LSJ_Option to Extend_Signed.pdf

General Services Administration (GSA) Federal Acquisition Service (FAS)

Southwest Supply Acquisition Center (SSAC)

LIMITED SOURCE JUSTIFICATION (LSJ)

IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY

The requiring activity is the Veterans Affairs South Texas Healthcare System (STVHCS) in San Antonio, TX. The contracting activity is the General Services Administration, Global Supply, Southwest Supply Acquisition Center (SSAC), 819 Taylor St., Fort Worth, TX 76102.

DESCRIPTION OF THE ACTION BEING APPROVED

This action is to justify the exercise of the Option to Extend Services for a managed print services Task Order issued against the awardee’s Multiple Award Schedule (MAS) contract with the same terms and conditions. This acquisition was conducted under FAR 8.4, the Federal Supply Schedules program.

The issued Task Order, 47QSWC18F0189, was competed and awarded against the GSA Multiple Award Schedule (MAS) Program to Xerox Corporation, contract GS-25F-0062L, in accordance with FAR 8.405-2. The option exercise supports an extension of required services for four (4) months.

DESCRIPTION OF SUPPLIES OR SERVICES REQUIRED

This Option to Extend Services shall continue to provide the STVHCS with a total managed print solution to provide on-site support for the customer’s fleet of multifunctional devices for a period of four (4) months.

The amount to be sole sourced for this four (4) month option is $398,132.40.

IDENTIFICATION OF STATUTORY AUTHORITY

This acquisition was conducted under the authority of the Multiple Award Schedule (MAS) program. The primary statutory authorities for MAS are Title III of the Federal Property and Administrative Services Act of 1949 (41 USC 251 ET SEQ), and Title 40 U.S.C. 501, Services for Executive Agencies.

To fulfill a continuing need for required services, the Government may allow continued performance of those services, not to exceed six (6) months, under the authority of FAR 52.217- 8 Option to Extend Services. As such, the circumstances and rationale for limiting consideration to Xerox are in accordance with FAR 8.405-6(a)(1)(i)(B) - Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized. This LSJ will be posted to beta.SAM within fourteen

(14) days of contract award in accordance with FAR 8.405-6(a)(2)(i).

DEMONSTRATION OF THE PROPOSED CONTRACTOR’S UNIQUE

QUALIFICATIONS TO PROVIDE THE REQUIRED SUPPLY OR SERVICE

The General Services Administration (GSA) awarded a Task Order to Xerox Corporation to provide a total managed print solution to maintain the three hundred (300) leased multifunctional devices which included three (3) on-site technicians. The solicitation, 7QSBAAB-16-Y6-MPSSTX, advertised with a base period of six (6) months and four one-year option periods was posted to GSA’s eBuy website on 15 April 2016. Upon the solicitation closing date of 2 May 2016, adequate had been received. Quotes were reviewed and evaluated in accordance with the terms of the solicitation for the base period and option years. Based on evaluation of all factors identified in the RFQ, award of the advertised Task Order was made to Xerox Corporation in the amount of $5,275,254.30.

During performance of the fourth option year, the customer notified GSA that they would be competing and awarding the next contract themselves. However, award of the new contract was not anticipated until March 2021. This necessitated the exercise of the Option to Extend Services for a period of four (4) months in order to continue the required managed print services until the new contract is awarded by the VA.

As the process to award a new contract for the managed print services is currently underway by the STVHCS, it would not be in the best interest of the customer to allow a gap in service when a new contract is expected to be award. The awarded option period pricing has already been determined as fair and reasonable at the time of contract award. It would not be in the best interest of the Government to re-solicit this requirement for only four (4) months as that would result in increased costs and create the potential for a disruption in services. Therefore, the only source capable of providing these services at this time is Xerox Coproration.

DETERMINATION THAT THE ANTICIPATED AWARD WILL BE THE BEST

VALUE

A best value determination was made at the time of award. In addition to receiving adequate competition, the Contracting Officer sought price reductions from Xerox and pricing was reviewed to ensure that pricing and terms were in accordance with Xerox’s Multiple Award Schedule (MAS) contract, GS-25F-0062L.

DESCRIPTION OF THE MARKET RESEARCH CONDUCTED

Market research was conducted in accordance with FAR Part 10 to determine the availability of vendors capable of meeting the Government’s requirement. The results of the market research determined that while other companies were capable of providing managed printer services, it was determined to be not cost effective to award a four (4) month task order to another company in lieu of exercising the Option to Extend Services since Xerox would be able to meet the Government’s requirement of providing the required services at a fair and reasonable price without a service disruption.

OTHER FACTS SUPPORTING THE USE OF THE OTHER THAN FULL AND OPEN

COMPETITION

All factors are described under sections IDENTIFICATION OF STATUTORY AUTHORITY and DEMONSTRATION OF THE PROPOSED MANUFACTURER’S UNIQUE QUALIFICATIONS TO PROVIDE THE REQUIRED SUPPLY listed above.

STATEMENTS OF ACTION TO OVERCOME BARRIERS TO COMPETITION

Currently, the STVHCS is conducting a competitive procurement for the next long-term contract.

As stated previously, the current anticipated award date for the new contract is in March 2021.

At this time, Xerox Corporation is currently the only source capable of meeting of meeting the Government’s need by avoiding a disruption in service. However, this Task Order shall expire either on 31 March 2021 or upon notice of the new contract’s begin date, whichever comes first.

CONTRACTING OFFICER CERTIFICATION

The Contracting Officer has determined that the actions taken under this acquisition meet the conditions described in FAR 8.405-6(a)(1)(i)(B). The information contained in this justification is accurate and complete to the best of the Contracting Officer’s knowledge and belief.

Kara Yosten Date Contracting Officer

TECHNICAL/REQUIREMENTS CERTIFICATION

I certify that this supporting data under my cognizance, which form a basis for this justification, are accurate and complete to the best of my knowledge.

Gloria Vega Date Logistics Administrative Officer South Texas VA