A04-JA_VTC_Refresh_SEWP-Redacted-Post.pdf

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION (J&A)

Project Title: VTC Refresh

NITYU19AC376

1. Identification of the agency and the contracting activity, and specific identification of the document as a “Justification for an Exception to Fair Opportunity.”

(a) Requiring Activity:

DoDAAC: HQ0358 DFAS I & T Infrastructure & Production Attn: David Banton 8899 East 56th Street Indianapolis IN 46249

(317) 212-5649

(b) Contracting Activity:

DFAS Columbus Contract Services Directorate Building 21, Room 2B218 3990 E. Broad St.

Columbus, OH 43213-1152

2. Nature and/or description of the action being approved.

The purpose of this document is to obtain approval for an Items Peculiar to One Manufacturer (Brand Name) acquisition of VTC endpoints. In accordance with FAR 16.505(b)(2)(ii)(B), competition is limited to the brand names identified below in paragraph 3.

The procurement strategy is to issue a request for quote (RFQ) on the NASA Solution for Enterprise-Wide Procurement (SEWP), and to follow the fair opportunity procedures set up by the SEWP. According to those procedures, an RFQ with a brand name requirement must include a justification and approval and be submitted to all four SEWP Contract Groups. The order at issue includes a brand name requirement. Therefore, the RFQ will include the below justification and approval and be submitted to the appropriate SEWP Contract Groups.

3. A description of the supplies or services required to meet the agency’s needs (including the estimated value).

This requirement is for the purchase of new Cisco Video Teleconference (VTC) equipment and peripheral hardware to replace VTC units at various DFAS locations that have reached the end of their useful life. This requirement is also to purchase additional VTC equipment and peripheral hardware to facilitate the increased use of collaborative meetings and training conducted via VTC on the DFAS built Cisco infrastructure that supports VTC. The new and replacement units must be on the DISA Approved Product List (APL) for Cisco and compatible with the existing

Cisco VTC infrastructure at all DFAS locations the equipment. There are no services required for this requirement, as DFAS will install the VTC endpoints and peripheral hardware.

Specific brand name equipment are listed below.

The contract is estimated not to exceed $475,000.

VTC endpoints and hardware

Qty MFR Part # Description

20 Cisco CS-KIT-K9 including CS-KIT-SMK= Cisco WebEx Room Kit and screen mount kit 19 Cisco CS-KITPLUS-K9 Cisco WebEx Room Kit Plus 2 Cisco CS-KITPRO-P60-K9 Cisco WebEx Room Kit Pro 60 4 Cisco CTS-CAM-P60= Extra Pro 60 Cameras 1 Cisco Optoma UHZ65 4k projector or equivalent Projector

2 Cisco CS-ROOM55-K9 including CS-

ROOM55-WBK=

WebEx Room 55" including wheel base

2 Cisco CS-ROOM55D-K9 WebEx Room 55" Dual 2 Any Samsung DC55E DCE Series - 55" LED display; P/N DC55E or equivalent HD Display 55"

2 Any Tripp Lite Display TV Wall Monitor Mount Arm Swivel Tilt 26" - 55" Screen;

P/N DWM2655M or equivalent

HD Display wall mount

6 Cisco CTS-CAM60-BRKT= Pro 60 camera wall bracket 8 Cisco CTS-MIC-TABL20 Cisco Table Microphone 20

8 Cisco CAB-MIC20-EXT Cisco Table Microphone 20 extension cable

4. Identification of the exception to fair opportunity (see FAR 16.505(b)(2)):

FAR 16.505 (a)(4). The order must Cisco brand name. This justification and approval is required because this is a brand name requirement. Per FAR 16.505(a)(4): A brand-name item, even if available on more than one contract, is an item peculiar to one manufacturer. 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.

(a) Demonstration that is a brand-name procurement (i.e., proposed contractor's unique qualifications, etc.):

In July of 2009, DFAS awarded a contract to design, develop and install a complete Video

Teleconference Solution (VTC). At the time, the Tandberg VTC solution was the solution chosen to meet the DFAS requirements. In January 2011, Tandberg was acquired by Cisco

Corporation, and, as a result, DFAS infrastructure is designed around the Cisco solution. These

VTC endpoints must be compatible with our existing Cisco infrastructure. The units are stand-alone units that include all components and have the Cisco CODEC (Coder/decoder) that is required to connect to the DFAS infrastructure. A CODEC is a device or program that compresses data to enable faster transmission and decompresses received data. Cisco endpoints and integrated CODECs meet JITC certification and keep our security /maintenance consistent and functioning between the existing components and the refreshed technology.

The existing VTC hardware is over five years old and reaching end of support life from the vendor. This VTC hardware must be replaced in order to avoid category 1 security findings for having unsupported equipment on the DFAS network. These new/replacement units must be on the DISA Approved Product List (APL) for Cisco. This procurement is for hardware necessary to replace existing end of service VTC hardware and to expand VTC service to a small number of additional rooms. Although the VTC hardware is manufactured by one specific company, the VTC hardware is available from multiple vendors on the NASA SEWP schedule. DFAS has invested $2.4 million (Contract NNG07DA47B, HQ0423-10-F-0124, HQ0423-15-F-0042, and HQ0423-18-F-0117) to establish and maintain the infrastructure. Due to the cost of replacing and maintaining the infrastructure (estimated at over $2.1 million), it would be cost-prohibitive for DFAS to replace the entire VTC infrastructure at this time.

5. A determination by the contracting officer that the anticipated cost to the Government will be fair and reasonable.

The Contracting Officer anticipates the costs for this effort will be fair and reasonable based on, the IGCE, the market research results, and the expert knowledge of the requiring activity. This is a commercial product, which is available from multiple resellers. Market research conducted on NASA SEWP RFI #111024 produced eleven (11) total prices for this effort ranging from $443,143.48 to $496,216.00. This indicates adequate competition among the available vendors of the products sought. The Independent Government Cost Estimate (IGCE) is $475,000.00 which is based on the average budgetary cost estimated from the NASA SEWP RFI.

The following table below shows sources who provided pricing and availability information for this requirement:

Vendor Quote provided

Additional items

Grand Total

ACC $436,543.48 $6,600.00 $443,143.48

Thundercat $440,577.00 $6,600.00 $447,177.00 DSItech $441,792.55 $6,600.00 $448,392.55

NTSCA $442,837.28 $6,600.00 $449,437.28

Met Green $456,460.00 $6,600.00 $463,060.00 Ironbow $458,446.58 $6,600.00 $465,046.58

PCMG $458,475.20 $6,600.00 $465,075.20

Idtech $472,740.62 $6,600.00 $479,340.62 Sterling $479,227.87 $6,600.00 $485,827.87

GCI $483,007.11 $6,600.00 $489,607.11

Better Direct $489,616.00 $6,600.00 $496,216.00

6. Any other facts supporting the justification.

Nothing to add to this section that has not been discussed above.

7. A statement of the actions, if any, the agency may take to remove or overcome any barriers that led to the exception to fair opportunity before any subsequent acquisition for the supplies or services is made.

Market research was conducted for the purpose of seeking as many potential sources as possible.

Although there are specific manufacturers for the existing equipment, there are multiple vendors that provided the hardware available on the NASA SEWP Contracts. An RFQ will be posted on NASA SEWP. Competition will be sought among all authorized resellers for the best possible pricing.

8. Contracting Officer’s Certification that the justification is accurate and complete to the best of the contracting officer’s knowledge and belief.

I hereby determine that the anticipated cost for this contract action will be fair and reasonable. I certify that this J&A is accurate and complete to the best of my knowledge and belief.

Printed Name: Stephanie Smith

Title: Contracting Officer Organization Code: ZECAB

Signature:/ / Phone: 614-701-2787 Date: ##/##/####

9. Evidence that any supporting data that is the responsibility of technical or requirements personnel (e.g., verifying the Government’s minimum needs or requirements or other rationale for an exception to fair opportunity) and which form a basis for the justification have been certified as complete and accurate by the technical or requirements personnel.

Printed Name: David Banton

Title: System Manager, Teleservices Organization Code: ZTDB

Signature: / /Phone: 317-212-5649 Date: ##/##/####

Review for Legal Sufficiency:

Printed Name: / /

Title: Attorney Organization Code: OGC

Signature: / / / / Phone: 317-212-#### Date: ##/##/####

10. A written determination by the approving official that one of the circumstances in (b)(2)(i)(A) through (E) of this section applies to the order.

Competition Advocate:

Printed Name: N/A

Signature: Phone: Date: