Procom_Corporation_(NAAJL180-15-00669).pdf

Sole Source Justification: Procom Corporation

NOAA’s Office of the Chief Administrative Officer (OCAO) Facilities Operations Division (FOD) Building Management Branch for the National Capital Region (NCR), located in Silver Spring, MD intend to purchase 197 Motorola XPR 7550 portable radios (including the programming of those radios), the reprogramming of 104 existing Motorola XPR 6550 radios from analog to digital operation, and four hours of technician labor to reprogram existing radio infrastructure (repeater, antennas) for digital operation from Procom Corporation located in Jessup, MD in order to further expand and upgrade their existing radio system.

Procom Corporation has been identified as the only source that can provide the continued upgrade of the NCR’s radio system expansion. Under FAR 13.106-1(b)(1)(i), Soliciting from a Single Source, the Government can deem that only 1 source is reasonably available for this requirement. Please see below for the justification.

Initial Phase/Migration Towards Digital: Procom Corporation designed, engineered, and installed the initial phase of the radio system at the Silver Spring Metro Center (SSMC) as well as the Suitland facility. The initial phase was designed with the expansion of the radio system in mind. As the SSMC migrates towards a completely digital radio system to expand their capabilities, coverage, and capacity, it is imperative that they implement upgrades in a way that will not disrupt the current analog radio system. For that reason, Procom Corporation installed the system in such a way that OCAO can easily expand the infrastructure without having to redo any of the previously installed repeaters, antenna system, amplifiers, etc. at both the SSMC campus and Suitland locations. With the intimate knowledge of NOAA operations that Procom Corporation currently has, and keeping in mind what NOAA ultimately wants in terms of a radio system, Procom Corporation is in the best position to fulfill NOAA's requirements.

Radio Programming: Programming SSMC radios requires having the programming templates for the radios themselves. Procom Corporation has spent considerable time in conjunction with NOAA personnel to set up the various talk groups in a way that is most beneficial to NOAA. This requirement is further amplified by the fact that currently SSMC radios are operating in both analog and digital modes until the migration to digital is completed. Procom Corporation offers services that will not disrupt the ongoing digital migration.

System Design: Procom Corporation has spent considerable time testing and designing the radio system for NOAA. This has been completed at no cost to NOAA.

Sales Support and Service: Procom Corporation has spent considerable time training NOAA personnel, even spending a half day to train the various Line/Staff Offices within NOAA on the proper use and operation of the radio system. Procom Corporation has also spent countless hours reprogramming radios when new talk groups were added, usually at no charge to NOAA. This sales support and service will continue to be vital during the migration to a fully digital radio system.

Procom Corporation has already designed, engineered, and installed the radio system at 2 separate NCR facilities. Additionally, Procom Corporation has all of the programming templates for the 150 plus radios that NOAA currently has. For another vendor to be able to complete this requirement they would have to obtain the radio templates from Procom Corporation. However, Procom Corporation does not make their templates available to other vendors due to the time, energy, and investment already expended on creating them. All 197 of the new radios have to be programmed and put onto NCR’s already existing system. Procom Corporation is the only vendor who can provide these items for the NCR due to the ownership of the radio template configurations. The radio templates, the entire design of the corresponding code, and the software are all proprietary to Procom Corporation.

The NCR is migrating to a completely digital radio system to expand their capabilities, coverage, and capacity. It is imperative that the expansion is implemented in a way that will not disrupt the NCR’s current analog radio system. For those reasons, the design, engineering, and installation of the upgrades are best accomplished by the original vendor. This would guarantee that only one vendor is responsible for the maintenance and compatibility of the entire radio system. As the installer of the existing radio system, Procom Corporation is already apprised of the work necessary for system expansion. If the system fails, it's not viable to have two conflicting contractors attempting to fix one system with interrelated components. The risk to the Government would be a failed system causing equipment failure and loss of vital communication with no single vendor being held accountable or responsible. There will be many potential maintenance issues with the radio system if it is completed by a vendor other than Procom Corporation. Another vendor could complicate the system’s overall functionality, especially if the vendor didn’t agree with how the initial system and its related parts were installed. A situation such as this would cause downtime which is unacceptable for the NCR’s growing communication needs. To change vendors puts the Government at a risk that does not warrant any benefit procured. Furthermore, Procom Corporation is uniquely poised to expand the existing system to complete the next phase of upgrades. It is in the best interest of the Government to award the next phase of radio system upgrades to its original awardee (Procom Corporation), and thereby ensure the continued expansion of the NCR’s emergency planning program. As a result, Procom Corporation is the only responsible source for this requirement, and is uniquely qualified to provide the equipment and services required to complete this project.

The required equipment and services are as follows:

197 Motorola XPR 7550 portable radios: UHF, SUC, Color Display, GPS, Keypad, 403-450 MHz

Stubby, 4W, 1000 CH, 2200 mAh Li-Ion Battery, 110VAC, USA Programming for 197 Motorola XPR 7550 portable radios: Programming, Radio, Tier 1

Portable/Mobile, Conventional, Non-Encrypted, Customized to NOAA FCC Licensed Frequencies Reprogramming for 104 Motorola 6550 portable radios in order to switch to fully digital service:

Programming, Radio, Tier 1 Portable/Mobile, Conventional, Non-Encrypted, Customized to NOAA FCC Licensed Frequencies

RF System Service Technician to reprogram existing infrastructure for fully digital service: Four Hours

The risk for the Government to allow another vendor other than Procom Corporation to purchase 197 Motorola XPR 7550 portable radios (including the programming), the reprogramming of 104 existing Motorola XPR 6550 radios from analog to digital operation, and four hours of technician labor to reprogram existing radio infrastructure (repeater, antennas) for digital operation is too great. Programming will be an even larger requirement during the migration process since the radios will be operating in both analog and digital modes. Procom Corporation has all of the programming templates which are not available to other vendors. Procom Corporation is the vendor that represents the lowest risk to the Government to provide the needed equipment and services.

Procom Corporation also provides the highest success rate of completing this requirement. Procom Corporation is the only source that can reasonably provide the needed purchase of 197 Motorola XPR 7550 portable radios (including the programming), the reprogramming of 104 existing Motorola XPR 6550 radios from analog to digital operation, and four hours of technician labor to reprogram existing radio infrastructure (repeater, antennas) for digital operation in order to complete this task due to the circumstances of the initial phases of design, engineering, and installation.

NOAA is currently utilizing Motorola PR 400 and Motorola XPR 6550 portable radios at the Silver Spring Metro Center (SSMC) Campus and throughout the National Capital Region (NCR). Signal repeaters, the antenna system, amplifiers, etc. that are already in place are designed specifically to support the existing Motorola infrastructure. Only Motorola equipment is compatible with the current SSMC Campus portable radio infrastructure, and to recreate current capabilities using different equipment would be prohibitively expensive. These portable radios and associated infrastructure are essential to NOAA’s emergency preparedness requirements at the SSMC Campus.

If the SSMC Campus were to switch brands of system equipment and portable radios now, the cost to replicate the current level of service would exceed the dollar value already spent. Further, continuing to utilize Motorola equipment allows for consistency across NOAA facilities in the NCR, and ensures known functionality with existing radio infrastructure including truncating repeaters, radio programming, system architecture design and planning, and portable radio service/support.

The intended procurement is for the purchase of 197 Motorola XPR 7550 portable radios (including the programming), the reprogramming of 104 existing Motorola XPR 6550 radios from analog to digital operation, and four hours of technician labor to reprogram existing radio infrastructure (repeater, antennas) for digital operation which the Government intends to acquire under the guidelines of FAR Part 13, Simplified Acquisition Procedures. The Government intends to solicit and negotiate with the only known source (Procom Corporation) under the authority of FAR 13.106- 1(b)(1)(i). However, all proposals received prior to the close of this notice will be considered by the Government. This is not a request for proposals and there is no solicitation available at this time.

The Government reserves the right to solicit bids based on the receipt of affirmative responses to this notice or issue a purchase order to Procom Corporation, whichever is determined to be more advantageous to the Government without further notice. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. In order to be considered, firms must furnish detailed information concerning their capability to purchase 197 Motorola XPR 7550 portable radios (including the programming), the reprogramming of 104 existing Motorola XPR 6550 radios from analog to digital operation, and four hours of technician labor to reprogram existing radio infrastructure (repeater, antennas) for digital operation that are compatible with the NCR’s existing radio system. Interested firms should submit its name, address, point of contact, telephone number, and a brief statement regarding its capability to provide the specified supplies and services that provide the same fit, form and function as the items specified above. Any responses that provide for supplies and services other than those specified must be accompanied by descriptive literature and show it meets the same form, fit and function. Also include the name, telephone number, and point of contact for businesses or other Government agencies to which it has previously provided these supplies and services.

Offerors may send their proposal via email to kevin.j.buum@noaa.gov The NAICS code for this requirement is 334220. All responsible sources may submit a quote which will be considered by the Agency. All contractors doing business with this Contracting Office (Eastern Region Acquisition - Kansas City Division) must be registered with the System for Award Management (SAM) website.

Vendors can register with SAM at the following website https://www.sam.gov/ mailto:kevin.j.buum@noaa.gov https://www.sam.gov/