20086229_-_Brand_Name_J A_Nwk.doc

SIMPLIFIED ACQUISITION

JUSTIFICATION AND APPROVAL

Determinations under the Simplified Acquisition Threshold

This template provides guidance for completing documentation required for justifying and approving acquisitions of supplies and/or services through other than full and open competition. A J&A is not required under simplified acquisition procedures but rather a Contracting Officer D&F is required.

DETERMINATION AND FINDINGS (D&F)

As a minimum, each D&F shall include the following information:

1. Identification of the agency and the contracting activity.

CBP-OFO - Port of New York/Newark requires an equipment and software upgrade to their existing digital mail and inventory tracking system. The current software and equipment is obsolete and is no longer being supported by any vendor.

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

Procurement of a 48 month lease for an upgraded mail tracking system and the addition of an inventory tracking and control system for property.

3. A description of the supplies or services required to meet the agency's needs (including the estimated total value for the base year and option years).

Requirement is for 5 workstations and user licenses, 2 thermal label printers, 2 cordless scanners, three single slot cordless charging stations, one 4-slot charging station, 9 MC55A digital devices without cameras and maintenance, 9 hard cases, two desktop signature pads, software upgrades and onsite support for the duration of the lease.

4. Identification of the rationale and, if applicable, a demonstration of the proposed contractor's unique qualifications to provide the required supply or service.

The Port of New York/Newark utilizes SCLogic™ software with its current system, although the licenses have expired. Neopost is the only local SCLogic™ reseller within the local commuting area (60 miles) that can provide same day, on-site support when required. SCLogic™ is an established market-leading software company, utilizing SCL Intra Pro licenses, with mobile mail and package tracking software which features proof of delivery, package logging and email/text package notification. Neopost also has three divisions within the immediate local area to support the New York Field Office (NYFO), including the Port of Newark and the Port of JFK, which ensures their ability to dispatch service support upon demand with a timely response. Neopost will provide immediate replacement of malfunctioning equipment from local inventory, replace expired licenses at a discount, as well as provide additional licenses to meet Port needs.

Neopost’s Northeast District is comprised of:

- New York City Office

- New Jersey Office

- Long Island Office

- Connecticut Office

- Boston Office Each office is suited to mutually reinforce and support each other office when it comes to service calls to avoid untimely delays in service.

Neopost is the only local company that, simultaneously –

· is an authorized SCLogic™ license provider, which is the software the Port already utilizes and wishes to continue use;

· has a compatible hardware solution that can be employed in a stand-alone configuration to separate from the secure CBP server, where warranted, i.e., the software is already approved by OIT for CBP use, even when used on the CBP server;

· provides same-day, on-site service, where necessary, but can provide distance-download and support, when warranted.

5. Determination of price reasonableness.

Neopost will provide all maintenance and software upgrades as part of the lease payment. Currently, the Port pays time and materials for every service call made. Neopost is upgrading the Port’s existing expired licenses at a discount.

6. A description of the market research conducted among schedule holders, if applicable, and the results or a statement of the reason market research was not conducted.

Vendor searches were conducted by the Port of New York/Newark and the Port of JFK independently to locate a SCLogic™ reseller that could also provide on-site, same-day service support. The NYFO was unable to find another vendor within the local commuting area able to provide the SCL Intra Pro licenses and supported scanning equipment needed, as well as provision of on-site, same-day support, when required.

7. Any other facts supporting the sole source action.

The agency has used previous versions of SCLogic™ software. It has been approved by OIT for use and is compatible with our secure servers. Most vendors only offer software with remote support capability. Because of the secure nature of our network, no outside source can remote into our network. All Neopost hardware will be supported on-site and/or with a depot swap program (ship in – ship back).

8. A statement of the actions, if any, 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 is made.

Two Ports within the NYFO conducted an exhaustive search and multiple telephone and email discussions were sought with local vendors to find a service provider to gain upgraded mail scanning software and equipment that met our requirements, without success.

9. The ordering activity contracting officer's certification that the D&F is accurate and complete to the best of the contracting officer's knowledge and belief.

10. Evidence that supporting data (e.g., verification of the Government's minimum needs, requirements, or other rationale for limited sources) is complete and accurate.

REQUISITION/PROGRAM OFFICE CERTIFICATION

I certify that the foregoing D&F is accurate, meets the Government’s minimum needs and contains complete information necessary to support the action described in this document and the authority cited.

[ ] The guidance in HSAM Subchapter 3006.3 and HSAM Appendix G have been followed.

Office:_CBP-OFO-MSS Name: (Print): Jennifer Lonczak Title: Mission Support Specialist, Budget Officer

Signature: ______ _________________________ Date: _8/24/15____

CONTRACTING OFFICER CERTIFICATION

I certify that the data supporting the recommended use of other than full and open competition is accurate and complete to the best of my knowledge and belief.

Name (Print): _____________________________

Contracting Officer

Signature: ________________________________ Date: ___________

Jennifer Lonczak

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