Kardex Maintenance JA Redacted.pdf

U.S. Department of Homeland Security Justification and Approval for Other Than Full and Open Competition Office of the Chief Procurement Officer Version 3.6

JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN

COMPETITION

Authority 41 U.S.C.3304(a)(1)

Pursuant to the requirements of the Competition in Contracting Act (CICA) as implemented by the Federal Acquisition Regulation (FAR) Subpart 6.3 and in accordance with the requirements of FAR 6.303-1, the justification for the use of the statutory authority under FAR Subpart 6.3 is justified by the following facts and rationale required under FAR 6.303-2 as follows:

1. Agency and Contracting Activity. The Department of Homeland Security (DHS), Federal

Law Enforcement Training Centers (FLETC), Procurement Division (PRO), Artesia Field Branch, 1300 West Richey Avenue, Artesia, NM 88210 proposes to enter into a contract on a basis other than full and open competition to provide annual maintenance on three industriever automated carousel units.

2. Nature and/or Description of the Action being Approved.

(a) Nature of action: FLETC PRO intends to procure on a sole source basis maintenance on three industriever automated carousel units for one year (1 October 2025 through 30 September 2026).

(b) Name and address of the contractor: Southwest Solutions Group Inc, 2535 E State Highway 121, Lewisville TX 75056

(c) Contract type: Firm fixed price.

(d) Estimated total value (including options):

This service was previously awarded under sole source under purchase order 70LART24PPFB00035, which expires on 30 September 2025.

(e) Type of funding: Operations

(f) Year of funding: Fiscal Year 2026

(g) Solicitation Number: 70LART25QPFB00018

(h) Background information about the requirement: The current purchase order 70LART24PPFB00035 was awarded on 20 September 2024 to Southwest Solutions Group Inc, on a sole source basis after it was determined they were the only responsible source available.

3. Description of Supplies/Services. The requirement is to provide annual maintenance on three industriever automated carousel units at FLETC Artesia. The contractor shall provide annual maintenance on two carousel units at the West Facility, Building 76, and one carousel unit at the East Facility, Building 192. The annual maintenance inspection shall be

U.S. Department of Homeland Security Justification and Approval for Other Than Full and Open Competition performed semi-annually per manufacturer’s recommendation to include emergency services (estimated 4 emergency calls per year) to include all travel and unlimited operational troubleshooting as needed or required. This service will ensure the carousel units remain functioning properly and safely to support FLETC Artesia operations. The contractor is familiar with the equipment and can provide the required services and support to FLETC.

4. Identification of Statutory Authority Permitting Other Than Full and Open

Competition. The statutory authority permitting other than full and open competition is 41 U.S.C.3304(a)(1) implemented by the FAR Subpart 6.302-1 entitled “Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements.”

5. Identification of Exception to the Buy American Statute. This section is not applicable to this justification and approval.

6. Demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited. Southwest Solutions Group Inc. is the exclusive authorized factory sales and service dealer for all office and Government Kardex Remstar equipment in the state of New Mexico. As a Kardex Remstar dealer, Southwest Solutions Group is required to participate in company sponsored certification training programs for all service personnel. This requirement assures customers of continued quality support for all enhancements and improvements. Kardex Remstar only sales its service parts through Kardex Remstar factory authorized dealers. Kardex Remstar does not assume any liability for equipment failure or personal injury if service is performed by any organization or individual that is not factory authorized, trained, or does not use new Kardex Remstar factory replacement parts. Furthermore, all warranties will be null and void if services are provided by noncertified and unauthorized resellers. Thus the use of another vender would incur additional costs and likely result in an interruption of required service and support.

7. Description of Efforts Made to Ensure that Offers are Solicited from as Many Potential Sources as is Practicable. An announcement of the Government’s intent to sole source this requirement will be posted on SAM.gov after this justification and approval has been reviewed and approved. The estimated date for this announcement is 30 September 2025.

8. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable. The contracting officer determines that the anticipated price will be fair and reasonable based on past contractual history (70LART24PPFB00035, 70LART23PPFB00002, 70LART22PPFB00005 and 70LART21PPFB00005), GSA pricing information, and general market prices for similar services.

9. Description of Market Research. The SBA Dynamic Small Business Search (DSBS) website was searched on 11 August 2025 to identify possible sources within southeast New Mexico that could provide the annual maintenance service. No vendors were found. The internet was also searched on 11 August 2025 for a list of contractors that would be able to provide the required service and support. The market research showed that Southwest

U.S. Department of Homeland Security Justification and Approval for Other Than Full and Open Competition

Solutions Group was the only vendor authorized to provide continued service and support.

Specific price lists were unavailable from other vendors as the existing equipment is unique to FLETC Artesia.

10. Any Other Facts Supporting the Use of Other Than Full and Open Competition.

Southwest Solutions Group Inc is the only contractor experienced with working on the existing equipment at FLETC Artesia. Southwest Solutions Group Inc has provided continued service and support for FLETC Artesia over the past several years, and the use of another contractor would incur additional costs and possible interruption of required service and support.

11. A Listing of the Sources, if Any That Expressed, in Writing, an Interest in the

Acquisition. The justification and approval for the current purchase order 70LART24PPFB00035 was posted on SAM.gov on 20 September 2024 with no responses received from interested vendors. An announcement of the Government’s intent to sole source this requirement will be posted on SAM.gov and responses from any interested vendors will be addressed.

12. A Statement of the Actions, if Any, the Agency May Take to Remove or Overcome

Any Barriers to Competition Before Any Subsequent Acquisition for Supplies or Services Required. Market research will continue to be performed to determine if any new vendors can meet the annual maintenance needs of FLETC Artesia. In the future, if market research indicates that additional sources can provide the annual maintenance services without being cost-prohibitive or incurring an interruption of services, then a competitive procurement process will be considered.

13. Contracting Officer’s Certification. I certify that the data supporting the recommended use of other than full and open competition is accurate and complete to the best of my knowledge and belief.

Contracting Officer Date

U.S. Department of Homeland Security Justification and Approval for Other Than Full and Open Competition

14. Technical/Requirements Personnel Certification. I certify this requirement meets the Government’s minimum need and that the supporting data, which forms a basis for this justification, is complete and accurate.

Technical Representative Date

APPROVAL:

Contracting Officer Date