HSM Shredders SAP SSJ redacted.pdf

SOLE SOURCE JUSTIFICATION

SIMPLIFIED ACQUISITIONS OVER THE MICRO-PURCHASE THRESHOLD

AND UP TO THE SIMPLIFIED ACQUISITION THRESHOLD

Date: 9/2/2022 Requisition Number: FHF-22-0464

This is a sole source justification in accordance with 41 U.S.C. 1901(e)(2), FAR 13.106-1(b)(1).

1. NATURE AND/OR DESCRIPTION OF THE ITEM/SERVICE BEING

PROCURED AND ITS INTENDED USE (INCLUDE THE ANTICIPATED COST):

Annual Preventative Service Maintenance and on-call Service Maintenance for FHFA's HSM DCS 36/6 Dual Shredders. The anticipated period of performance is a one-year base year with four, one-year option years.

Deliverables include Proposed Annual Preventive Maintenance Inspection Schedule, Work Completion Report, and Annual Work Status Summary Report.

The anticipated overall cost is:

2. SOLE SOURCE JUSTIFICATION AND RATIONALE (CHECK ONE AND

EXPLAIN BELOW):

__X__ Only one responsible source.

______ Unusual and compelling circumstances exist.

______ Other

Rationale:

Whitaker Brothers Business Machines, Inc. is the local servicing dealer for the manufacturer with certified technicians that are trained to service these units.

Though there is nothing preventing other vendors from servicing the machines, those vendors would be untrained. The manufacturer has authorized agents throughout the country that work at their direction and with their support. If agents are dispatched to fix a device without the authorized agent's direction or support, then the repair would be unauthorized. In the DC-Metro area, only Whitaker Brothers Business Machines, Inc. is authorized to service these machines. The manufacturer does not train or support other agents locally. Additionally, the shredders require specialized tools in order for the machines to be serviced properly. Without proper maintenance and service, these machines will most likely over time stop functioning and will need to be replaced. The maintenance contract will be a fixed rate that could save FHFA money in overall maintenance and unexpected repair costs. The maintenance contract will give FHFA access to expert technicians who understand the manufacture's equipment and machinery inside and out. Support will be provided by trained experts in their field. Proper yearly maintenance will extend the life cycle of the equipment and reduces the chances of an unexpected breakdown or machine failure. The maintenance contract will ensure routine maintenance, service calls, along with access to emergency repairs are available when needed. On average FHFA receives two to five help desks service tickets a month concerning shredder issues ranging from paper jams, oil resolver replacement, to sensor error or machine not functioning correctly.

3. MARKET SURVEY.

No additional market research was conducted due to that any agents outside the manufacturer's per view who preform work on the manufacturer's manufactured equipment are untrained and their work would be considered unauthorized.

4. IF THIS IS A DETERMINATION FOR SOLE SOURCE, THE CONTRACTING

OFFICER CERTIFIES:

a. Only one source is available.

b. The anticipated price will be determined fair and reasonable using standard price analysis techniques described in FAR Part 13.

Rodeaster Robinson Jr Date Technical Representative

Laura A. Baker Date Contracting Officer

RODEASTER

ROBINSON

Digitally signed by RODEASTER

ROBINSON

Date: 2022.09.07 07:54:04 -04'00'

LAURA BAKER Digitally signed by LAURA BAKER Date: 2022.09.07 12:22:32 -04'00'