_LSJ_FBO.pdf

LIMITED SOURCES JUSTIFICATION (LSJ)

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION (JOFOC)

Version Control Date: July 9, 2015

Date: July 9, 2015

MEMORANDUM TO: Kala Shankar, Contracting Officer, Corporate Acquisitions Branch

FROM: Johnnie J. Baker, Contracting Officer Representative, Office of Administration

SUBJECT: LIMITED SOURCES JUSTIFICATION (LSJ)

REFERENCE: XEROX XC1000i AND XEROX D125 DIGITAL PRODUCTION

PRESSES LEASE

“Source Selection Information – see FAR 2.101 and 3.104”

1. Nature and/or description of the action being approved.

a. Acquisition purpose and objectives. The purpose of this procurement is to enter into a 39-month Operating Lease with Xerox for a color production press, a monochrome copier/printer and a software license to support the U.S. Nuclear Regulatory Commission (NRC) Publications Branch Print Shop.

b. Project background. The NRC operates an in-house duplicating operation that supports the agency’s programs by producing multiple color and black and white documents. Most of these documents cannot be commercially procured on the tight production schedules and quick-turnaround that the NRC demands.

The reproduction equipment and software license being leased will replace two pieces of reproduction equipment and a software license that NRC currently leases from Xerox under task order NRC-DR-10-10-1224, which is expiring on September 30, 2015. This equipment and software need to be replaced so that the Print Shop will not suffer a loss of service to the agency. The requirements for color printing have increased significantly over recent years, and the NRC requires this high speed production color press to keep up with current and future demand. In addition, FOIA requests and black and white reproduction requests require a copier/printer with the ability to quickly turn around printing requests.

These presses need to be replaced with units that can be connected to the existing Xerox FreeFlow Makeready systems. Under task order GS-25F-0062L NRC-HQ-40-

14-T-0001, which expires December 31, 2018, the NRC leases four pieces of reproduction equipment and two software licenses from Xerox. Additionally, the NRC owns three Xerox FreeFlow Makeready computer stations with peripheral plotters and scanners. These three Xerox computer stations are on a standalone internal network and have the ability to send print jobs to all duplicators in the print shop.

c. Name and address of the proposed contractor(s).

Xerox Corporation 8260 Willow Oaks Corporate Drive 6T Fairfax, VA 22031-4528

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

a. Project title. Xerox XC1000i and Xerox D125 Digital Production Presses Lease

b. Project description. The contractor will provide a 39-month Operating Lease for a

Xerox Color 1000icolor Press, a Xerox D125 Copier/Printer and a FreeFlow Makeready software license. The lease will include operating supplies (excluding paper), Full Service Maintenance and related onsite support service.

c. Acquisition Information.

• Requirement type.

☐ Research & development (R&D) ☐ R&D support services ☐ Support services (non-R&D) ☒ Supplies/equipment ☐ Information Technology (IT) or Electronic and Information Technology (EIT) ☐ Construction ☐ Architect-engineer (A-E) services ☐ Design-build ☐ Other (specify): ____________________

• Type of action.

☒ New requirement ☐ Follow-on ☐ Other (specify): ______________________

• Proposed contract/order type.

☒ Firm-fixed-price ☐ Other fixed-price (specify, e.g., fixed-price award-fee, fixed-price incentive-fee): __________ ☐ Cost-plus-fixed-fee ☐ Other cost reimbursement (specify, e.g., cost-plus-award-fee, cost-plus-incentive-fee): ___________ ☐ Time and materials

☐ Labor Hours ☒ Indefinite delivery indefinite quantity

• Statement of Work Type ☒ Completion ☐ Level of Effort ☐ Performance Based

• Requisition number. ADM-15-0195

• Total estimated dollar value and performance/delivery period. $537,526;

10/1/2015 – 12/31/2018, including options

3. Identification of the justification rationale.

☒ This acquisition is conducted under Federal Acquisition Regulation

(FAR) 8.405-6.

☐ Urgent and compelling need exists ☒ Only one source is capable of providing the supplies or services

(i.e., peculiar item, brand name item) ☐ Logical follow-on

☐ This acquisition is conducted under FAR 13.106-1(b).

☐ This acquisition is conducted under FAR 6.302- __.

☐ 6.302-1 Only one responsible source and no other supplies or services will satisfy agency requirements ☐ 6.302-2 Unusual and compelling urgency ☐ 6.302-3 Industrial mobilization; engineering, developmental, or research capability; or expert services ☐ 6.302-4 International agreement ☐ 6.302-5 Authorized or required by statute ☐ 6.302-6 National security ☐ 6.302-7 Public interest

☐ This acquisition is conducted using Simplified Procedures for Certain Commercial Items pursuant to FAR 13.500.

☐ This acquisition is conducted using Simplified Procedures for Certain Commercial Items pursuant to FAR 13.500(c).

4. Description of the proposed contractor(s) unique qualifications to provide the required supply or service.

The Print Shop’s standalone internal network uses three NRC-owned Xerox FreeFlow computer stations with leased FreeFlow Makeready software to send printing jobs to printers and digital presses. Xerox is the only Federal Supply Schedule contract holder that supplies equipment, software licenses and supplies that can integrate with this existing system. Having all equipment on one system allows NRC to utilize existing computer stations, space and resources. Since all three computers can send jobs to any of the printers, leasing Xerox equipment decreases downtime as much as possible. The system allows all machines to share jobs by forwarding jobs to other equipment if any piece of equipment has an issue. NRC personnel only have to use, train on, monitor and maintain one system. The leased XC1000 under order GS-25F-0062L NRC-HQ-40-14- T-0001 and the proposed lease XC1000i utilize the same type of supplies. Maintaining the same model of equipment will allow supplies to be shared among pieces of equipment, allowing for reduction of required types of supplies and reduction in amount of storage space for supplies.

5. Description of the efforts made to ensure that offers are solicited from as many potential sources as practicable. Indicate whether a FedBizOpps notice was or will be publicized as required by FAR Subpart 5.2 and, if not, which exception under FAR 5.202 applies.

FAR 5.502(a)(6) The proposed contract action is an order placed under subpart 16.5.

6. Description of the efforts made by the Contracting Officer (CO) to determine that the cost/price of the contract/order is fair and reasonable consistent with FAR 8.404(d) or 15.406-2.

GSA has already determined the prices of the supplies and services under FSS contracts to be fair and reasonable. The ordering activity CO has concluded that the order represents the best value and results in the lowest overall cost alternative.

Additional discounts will be sought before placing an order.

7. Description of the market research conducted (see FAR Part 10) and the results, or a statement of the reasons market research was not conducted.

Market research revealed several GSA schedule holders that provide duplicators.

However, Xerox is the only Federal Supply Schedule contract holder that supplies Xerox equipment, software license and supplies that integrate with the existing NRC Xerox equipment.

8. Other factors supporting the justification, if any. None

9. List sources, if any, that have expressed an interest in the acquisition. No other sources have expressed an interest in the proposed acquisition.

10. If applicable, describe the actions the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services is made.

The Acquisition Management Division will closely scrutinize any subsequent acquisition for the services and will ensure that any restrictions to competition are adequately supported and documented. In addition, the agency intends to replace the Xerox duplicators when both leases expire in December 2018, and the NRC will employ competitive practices to the maximum extent practicable to obtain new duplicators and related software licenses.