LSJ Voicemail Warranty OP_Redacted 29 July.pdf

Limited Sources Justification and Approval (J&A)

March 2018 Page 1 of 4

Contracting Activity: 21 CONS/PKB

Purchase Request / Local ID Number: TBD

Program / Project (and PE, if applicable): Voicemail Warranty OP

Program Type (PEO or Other Contracting): Other Contacting

Authority: Multiple Award Schedule Program (FAR 8.405-6)

Estimated Contract Cost (including options):

Is this a Bridge Action as defined in the AF Bridge Action Reduction Plan? Yes No

Description of Limitation:

The existing Communications Message Manager media server installed at Peterson AFB is an Avaya brand product. Only Avaya and it's authorized partner resellers can renew licenses and provide the warranty maintenance/technical support required. It is more advantageous to the Government to renew the licenses and maintenance/tecnical support at an estimated cost of over five years than to install a new media server at an estimated cost of more than for the same period of performance.

COORDINATION (AFFARS 5306.304(a) )

Date

6/23/20

Project Lead / Program Mgr / Requiring Activity

Signature

Date

23 Jun 2020

Contracting Officer

Sheri Burks, Contracting Officer

21 CONS/PKB / 719 556 4789

Signature

Date

25 Jun 2020

Competition Advocate

APPROVAL (AFFARS 5306.304(a) )

Date

26 Jun 2020

Contracting Officer

Sheri Burks, Contracting Officer

21 CONS/PKB / 719 556 4789

March 2018 Page 2 of 4

I. Contracting Activity.

21st Contracting Squadron, PKB Sheri Burks, Contracting Officer

21 CONS/PKB / 719 556 4789

Is submitting a Limited Sources Justification for the procurement of Avaya name-brand licenses and maintenance/technical support.

II. Nature and/or description of the action being processed.

The 21st Communications Squadron requires renewed licensing and warranty maintenance/technical support for an existing Avaya brand Communications Messaging Manager (CMM) media server.

The Government intends to solicit for a Firm-Fixed-Price Delivery Order from a General Services Administration (GSA) Schedule 70, to include a base year and four (4) option years The Government also intends to set-aside this acquisition for small business.

III. Description of supplies/services required to meet agency needs.

The Government requires annual renewal of 12,000 existing licenses at an estimated each, and 12 months of maintenance/technical support for the Communications Messaging Manager (CMM) media server at an estimated cost of

, and expects the inclusion of four options years for a total period of performance from 29 July 2020 to 28 July 2025.

The total estimated cost of this acquisition is

IAW the Statement of work (Attachment 1: SOW), the maintenance/technical support includes remote support, when applicable, for the installation of software, firmware, and hardware, as well as remote Support Desk services for end user questions and trouble reporting. In person maintenance will be conducted at Bldg 1038 on Peterson AFB.

The contractor will ensure that all updates are in line with Defense Information Systems Agency (DISA) Joint Interoperability Test Certification (JITC), and provide new DISA JITC information as available.

The contractor will ensure availability of on-site response to Bldg 1038 as needed 24 hours a day, 7 days a week, 365 days a year when remote services and maintenance are not possible.

IV. Identification of the justification/rationale for limiting sources and demonstration of the contractor's unique qualifications to provide the required supply/service.

The rationale for limiting sources is consistent with FAR 8.405-6(b)(1): Brand name specifications shall not be used unless the particular brand name, product, or feature is essential to the Government’s requirements, and market research indicates other companies’ similar products, or products lacking the particular feature, do not meet, or cannot be modified to meet, the agency’s needs.

The Peterson AFB Communications Squadron is currently running an Avaya voice mail environment comprised of only Avaya components. Due to the unique and highly specialized nature of the equipment, and proprietary nature of Information Technology, licensing, warranty, and maintenance/technical support (to include software updates specific to Avaya software) from another manufacturer would not meet the Governments requirements. Furthermore, Avaya requires only itself or authorized partner resellers the ability and training to carry out the necessary technical support and provide licensing for its products.

The servers are in compliance with Defense Information Systems Agency (DISA) Joint Interoperability Test Certification (JITC).

Also, on-site technicians receive training in Technical School and Air Education and Training Command (AETC) for Avaya products.

March 2018 Page 3 of 4

V. Determination by the ordering activity Contracting Officer that the order represents the best value consistent with

FAR 8.404(d).

FAR 8.404 states, "Supplies offered on the schedule are listed at fixed prices, GSA has already determined the prices of supplies and fixed-price services, and rates for services offered at hourly rates, under schedule contracts to be fair and reasonable. Therefore, ordering activities are not required to make a separate determination of fair and reasonable pricing, except for a price evaluation as required by 8.405-1. By placing an order against a schedule contract using the procedures in 8.405, the ordering activity has concluded that the order represents the best value."

VI. Description of the market research conducted and the results, or explain why market research was not conducted.

A search was conducted to see whether these products were able to be sourced from mandatory government sources IAW FAR part 8.002. GSA defines Personal Property as "tangible items ranging from common products, such as office equipment and furniture, to specialized apparatuses, including scientific devices and heavy machinery". While the current requirement is considered a product, it does not meet the definition of Personal Property from GSA and is not tracked or available as a surplus item in GSAXcess. These products are also not wholesale stock items available through GSA, DLA, or the VA.

Neither Federal Prison Industries nor AbilityOne offer IT licensing, help desk support, or maintenance for Avaya products.

This requirement is for software/technical support and is subject to AFMAN 17-1203 Para 3.2.1. requiring all Air Force software to be procured using applicable buying programs.

Market Research indicated that there were no Air Force Enterprise License Agreements (ELA), Department of Defense (DoD) Joint Enterprise License Agreements, or DoD Enterprise Software Initiative Blanket Purchase Agreements in place to procure the necessary software licenses or support.

An initial review of GSA and NASA SEWP, the next identified required buying programs, indicated that Avaya, the manufacturer of the CMM-FM server and software, is a GSA MAS Contract holder (Contract number GS-35F-0156V). While a search of the product numbers did not turn up additional resources on GSA capable of providing the required products, the Avaya contract identifies numerous authorized resellers and partners capable of providing such products. Many of the authorized resellers hold contracts in both GSA and NASA SEWP.

A sources sought was conducted to identify whether interested vendors of the software licenses and support could be better obtained through GSA or NASA SEWP. The sources sought was posted on both sites on 15 June 2020 and closed on 19 June 2020 at 10:00am MDT. The NAICS code 334210 - Telephone Apparatus Manufacturing was carried over from the previous award and used in reference to the sources sought on GSA. However, NASA SEWP limits the NAICS for all of it's contracts to two codes, the most appropriate for this acquisition being 541519 - Other Computer Related Services. This NAICS code was used in reference to the sources sought posted on NASA SEWP.

As a result of the sources sought, the Government received two responses from GSA and one from NASA SEWP. A review of

, the vendor who responded through NASA SEWP, reveals the organization is also a GSA MAS contract holder and is registered in SAM as a small business under NAICS code 334210 - Telephone Apparatus Manufacturing, suggesting the best approach will be to solicit on GSA.

None of the vendors who responded identified the product numbers 256115 and 239935 on their current price lists or catalogs. The two vendors who responded through GSA indicated that they were authorized to utilize Avaya's Schedule 70 contract to fulfill their orders and intended to do so.

VII. Other facts supporting the justification.

Changing equipment platforms would create additional costs in training, life-cycle costs, and slower recovery times as technicians will not be familiar with external component troubleshooting. The use of other types of voice mail platforms

March 2018 Page 4 of 4 would require replacement of the entire existing infrastructure to ensure functionality at an estimated cost greater than for equipment, licenses, warranty and software/support not inclusive of training costs associated with a new voice mail platform. Additionally, migration of voice mail accounts and/ or creation of a new voice mail accounts on the new system would cost an additional

VIII. 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.

21 CS is continually evaluating the latest technology and technical refresh assessments of 21 CS is continually evaluating the latest technology and technical refresh assessments of systems are conducted at least annually. A technical refresh means that the market is evaluated for the best equipment to replace the old. Future requirements are met leveraging Department of Defense (DoD) mandates, emerging technological standards, and the most applicable solutions and capabilities that support 21 CS mission needs. 21 CS will keep monitoring trends and developments in this area, and will research new applications and consider replacement of the existing systems as newer technologies come available.

IX. Certification by the Contracting Officer.

As evidenced by my signature above, I have determined this document to be both accurate and complete to the best of my knowledge and belief.

X. Certification by the technical/requirements personnel.

As evidenced by my (our) signature(s) above, I (we) certify that any supporting data contained herein, which is my (our) responsibility, is both accurate and complete.