REDACTED_SIGNED_J A_12182012.pdf

6.302.1 Bod 6.304 as well as NARA 50 I

and open competition.

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

I

FAR 6.302·1 Only One Responsible Source and No Other Supplies or Services Will ! Satisfy Agency Requirements 141 U.S.C. 2. )(1») , .l~v'·1 (c~<, I ) National Archives and Records Administration

NationaI Personnel Records Cenler

I Archive. DrIve

St Louis. MO 63138

PERMALlFE Bond Paper

Technical Requirements Certification:

I hereby certify that this justification for other than full and open compelitilln ill made in good faith. that the J supporting data and information are nccurate and complete 10 the best of my knowledge an4 belief, and thaI I would not be making this request if it were feasible to funy compete this t,equircment. I further certify this request is not the result of lack of advanced

,,"''' _hU, tho_ ,.". "~_" • du;~ 10

Contracting Officer Concurrence:

u~tlifjcaticm IlI1d conclude it meets 1111 FAR requirements . ..,..

Dale

Genera! CQunsel Concurrence:

ustificati<m lind consider it legally sufficient .

Legal Counsel'

Dale

C.oJlUl.Il~jtiQn A~vQ!;atj: Approval:

I hereby approve this

I. IDENTIFICATION OF THE AGENCY AND THE CONTRACTING

ACTIVITY, AND SPECIFIC IDENTIFICATION OF THE DOCUMENT

AS A "JUSTIFICATION FOR OTHER THAN FULL AND OPEN

COMPETITION"

See Page 1

II. NATURE AND/OR DESCRIPTION OF THE ACTION BEING

APPROVED

The conservation/preservation program at NPRC Saint Louis requires copies to be made of records for permanent retention. This requires paper confirming to the following archival standards:

• pH of 8.5 or higher

• 3% calcium carbonate buffer

• Lignin- and sulfer-free

• 25% cotton, 75% pure cellulose

• bond weight: 20#

Archival Programs is proposing to purchase an adequate supply of two sizes of this paper, legal and standard.

III. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO

MEET THE AGENCY'S NEEDS (INCLUDING THE ESTIMATED

VALUE)

The only known product to conform to this specification is the product PermaLife. Other brands claim acid or Lignin free; however no other product meets all the specifications of the Permalife paper as well as providing a data sheet from the manufacturer authenticating the specification of the paper. The Preservation Program Manager, Marta O'Neill, indicates that it is commonplace for vendors to promote paper as acid-free;

however, this does not meet 100% ofNPRC archival requirements.

Independent Government Cost estimate (IGCE)

Item iPermalife Bond

Qty 13000

Unit~rice

I 2 Total

I 8 1i by 11

I Permalife Bond I

1000 - 7 L 8 1i by 14 1

Shipping Total

$ I •

*Shipping $ Total .$3 ] nO*The program asked for 1i lmmedIately and then a 2 shlpment m 6 months.

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IV. AN IDENTIFICATION OF THE STATUTORY AUTHORITY

PERMITTING OTHER THAN FULL AND OPEN COMPETITION

:330 '+ (QI..)(1 )

41 U.S.C. 253(0) EiJ "Only One Responsible Source" as implemented by FAR 6.302-1

V. A DEMONSTRATION THAT THE PROPOSED CONTRACTOR'S

UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQmSITION REQmRES USE OF THE AUTHORITY CITED

This acquisition meets the authority of FAR 6.302-1 which states that this authority may be used "when the supplies or services required by the agency are available from only one responsible source, or•... from only one or a limited number of responsible sources, and no other type of supplies or services will satisfy agency requirements, full and open competition need not be provided for.!!

See above II.

VI. A DESCRIPTION OF EFFORTS MADE TO ENSURE THAT OFFERS

ARE SOLICITED FROM AS MANY POTENTIAL SOURCES AS IS

PRACTICABLE, INCLUDING WHETHER A NOTICE WAS OR WILL

BE PUBLICIZED AS REQUIRED BY SUBPART 5.2 AND, IF NOT,

WHICH EXCEPTION UNDER 5.202 APPLIES.

This will be published on FEDBIZOPS IA W FAR 5.202.

VII. A DETERMINATION BY THE CONTRACTING OFFICER THAT THE

ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND

REASONABLE

Research 11/28/2012 and a review of the past 2 purchases for this item show research was conducted on GSA Advantage and revealed no products available on FSS with the exact attributes required by the end-user, Archival Programs.

Additional research was conducted for this procurement (circa November 2012) via internet search and revealed three companies could provide the Permalife product with exact specifications required. The pricing below shows the comparable prices for this product. The Independent Government Cost Estimate (lGCE) was derived from the last purchase prices ofthese products June 2011 with a" mark-up for inflation plus shipping.

Table below shows recent pricing from 3 potential vendors based on market research and the I GCE.

Rev) 1292012

Permalife Packs

Estimated total

Price reasonableness will be indicated by a comparison using price analysis from the last purchase in June 2011 with alpercent markMup for inflation. The lowest price quote received will be compared to three (3) vendors informal quotes shown above as part of market research for the same product.

It is expected at least 3 quotes will be received so price reasonableness will be further verified by selection of the LPT A of 3 vendor's quotes.

VIII. A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED AND

THE RESULTS OR A STATEMENT OF THE REASON MARKET

RESEARCH WAS NOT CONDUCTED

The last purchase of Permalife paper was an Open Market Sole Source buy in June 2011. In May 2010, the requirement was posted to eBuy. Only Open Market quotes were submitted by vendors. Based on market research on 11/28/2012 it was determined that (l) there is no expectation of FSS quotes and (2) marketplace vendors to be able to provide date sheets showing 3% calcium carbonate buffering and Lignin free in a "equal" product..

The contracting specialist conducted market research and determined the following for this buy. Permalife is not available through an FSS vendor.

Tenured NPRC preservation specialists state that to date, no other product has all the specifications of the Permalife product; specifically, the 3% calcium carbonate buffering and Lignin freerequired for archival documents. Products professing to be acid free are not adequate substitutes.

Thus this is a Sole Source procurement and will be an Open Market buy using a Brand Name Specification.

Market research reveals the following firms sell the Permalife product. Each of them is categorized as small businesses and is listed in CCR:

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IX. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL

AND OPEN COMPETITION

None

X. A LISTING OF THE SOURCES, IF ANY, THAT

WRITING, AN INTEREST IN THE ACQUISITION

EXPRESSED, IN

N/A

XI. A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE

TO REMOVE OR OVERCOME ANY BARRIERS TO COMPETITION

BEFORE ANY SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR

SERVICES REQUIRED

Preservation officers and specialists keep up with changes in the archival and preservation industries and maintain vigilance for changes in the research and academic communities that affect NARA's mission. They continue to follow trade journals and trade journal advertisements on a regular basis and are confident that any vendor accomplishing a breakthrough in product development would broadcast this infonnation to the Archival community through these media.

XII. CONTRACTING OFFICER CERTIFICATION THAT THE

JUSTIFICATION IS ACCURATE AND COMPLETE TO THE BEST OF

THE CONTRACTING OFFICER'S KNOWLEDGE AND BELIEF

See Page 1.

Rev I 1292012