JandA Redacted_Redacted.pdf

U.S. DEPARTMENT OF THE INTERIOR

Bureau of Indian Affairs

SINGLE SOURCE DETERMINATION USING

SIMPLIFIED ACQUISITION PROCEDURES (SAP) UNDER THE

SIMPLIFIED ACQUISITION THRESHOLD (SAT)

AUTHORITY: FAR 13.106-1(b)(1)

PR/SOL/CONTRACT #: 40494160

CONTROL #: 20-0123

1. Contracting Activity: This document is a justification for single source determination under Simplified Acquisition Procedures (SAP) under the Simplified Acquisition Threshold (SAT) for the Department of the Interior, Bureau of Indian Affairs, Great Plains Regional Office in Aberdeen, SD.

2. Description of supplies or services required to meet agency needs.

Description of the product(s) and/or service(s) to be procured (See last page for instructions):

Purchase a Mitel VOIP telephone system with Cisco switches for the Great Plains Regional Office in Aberdeen, SD

Anticipated period of performance or delivery date: ASAP

Estimated value of the proposed action: $

3. Identification of the single source to be solicited or brand-name manufacturer.

Proposed Contractor or Manufacturer: Mitel VOIP System and Cisco Street Address: ______________ City, State, Zip: ______________ Phone: ______________

4. Circumstances of the contract that deem only one source reasonably available.

Check one of the following (click box to select):

Urgency – The nature of the requirement has been deemed urgent and following competitive procedures would result in unacceptable delays.

Exclusive Licensing Agreement Brand Name – The particular brand name is essential to the requirement and market research indicates similar products do not meet or cannot be modified to meet agency needs. If the justification is to cover only the portion of the buy which is brand name, then it should so state; the approval level requirements will then only apply to that portion.

Highly specialized or unique supply/service - available from only one source with unique capabilities/qualifications. (e.g., technological, specific training requirements, etc.)

Industrial Mobilization Other: __________________________

5. Rationale. Provide an explanation that supports the reason cited in #4. (See last page for instructions)

A Mitel VOIP phone system is currently installed in the majority of the Great Plains Regional Agencies, and when it is approved to have VOIP on our BIA network, a Mitel VOIP system in the Regional Office in Aberdeen will prove to be easily connected to the rest of the agencies. In the future, we will be able to connect the Cisco switches included in this Mitel VOIP system, as these Cisco switches meet our current BIA network standards.

Cisco is the standard provider for VOIP phone systems, BIA and BIE Trustnet switches, and wireless equipment. This agency requires the Cisco brand name of products because of their interoperability, compatibility and dependability with currently owned products and agency IT systems. This standard affects new equipment purchases, maintenance support agreements and upgrades to the existing Cisco hardware network equipment. This is stated in the US Department of Interior- Indian Affairs- Office of Information Management Technology- Network Design Standards for Telecommunications in Indian Affairs Document in Section 9.1 Switches: “The Cisco Catalyst Series switches are the recommended model of switches.”

There could be recurring warranty services.

6. Market Research. A description of the market research conducted and the results or a statement of the reason market research was not conducted. (See last page for instructions)

OIMT Telecom contacted knowledgeable acquisition and IT program officials in Government and industry regarding equipment necessary to complete project.

Market research was conducted by requesting a federal government retail list price from the Cisco Systems government marketing representative and for Mitel.

7. Requirements personnel certification.

I, , certify that the technical data which forms a basis for this justification is complete and accurate and meets the Government’s minimum needs.

Signature Date

8. Under the authority of FAR 13.106-1(b)(1), the undersigned hereby determines the circumstances of this contract action deem only one source is reasonably available as supported herein.

Date

Instructions for Sections 5 & 6

#2 Description of supplies or services

Provide a clear and concise description of the product(s) and/or service(s) to be procured.

Include quantities and/or the performance period In layman’s terms, briefly describe the supplies or services to be provided, including make & model number where appropriate. Indicate whether the item to be procured is peculiar to one manufacturer (e.g., a particular brand name, product, or a feature of a product, peculiar to one manufacturer).

If the action is a modification to an existing order, distinguish clearly between the work covered by the basic order and the work to be obtained by the proposed modification.

#5 - Rationale:

This paragraph is normally the most detailed part of the justification as the essence of the justification is presented here.

Provide, in narrative form, an explanation that supports limiting competition to a single source.

Brand-name requirements – Explanation supporting 1) the particular brand name, product, or feature is essential to the Government’s requirements, and 2) market research indicates similar products do not meet or cannot be modified to meet agency needs. 48 CFR 11.105 o The final approved justification (redacted) may be posted with the solicitation for quotes. 48 CFR 5.102.

The discussion should clearly relate to the conditions selected in #4.

Identify the proposed contractor(s) unique qualifications for fulfilling the contract requirements.

o For example, supplies/services can only be provided from the contractor as this is a follow on requirement for continued provision of highly specialized or unique supplies/services. Describe why it is unique/specialized.

When “Urgency” is used, clearly describe the specific extent and nature of the unacceptable delay and/or harm to the Government; include the required delivery schedule/dates.

Procurement history - provide historical data, including previous sole source justifications, if available

#6 – Market Research:

Describe the extent of the market research conducted to identify all qualified sources and the results thereof. Research must have been meaningful and conducted within the previous 12 months, if information is still current, accurate, and relevant.

Attach market research documents supporting the justification to limit/restrict competition to a single source.

"Market Research" is defined as those attempts you made to ascertain whether other qualified sources exist.

Research may consist of written, telephonic, or internet searches.

Market research should be focused identifying alternate sources, equipment or substitutes that might fill the government needs with only minor modification.

The results should provide a high level of confidence that no other qualified sources exist.

Brand-name requirements – market research must indicate other companies’ similar products, or products lacking the particular feature, do not meet, or cannot be modified to meet, the Government’s needs.

If market research was not conducted, include statement with the reason.

o Note: Market research is required for Brand-name requirements and should be conducted for all purchases, unless procurement is urgent and supported by other information or documentation.