JA FAR PART 13 NEW_Redacted.pdf

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR

CERTAIN COMMERCIAL ITEMS IN ACCORDANCE WITH FEDERAL ACQUISITION

REGULATION (FAR) 13.5

On the basis of the following justification, I, as the Contracting Officer, hereby approve the use of a sole source proposed contractual action pursuant to the authority of 41 USC 1901 (a)1.

1. Identification of the agency and contracting activity, and specific identification of the document as a "Sole Source Justification Under Simplified Procedures for Certain Commercial Items (FAR Subpart 13.5)"

The Strategic Acquisition Center - Frederick (SAC-F), on behalf of the Department of Veterans Affairs (VA), Office of Information and Technology (OI&T), Hines Information Technology Center (HITC), located in Hines, IL, proposes to enter into a sole source contract with SMITHS DETECTION, INC., under simplified acquisition procedures.

2. The nature and/or description of the action being approved, i.e., sole source under procedures for certain commercial items in accordance with FAR 13.5.

This activity proposes to negotiate a non-competitive, firm-fixed price purchase order (sole-source) with SMITHS DETECTION, INC. to provide maintenance and repair services for X-ray security machines for OI&T.

The current contract, VA119A-17-P-0260, was awarded with an effective date of September 01, 2017, through August 31, 2022, for a total amount of $70,700.00 with four option periods.

3. A description of the supplies and/or services required, including the delivery schedule and/or the period of performance (inclusive of all option periods), and the estimated dollar value of the acquisition.

The requirement is to provide maintenance and repair for two (2) SMITHS DETECTION, INC., HI-SCAN 6046si X-Ray Machines and one (1) Ceia 02PN20 Walk-Through Metal Detector for use at the Hines Information Technology Center, Hines, IL. The Contractor shall be responsible/provide all necessary labor, material, tools, equipment, and supervision necessary to perform onsite "Preventive Maintenance (PM)" services and emergency repairs for two Government-Owned SMITHS DETECTION Heimann X-Ray inspection systems and four roller tables. The Contractor shall keep this equipment maintained in peak operating condition in accordance with the manufactures' specifications.

The estimated base value for this acquisition is $16,847.00, and the anticipated initial performance period for the awarded contract is September 01, 2022, through August 31, 2023, with four option periods.

Total: The total amount of the base and four option periods is $84,235.00.

4. The statutory authority permitting sole source.

The authority is in accordance with FAR 13.501(a)(1)(ii).

The statutory authority permitting other than full and open competition is 41 USC 1901(a)(1) as implemented by FAR 13.106(b)(1).

5. A statement demonstrating the unique qualifications of the proposed

Contractor or the nature of the action requiring use of the authority.

SMITHS DETECTION, INC., Service Organization is an integral part of SMITHS DETECTION, INC. and is uniquely qualified to perform all service activities supporting SMITHS DETECTION, INC. equipment. Their equipment is comprised of assemblies, subassemblies, and parts specifically designed, developed, and used in SMITHS DETECTION, INC. products. The company is the sole source provider for replacement parts in the United States for all SMITHS DETECTION, INC. manufactured equipment.

Additionally, SMITHS DETECTION, INC. is the only service provider that carries a Safety Act Certification in the United States for SMITHS DETECTION, INC.

manufactured equipment. The company uses OEM Certified Field Service Techs to perform services.

VA has determined that no other vendor is capable of providing the relevant services for the maintenance and repair of X-ray security machines. Proprietary to SMITHS DETECTION, INC., formal maintenance and repairs of X-ray security machines is limited to SMITHS DETECTION, INC., with no other vendor currently offering the services. Furthermore, the VA currently has a maintenance and repair services contract with SMITHS DETECTION, INC. that provides detailed insight into the requirement.

6. A description of efforts made to ensure offers/quotes are solicited from as many potential sources as is practicable, including whether a notice was or will be publicized in SAM.gov (as required by FAR 5.2) and, if not, which exception under 5.202 applies.

The Notice of Intent to a sole source will be published on SAM.gov, and vendors will be given ten (10) days to respond to this notice. This justification and approval will be published on SAM.gov no later than fourteen (14) days after the award. However, there is no competition anticipated for this acquisition.

7. The anticipated dollar value of the proposed acquisition, including options if applicable, and a determination by the contracting officer that the anticipated cost to the government will be fair and reasonable.

The anticipated dollar value of this requirement is $84,235.00 for a base year period and four option periods. The contracting officer will make a fair and reasonable price for the subject award. Discounts will also be sought for this proposed procurement.

8. A description of the market research conducted and the results or the reason market research was not conducted.

The contract specialist conducted market research through System for Award Management (SAM), VetBiz, General Services Administration (GSA), Small Business Administration (SBA), and through reviewing an identical requirement, Contract number VA119A-17-P-0260. Market research showed there are no other providers for maintenance and repairs of X-ray security machines. A Vendor Information Pages (VIP) search was also conducted using keyword “X-ray Security Machines and Maintenance” for Repair and Maintenance, and zero (0) results appeared. However, none of the Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) found are regulated to provide the maintenance and repair of X-ray security machines services in Hines, IL, as none of them are OEM certified.

Market research was also conducted by a General Services Administration (GSA) eLibray search, using the keywords "X-ray Security Machines and Maintenance of X-ray Security Machines," which yielded no results. Lastly, market research was conducted by a Small Business Administration (SBA) Dynamic Quick Market Search. The keyword searched was "X-ray Security machines maintenance and repair," which yielded nine

(9) SDVOSB results. However, none can satisfy the requirements to perform maintenance and repair services for X-ray security machines, as none are Original Equipment Manufacturer (OEM) certified.

SMITHS DETECTION, INC. is the only company that will meet VA's requirements to provide maintenance and repairs of X-rays security machines to the VA OI&T.

9. Any other facts supporting the use of sole source.

A justification document from the vendor was received stating that the company is the sole source authorized to perform maintenance and repair parts for equipment manufactured by SMITHS DETECTION, INC.

10.A listing of the sources, if any, that expressed, in writing, an interest in the acquisition.

SMITHS DETECTION, INC., 2202 Lakeside Blvd, Edgewood, Maryland 21040.

11. A statement of any actions the agency will take to remove or overcome any future barriers to competition.

The VA X-ray security machines are exclusive, and the only authorized vendor to perform the maintenance and repairs is SMITHS DETECTION, INC. There is no other company authorized to satisfy the requirements. However, contracting will continue to conduct market research in the future to see if any companies can perform the maintenance and repairs of security machines that may be available through other vendors.