JA20-0015B MultiFunction Devices Bridge JA POSTING.pdf

FOR OFFICIAL USE ONLY - Source Selection Information – See FAR 2.101 and 3.104

DHA PGI 216.505, Attachment 1 (11-19-2018)

Limited Source Justification

Federal Acquisition Regulation (FAR) Subpart 16.5 Indefinite-Delivery Contracts

J&A Tracking No. JA20-0015B

1. Identification of the agency and contracting activity:

The Defense Health Agency, Enterprise Medical Support – Contracting Division (EMS-CD), plans to place an order, on a limited source basis, against a General Services Administration (GSA) Federal

Supply Schedule (FSS) contract.

2. Nature and/or Description of Action being approved:

This is a Limited Source Justification (LSJ) for an acquisition for the William Beaumont Army Medical

Center (WBAMC) under the authority of the Multiple Award Schedule Program, pursuant to 16.505(b) of the Federal Acquisition Regulation (FAR), Limited Sources. WBAMC is requesting approval of this

Justification and Approval (J&A) for a sole source award bridge contract to RICOH USA, Inc. (RICOH), 70 Valley Stream Pkwy., Malvern, PA 19365-1407, under their General Services Administration (GSA)

Schedule GS-35F-0173V. This requirement is to provide multi-functioning devices management, maintenance, and support for 200 copiers located in multiple locations throughout WBAMC main hospital, Fort Bliss, Biggs Air Field, Texas, McGregor, and White Sands Missile Range (WSMR), New

Mexico. The current support for multi-functioning devices is under Indefinite Delivery Indefinite

Quantity (IDIQ) order W9124A-14-D-0004-ZW01, which is ending. WBAMC has a continuing need for these services. The full base-plus-four requirement for the WBAMC multi-functioning devices management, maintenance, and support will be re-competed.

The Government intends to negotiate a Firm Fixed Price Task Order with RICOH via their GSA contract

GS-35F-0173V. The current Task Order W9124A-14-D-0004-ZW01 expires on 31 December 2019;

RICOH is the incumbent contractor.

3. Description of Supplies/Services required to meet the agency’s needs (including the estimated value):

This action is for the procurement of continuing multi-functioning devices management, maintenance, and support for 200 copiers located in multiple locations throughout WBAMC facilities. The DHA mission has increased to include WBAMC facilities. Under Army Directive 2013-26 (Army-wide

Management of Printing and Copying Devices), WBAMC performed an analysis of printing and copying device requirements in an effort to implement a management plan to right-size inventory of its printing and copying devices. The Contracting Office for W9124A-14-D-0004-ZW01 no longer supports the

Customer; no extension of service under the current task order is possible. Furthermore, WBAMC is anticipated to transition into new facilities, which may significantly impact the scope of the requirement.

A short term bridge contract is needed in order to give the Government time to calculate the full scope, re-compete, and award this requirement. This short term bridge contract will not provide for any increases in scope beyond what’s under the current expiring IDIQ task order, W9124A-14-D-0004-ZW01. The following is the scope of the requirement:

Description Period of Performance Estimate Price

Multi-functioning Devices Maintenance & Support 01/01/2020 – 03/31/2020 FAR 52.217-8 Extension 04/01/2020 – 09/30/2020

The resultant order will have a three (3) months base period, and FAR 52.217-8 Option to Extend

Services will be included; FY20 O&M funding will be used.

4. This acquisition is conducted under the authority of 41 U.S.C. 4101, and Regulatory Authority

FAR 16.505(b)(2)(i)(C) – Order must be issued on a sole-source basis in the interest of economy & efficiency because it is a logical follow-on to an order already issued under the contract, & all awardees were given fair opportunity for the original order. Due to the competitive requirement for multi-functioning devices not yet being ready for award, a break in service would occur if the current performance is not bridged.

5. Rationale Justifying Use of the Regulatory Authority Cited:

The current WBAMC multi-functioning devices management, maintenance, and support requirement was awarded by U.S. Army Engineering & Support Center on 30 September 2016 under IDIQ order W9124A-

14-D-0004-ZW01, and the period of performance is ending on 31 December 2019. The contracting office for this order, U.S. Army Engineering & Support Center, had recently informed WBAMC that they will no longer support WBAMC’s contracting needs, which forced WBAMC to reach out to DHA J4 and J6 for the continuation of multi-functioning devices coverage. Considering the short notice given by Army

Engineering & Support Center to WBAMC to end contracting support, it’s not possible to re-compete a new requirement in the remaining days of December and award it by 31 December 2019. The RFP for the re-compete for the multi-functioning devices is anticipated to be released in February 2020; however, the coverage effort needs to be bridged in order to give the re-compete effort proper lead time. The purpose of this request for approval is to authorize the use of a bridge contract to ensure continuity of service so that there can be sufficient time to process the re-compete. The bridge contract that will follow this approval is required to ensure the customer does not experience a break in service. The bridge contract will be written with a base period of three (3) months and will contain FAR Clause 52.217-8, Option to

Extend Services, which will allow the government to extend the current services for up to six (6) months, if required. Upon successful completion of the multi-functioning devices re-compete, this service will be under a competitively awarded contract.

6. Determination by the ordering activity contracting officer that the anticipated cost to the

Government will be fair and reasonable:

The Contracting Officer hereby determines that this action represents the best value to the Government in accordance with FAR 16.505(b). The current level of effort is acceptable and will not change with the bridge contract. The firm, RICOH, is successfully performing under the current contract and continues to maintain the experience and staff necessary to support the requirement. The Contracting Officer will determine that the anticipated cost to the Government will be fair and reasonable through a comparison and analysis of proposed prices with historical prices paid, the Contractor’s list prices, the Independent

Government Cost Estimate, and prices for same or similar services on GSA Advantage.

7. Description of the market research conducted among schedule holders and the results or a statement of the reason market research was not conducted:

Market research was conducted on 09 December 2019, by researching the following databases: GSA eBuy, DSBS database, SBA Quick Market Research, and Ability One to determine if there were any significant market changes (i.e. technological advancements) or economic indicators that either affects price or the requirement itself, there were none. While there are other companies that can perform this work, it is in the best interest of the Government to bridge the existing work with the incumbent vendor.

Due to the short notice given by U.S. Army Engineering & Support Center to the customer as well as the potential for a major change in the scope of the requirement in 2020 due to the transition of the

Customer’s facilities, a short direct award bridge is needed in order to avoid gap in service and disruption to the current mission to support patients. Therefore, based on this market research, awarding a bridge to the incumbent vendor at this time is the most advantageous method of fulfilling the Government’s need, with regards to price, efficiency, past performance, and experience.

8. Other Facts: None.

9. Actions to overcome barriers:

The follow-on requirement will be re-competed. This action is to put a bridge contract in place to ensure continuity of service until the new contract can be competed and awarded.

COORDINATION:

10. Technical/Functional Representative:

I certify that the information provided in this justification, is accurate and complete to the best of my knowledge and belief.

Click here to enter a date.

Casey Parr Date

COR

11. Requirements Certification:

I certify that the information provided in this justification, is accurate and complete to the best of my knowledge and belief.

Casey Parr Date

COR

12. Best Value Determination:

I have determined that this contract action represents the best value to the Government and that the anticipated cost to the Government is fair and reasonable, in accordance with FAR 16.505(b).

Marc A. Cypert Date

Contracting Officer, EMS-CD

13. Legal Review:

I have reviewed this justification and have found it to be legally sufficient.

John G. Terra Date

Office of General Counsel

14. Contracting Officer:

I certify that this justification is accurate and complete to the best of my knowledge and belief.

Marc A. Cypert Date

Contracting Officer, EMS-CD

15. Competition Advocate:

Based on the foregoing justification, I hereby approve the procurement of multi-functioning devices management, maintenance, and support on a limited or restricted consideration basis pursuant to the authority of FAR 16.505(b)(2)(i)(C), subject to availability of funds, and provided that the supplies and/or services herein described have otherwise been authorized for acquisition.

Jake L. Lewis Date

Competition Advocate (J-4)

APPROVAL:

16. Head of Contracting Activity (or designee):

Based on the foregoing justification, I hereby approve the procurement of multi-functioning devices management, maintenance, and support on a limited or restricted consideration basis pursuant to the authority of FAR 16.505(b)(2)(i)(C), subject to availability of funds, and provided that the supplies and/or services herein described have otherwise been authorized for acquisition.

John M. Tenaglia Date

Head of Contracting Activity (HCA) (J-4)