knowledge and belief.

X. Certification by the technical/requirements personnel

As evidenced by their signatures on the signature page, the technical/requirements personnel have certified that any supporting data contained herein which is their responsibility is both accurate and complete.

9.0.0.2.20120627.2.874785

389 FS/CCQ / 208-828-2606

Name: Monica H. Bardsley

366 FAS/PKA, 208-828-3109

Name: [ Name ] [ Office Symbol / Phone Number ] Name: [ Name ] [ Office Symbol / Phone Number ] Name: [ Name ] [ Office Symbol / Phone Number ] Name: [ Name ] [ Office Symbol / Phone Number ] Name: [ Name ] [ Office Symbol / Phone Number ] Name: [ Name ] [ Office Symbol / Phone Number ] Name: [ Name ] [ Office Symbol / Phone Number ] Name: [ Name ] [ Office Symbol / Phone Number ] Name: [ Name ] [ Office Symbol / Phone Number ] Name: Monica H. Bardsley

366 FAS/PKA, 208-828-3109

Name: [ Name ] [ Office Symbol / Phone Number ] Name: [ Name ] [ Office Symbol / Phone Number ] Name: [ Name ] [ Office Symbol / Phone Number ]