Optical_Encoder_J A.pdf

SOLE SOURCE JUSTIFICATION

1. Contracting Activity.

a. Requiring Activity: AFRL/RITE

b. Contracting Activity: AFRL/RIKO, 26 Electronic Pkwy, Rome NY 13441

c. Purchase Request #:F4HBL14034A002 (Lab ID 92745)

2. Nature and/or Description of Action.

a. Description of Requirement: Extended Temperature Range Optical

Encoders

b. Sole source company: BEI Industrial Encoder Division 1-800-350-2727

3. Description of Supplies or Service. 15 extended range optical encoders for use on the outdoor antenna positioner systems at the Newport Research

Site. These devices will be part of the systems that feed positioner location data (azimuth and elevation) to the data acquisition systems. Estimated value:

$27,092.25

4. Statutory Authority. 10 USC 2304(c) (1), as implemented by FAR 6.302-1(a)

(2)(ii)(A)

5. Justification or Authority for Action.

a. One of these encoders was purchased in 2013 for evaluation purposes.

Additional electronics had to be designed and built, along with significant software development, to integrate the encoder into one of our existing data acquisition systems. This total system was then tested throughout both rainy and cold periods at Newport and met with complete success.

b. Impact statement. If other than the specified encoders are purchased than the government must reinvest the time and cost to redevelop the hardware and software to interface to this device. Furthermore, months of additional testing will be required to substantiate the viability of any new encoder.

6. Efforts Made to Ensure Offers are Solicited from as many Sources as

Practicable. The requirement was synopsized using a Notice of Intent posted to the Federal Business Opportunities allowing any interested parties to respond and be evaluated by the government. This notice was posted from 14 March through 31 March 2014 and no responses were received.

7. The Contracting Officer determines that the anticipated cost to the

Government will be fair and reasonable. Comparable but not equivalent products were found on GSA Advantage. These encoders were priced from $1300-$1500 per unit. By comparison the pricing of BEI Industrial encoders at $1,800 per unit is considered reasonable given their specialized capabilities and the additional costs required to integrate and test an alternate unit to AFRL’s antenna positing systems.

8. Market Research/Other facts. Market research was performed for the 2013 purchase for an encoder that met AFRL requirements and no suitable alternative to BEI was identified. The BEI encoder has since been integrated and tested into AFRL’s antenna positing systems. For this requirement searches were performed on GSA, the internet, and through industry re-sellers and still no suitable alternative to the BEI encoder was identified.

9. Any other facts supporting Other than Full and Open Competition. AFRL has already spent considerable time and money developing hardware and software to evaluate this particular encoder. Additionally, this model of encoder underwent several months of operational testing.

10. List of Sources that have Expressed in Writing an Interest in the

Procurement. BEI Industrial

11. Statement of Actions to Remove/Overcome Barriers to Competition. Market

Research will continue to be conducted within this industry to see if equivalent products can be found where the benefit of competition would outweigh the efforts to incorporate new encoders to AFRL’s antenna positing systems.

12. Contracting Officer’s Certification. The contracting officer’s signature below evidences that he/she has determined this document to be both accurate and complete to the best of his/her knowledge and belief.

13. Technical / Requirements Personnel Certification. As evidenced by their signature below, the technical and/or requirements personnel have certified that any supporting data contained herein, which is their responsibility, is both accurate and complete.