Sole_Source-Brand_Name_Justification_-_Saudi_-_Hitachi.pdf

JUSTIFICATION FOR SOLE SOURCE/BRAND NAME

FROM: Code:

TO: Contracts Department, Code 02

REFERENCE: Purchase Requisition # Date:

DESIGNATED VENDOR:

The Contracts Administrator/Specialist who approves this requisition for purchase is responsible and accountable for justifying a sole source (SS) or brand name (BN) purchase. In order to evaluate the purchase request, additional information is needed. Please give detailed replies to the questions below.

Please return this form promptly, as no action will be taken until the requested information is received.

This form will become a part of the permanent record for this purchase.

Brief description of product(s)/services(s). Itemize on separate sheet if necessary:

Technical specifications are attached: Yes or No

Indicate the type of justification needed:

BN: Only the requested brand is acceptable. Quotes HAVE NOT been solicited from distributors of the specific brand. (Complete BN section only)

SS: The product/service is only available from one company. Attach documents, which support the availability from one (1) company (i.e. letter from manufacturer, list of other companies solicited who could not meet requirements). (Complete SS section only)

Please provide specific responses to each of the following points (attach a separate sheet if necessary). For assistance, contact the respective Contract Specialist Lead or Contracts Department Branch Supervisor supporting your department.

Have you discussed your need with anyone in Contracts prior to submitting this requisition?

Yes No If yes, whom?

Rev 3/31/16 mailto:vanessa.labyzon@navy.mil raushanah.pendleton Typewritten Text raushanah.pendleton Typewritten Text

BRAND NAME (If this requirement is BN, complete sections 1&2 only. If SS, skip BN sections 1 & 2.)

1. If a particular brand is required, name it and cite the qualities/features that make purchase of this brand necessary and the company specified.

2. Name the other brands investigated and cite the reasons why they are not acceptable. The material/service must be compatible in all aspects (form, fit and function) with existing systems presently installed. Describe the equipment you have now and how the new material/service must coordinate, connect, or interface with the existing system.

SOLE SOURCE (If this requirement is SS, complete sections1, 2, 3, 4 & 5. Skip BN section 1 & 2.)

1. Restricted to the following source:

2. Provide information for original equipment manufacturers and distributers via dealers as follows.

MANUFACTURER:

Name:

Rep/POC:

Address:

Phone #:

DEALER:

Name:

Rep/POC:

Address:

Phone #:

3. A patent, copyright, or proprietary data limits competition. The proprietary data is:

4. These are “direct replacements” parts/components for existing equipment. Identify and briefly describe the existing equipment below:

5. Provide additional information to support a sole-source buy:

Certification: The undersigned acknowledges the requirement will not be solicited as full and open competition, therefore the established criteria is justification for sole source/brand name purchase. As the authorized signer, I certify to the validity of the technical information and have verified efforts to review comparable products/services as documented in this justification. This information meets the criteria for sole source/brand name and would withstand supplier protest and any subsequent audits.

Signature Date (Technical POC or Branch Manager)

GENERAL INFORMATION

The Contracts Department must ensure price fairness and reasonableness by documenting the due diligence process. This can only be appropriately documented when full and open competition is used.

In the absence of full and open competition, the Sole Source/Brand Name Justification form must be completed and signed, and may be subject to audit. The following are not appropriate causes to warrant sole source/brand name justification:

• Personal preference for a product or vendor.

• Cost, vendor performance, local service, maintenance and delivery (factors evaluated in full and open competition).

• Features that exceed the minimum department/project requirements.

• Need and use for the equipment, unless this information relates to unique factors.

• Requests for sole source, which appear to be based on the departments/projects evaluation of informal quotes. If more than one company is able to provide a quote based on specifications, the purchase does not fit the definition of sole source.

FOR CONTRACTS ADMINISTRATOR'S/SPECIALIST'S USE

1. If the above does not apply, explain the reason for selection, naming companies and individuals contacted, prices quoted, and reasons for rejection.

2. Agree Yes No If no, why?

Disposition

Purchase as requested Obtain quotations Prepare RFQ Covered by contract or price agreement Inadequate Justification (return to originator for more information)

Date Signature Contracts Administrator/Specialist

Signature Date Contracting Officer

Hitachi is currently used in multiple already deployed systems and has prove its reliability in various environments and situations.

Text8: The tactical area safety surveillance system (TASSS) is a tested and certified system. All components of the TASSS system, including the Hitachi HD cameras, have been through a rigorous testing procedure and has been deployed on various ranges. Other cameras have been tested only to find that Hitachi is what works best with our customer's requirements.

If a different brand named camera is selected, these are a few tasks that need to be completed, costing the government more money in time and labor.

- Testing: Each new product must be tested then integrated into the TASSS system before deployment. And since we build the TASSS system only when it's ordered, we don't store complete systems in-house. We would have to buy more unnecessary components to properly test a new camera. (At least 45-60 days, not including procurement)

- Documentation: We would need to write new test procedures, new maintenance processes, and new system diagrams to properly document a new camera. (60-90 days)

- Spares: Since we have so many already deployed units, getting the same brand name would allow for easy replacements.