JA_SOLE SOURCE_12152021_SIGN_JH_KS_JK_MS_12202021_Redacted.pdf

Rev12152021

I. IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY, AND

SPECIFIC IDENTIFICATION OF THE DOCUMENT AS A “JUSTIFICATION FOR

OTHER THAN FULL AND OPEN COMPETITION”

See Page 1

II. NAME AND/OR DESCRIPTION OF THE ACTION BEING APPROVED

NARA seeks to award an Open Market purchase order under criteria Other Than Full and Open Competition for System Maintenance and Software Upgrades and Maintenance for three (3) Mach7 HS Fiche Scanners at National Personnel Records Center (NPRC) in St. Louis, MO.

III. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE

AGENCY’S NEEDS (INCLUDING THE ESTIMATED VALUE)

The purpose of this acquisition is to acquire Hardware Maintenance and Software Upgrades/Maintenance on three (3) Mach 7 HS Fiche scanners as follows:

Estimated cost: (Base and 2 Option Years)

BASE:

Maintenance and service agreement (1) HS Fiche Scanner System One each annual Preventative Maintenance (2) HS Fiche Scanner Systems Software Upgrade and Maintenance

Option Year 1:

Maintenance and service agreement (1) HS Fiche Scanner One each annual Preventative Maintenance (2) HS Fiche Scanner Systems Software Maintenance

Option Year 2:

Maintenance and service agreement (1) HS Fiche Scanner One each annual Preventative Maintenance (2) HS Fiche Scanner Systems Software Maintenance

Due to the specialized and proprietary nature of the equipment and the exclusive distribution channel, this procurement is only possible through the Crowley Company which provides services.

The vendor will not provide service beyond the base and 2 option years.

IV. AN IDENTIFICATION OF THE STATUTORY AUTHORITY

PERMITTING OTHER THAN FULL AND OPEN COMPETITION.

41U.S.C. 3304(a)(1) “Only one responsible source as implemented by FAR 6.302.1.

This acquisition meets the authority of FAR 6.302-1 which states that this authority may be used "when the supplies or services required by the agency are available from only one responsible source, or,…from only one or a limited number of responsible sources, and no other type of supplies or services will satisfy agency requirements, full and open competition need not be provided for." See above II.

V. A DEMONSTRATION THAT THE PROPOSED CONTRACTOR’S

UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES

USE OF THE AUTHORITY CITED

The Crowley Company is the OEM for the Mach 7 HS Fiche scanners which also employ propriety scanning software. Market research indicates no other vendor can provide the OEM parts, OEM Trained technicians and propriety software.

VI. A DESCRIPTION OF EFFORTS MADE TO ENSURE THAT OFFERS ARE SOLICITED

FROM AS MANY POTENTIAL SOURCES AS IS PRACTICABLE, INCLUDING

WHETHER A NOTICE WAS OR WILL BE PUBLICIZED AS REQUIRED BY

SUBPART 5.2 AND, IF NOT, WHICH EXCEPTION UNDER 5.202 APPLIES.

A notice of intent to sole source will be posted to SAM.GOV (formerly FBO) for 15 days before award. Also, this justification will be placed on SAM.gov IAW FAR 5.2. The object of this procurement is obtaining repairs and parts for specific devices. Consequently, the scope of market research involved a survey of possible vendors, rather than competing solutions (different microfilm cameras and repairs). The manufacturer was asked if any other channels of distribution were available. Their response is The Crowley Company is the sole distributer/repairer for software, parts and repairs.

VII. A DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED

COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE

This situation is not unusual for highly specialized equipment sold exclusively by a single reseller into niche markets such as HS Fiche scanner. The service technician qualifications, parts and proprietary software are exclusive to this vendor. The price will be compared to the government’s cost estimate of (attached). The service costs will be determined to be fair and reasonable based on a comparison to the IGCE and cost analysis.

VIII. A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED (SEE PART 10) AND

THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS

NOT CONDUCTED

See paragraph VI above.

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

COMPETITION.

None.

X. A LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN WRITING, AN

INTEREST IN THE ACQUISITION

None.

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

OR OVERCOME ANY BARRIERS TO COMPETITION BEFORE ANY SUBSEQUENT

ACQUISITION FOR THE SUPPLIES OR SERVICES REQUIRED

At this time, the Crowley Company is the sole distributer/repairer for software, parts and repairs for the Mach 7.

XII. CONTRACTING OFFICER CERTIFICATION THAT THE JUSTIFICATION IS

ACCURATE AND COMPLETE TO THE BEST OF THE CONTRACTING OFFICER’S

KNOWLEDGE AND BELIEF

See Page 1.