J A__X-Ray_Maintenance_Redacted.pdf

FOR OFFICIAL USE ONLY

COORDINATION AND APPROVAL DOCUMENT

CONTRACTING ACTIVITY: HQ AMC SPECIALIZED CONTRACTING BRANCH

PURCHASE REQUEST:

PROJECT/PROGRAM NAME: HQ AMC/A4TR-Maintenance of Baggage X-Ray Machines

ESTIMATED CONTRACT COST:

AUTHORITY: 10 U.S.C. 2304(c)(1), as implemented by FAR Part 6.302-1(a)(2)(iii)(A) Only One Responsible Source.

Type J&A: Individual

COORDINATION DATE

Program Manager

HQ AMC/A4TR

MARY E. ANDICH

Contracting Officer

HQ AMC/A7KQB

256-9940

Acquisition & Fiscal Law Div Office of the Staff Judge Advocate

HQ AMC/JAQ

APPROVED

Chief, Specialized Contracting Office

HQ AMC/A7KQ

JUSTIFICATION FOR OTHER THAN

FULL AND OPEN COMPETITION

I. CONTRACTING ACTIVITY

Contracting Agency: Department of the Air Force, Headquarters Air Mobility Command (AMC) Specialized Contracting Branch, HQ AMC/A7KQB, 507 Symington Dr., Rm. W204, Scott AFB, IL 62225-5022. Justification for Other Than Full and Open Competition.

Requiring Activity: Department of the Air Force, Headquarters Air Mobility Command (AMC), A4TR.

Purchase Request #:

II. NATURE AND/OR DESCRIPTION OF THE ACTION BEING PROCESSED

HQ AMC Specialized Contracting intends to award a new firm fixed price contract for the maintenance of 65 passenger baggage x-ray machines (Model XIS 7858) from Astrophysics Inc.

The service will be performed at 20 CONUS and 45 OCONUS locations. This procurement will be solicited sole source to Astrophysics Inc., 21481 Ferrero Parkway, Walnut, CA 91789-5233.

III. DESCRIPTION OF THE SUPPLIES/ SERVICES REQUIRED TO MEET THE

AGENCY’S NEEDS

The contractor shall provide all personnel, equipment, tools, materials, and replacement parts necessary to accomplish preventive maintenance for passenger baggage x-ray machines. The contractor shall provide preventive maintenance to include initial and annual radiation surveys and one time per year inspections/service for each machine. The contractor shall ensure that passenger baggage x-ray machines are maintained and fully operational. In the event that a machine becomes inoperable, the contractor shall provide technical support Monday through Friday, 0700-1930 PST, with a two hour response time from initial contact. The contractor shall restore capability within 72 hours of notification by the government for CONUS locations and 120 hours for OCONUS locations.

The performance period is 05 Nov 12 to 30 Sep 13 for the base year followed by one (1) one-year option ending 30 Sep 14. The estimated dollar value for this requirement is .

The contract will be funded utilizing Transportation Working Capital Fund (TWCF) and Operation & Maintenance (O&M) appropriations.

IV. STATUTORY AUTHORITY PERMITTING OTHER THAN FULL AND OPEN

COMPETITION

10 USC 2304(c)(1), as implemented by FAR Part 6.302-1(a)(2)(iii)(A). Only One Responsible Source.

V. DEMONSTRATION THAT THE CONTRACTOR’S UNIQUE QUALIFICATIONS

OR NATURE OF THE ACQUISITION REQUIRES THE USE OF THE AUTHORITY

CITED ABOVE (APPLICABILTY OF AUTHORITY)

In accordance with 10 USC 2304(c)(1) and FAR Part 6.302-1(a)(2)(iii)(A), Only One Responsible Source, Astrophysics Inc. is the only known source capable of providing maintenance for the Astrophysics’ passenger baggage x-ray machines.

On 30 Sep 11, Robins AFB awarded contract FA8532-11-M-0055 to Astrophysics Inc. for the purchase of 65 passenger baggage x-ray machines for 20 CONUS and 45 OCONUS locations.

All units were delivered during the period of 04 Nov 11 through 14 Feb 12. The purpose of HQ AMC/A4TR’s requirement is to provide preventive and emergency maintenance for the units appropriated under contract FA8352-11-M-0055. Based on proprietary rights and the fact that Astrophysics has not granted authorization to outside maintenance companies to perform maintenance on the equipment, Astrophysics Inc. is the only source that can meet this requirement. Astrophysics Inc. is the manufacturer and only service provider for its passenger baggage x-ray screening machines. The company has the immediate means to provide highly specialized expertise required to maintain the equipment. Astrophysics Inc. currently supports over 5,000 units worldwide through its factory trained and company certified technicians.

Additionally, Astrophysics Inc. has spare part depots located throughout the world to facilitate immediate repairs to the equipment. Only Astrophysics Inc. has access to specialized parts and proprietary software necessary to perform the required services. Award to any other source would violate proprietary rights and void the machines certification.

It is the industry standard for the manufacturers of passenger baggage x-ray machines to service and maintain their equipment. Maintenance support services requires access to proprietary data that is accessible to the equipment manufacturer only. In addition, service technicians are employees of the company and must be factory trained and certified by the manufacturer.

VI. DESCRIPTION OF EFFORTS MADE TO ENSURE THAT OFFERS ARE

SOLICITED FROM AS MANY POTENTIAL SOURCES AS DEEMED PRACTICABLE

HQ AMC/A7KQB conducted market research by utilizing general search engines, conducting phone queries, and reviewing previous purchase history. Additionally, a sources sought Request for Information (RFI) was posted on 28 Mar 12 (Solicitation Number: Passenger_Baggage_X-ray_Machine_Maintenance) to FedBizOpps. The RFI included a draft performance work statement and required vendors to specify if they were capable of meeting the requirement.

Astrophysics Inc. was the only respondent. HQ AMC/A7KQB sent an informal RFI to two vendors ( and ) to identify further interest in the requirement.

Both vendors responded that they only service and maintain their own equipment and are incapable of meeting this requirement. No qualifying country sources have expressed interest in this requirement. Market research revealed that no other company could meet this requirement due to proprietary rights.

VII. DETERMINATION BY THE CONTRACTING OFFICER THAT THE

ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE

For the proposed sole source acquisition, the Contracting Officer will determine the price fair and reasonable based on price analysis as described in FAR Part 15.404-1(b)(2)(ii), (v), and (vii), comparison of proposed price to historical competitive prices paid, comparison of proposed price with independent Government cost estimates, and analysis of data other than certified cost or pricing data provided by the offeror.

VIII. DESCRIPTION OF THE MARKET RESEARCH CONDUCTED AND THE

RESULTS, OR A STATEMENT OF THE REASONS MARKET RESEARCH WAS NOT

CONDUCTED

As described in Section VI above, HQ AMC/A7KQB conducted market research by utilizing general search engines, conducting phone queries, and reviewing previous purchase history.

Also described in Section VI above, a RFI was posted on 28 Mar 12 to FedBizOpps. An informal RFI was sent to two vendors ( and ) to identify further interest in the requirement. Both vendors responded that they only service and maintain their own equipment and are incapable of meeting this requirement. Market Research revealed that no other company can provide maintenance for the passenger baggage x-ray machines.

IX. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND

OPEN COMPETITION

None.

X. LIST OF SOURCES, IF ANY, THAT EXPRESSED INTEREST IN THE

ACQUISITION

See Section VI above.

XI. A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO

REMOVE OR OVERCOME ANY BARRIERS TO COMPETITION BEFORE MAKING

SUBSEQUENT ACQUISITIONS FOR THE SUPPLIES OR SERVICES REQUIRED

Research will be accomplished on future efforts to determine if there are any additional sources that can meet the needs of the Government and whether the sole source requirement is still necessary.

XII. CONTRACTING OFFICER’S CERTIFICATION

The Contracting Officer’s signature on the Coordination and Approval Document is evidence that she has determined this document to be both accurate and complete to the best of her knowledge and belief (FAR Part 6.303-2(b)(12)).

XIII. TECHNICAL/REQUIREMENTS PERSONNEL’S CERTIFICATION

As evidenced by his signature on the Coordination and Approval Document, the Program Manager has certified that any supporting data contained herein, which is his responsibility, is both accurate and complete (FAR Part 6.303-2(c)).