Special Notice - Intent to Award Sole Source.doc

Notice of Intent to Award Sole Source

It is the intent of the National Archives and Records Administration (NARA) to enter into a sole source, firm fixed price contract with Galileo Digital, LLC, 17113 Eastwood Avenue, Torrance, CA 90504, to purchase one Lasergraphics Director Motion Picture Film Scanner with workstation, related software, installation, training, support services, extended warranty, and preventative maintenance services.

The proposed contract action will be conducted in accordance with FAR Part 13, Simplified Acquisition Procedures. The NAICS code is 423430, Computer and Computer Peripheral Equipment and Software Merchant Wholesalers. The contract will be for a base year plus two option years. The estimated period of performance for the base year will be August 5, 2024 through August 4, 2025. The anticipated award date is August 4, 2024. The proposed contract action is for equipment and services for which the Government intends to solicit and negotiate with only one source under the authority of FAR 13.106-1(b)(1)(i), Contracting officers may solicit from one source if the contracting officer determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand-name or industrial mobilization).”

Interested persons may identify their interest and capability to respond to the requirement or submit proposals no later than 12:00 p.m. eastern time on July 12, 2024. This notice of intent is not a request for competitive proposals. However, all proposals received after the date of publication of this synopsis and prior to 12:00 p.m. eastern time on July 12, 2024 will be considered by the Government. 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. The Government will not be responsible for any costs incurred in responding to this notice. Direct any questions regarding this announcement in writing to Ms. Cynthia Jones no later than 12:00 p.m. eastern time July 3, 2024.

Points of Contact:

Cynthia Jones, Contract Specialist, cynthia.jones@nara.gov Sheila Drumheller, Contracting Officer, sheila.drumheller@nara.gov Place of performance: National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740.

See Attachment 1 – Performance Work Statement

See Attachment 2 – FAR 13 Sole Source Justification for Commercial Products and Commercial Services

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

FOR

INSTALLATION, TRAINING, SUPPORT SERVICES, AND PREVENTATIVE MAINTENANCE SERVICES FOR MOTION PICTURE FILM SCANNER 1.0

BACKGROUND INFORMATION

1.1 The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience.

1.2 The Motion Picture Preservation Laboratory (RXMM) of Preservation Programs (RX) requires installation, training, support services, and preventative maintenance services for one motion picture film scanner.

2.0

SCOPE

2.1 Delivery 2.1.1 Equipment shall be delivered to NARA between November 15, 2024 through December 15, 2024. This delivery schedule coincides with NARA’s renovation of the lab where the equipment will be installed.

2.2 Installation and Training Services

2.2.1 Installation and training services shall be completed during the same site visit.

2.2.2 Contractor shall be notified by the NARA Contracting Officer’s Representative (COR) when the equipment has been received by NARA.

2.2.3 Contractor shall install the motion picture film scanner, workstation, associated hardware, and software purchased under this contract.

2.2.4 Contractor shall provide onsite training on the motion picture film scanner, workstation, associated hardware, and software purchased under this contract.

2.2.5 Training shall consist of four, two-hour sessions for eight staff members. Training shall take place on two consecutive business days.

2.2.6 Contractor shall coordinate the number of training sessions per day and training times with the NARA COR.

2.2.7 Installation and training services shall be completed within 30 business days after notification that equipment was received.

2.2.8 Training shall be completed within seven business days after completion of scanner installation.

2.2.9 Contractor shall coordinate the installation and training services with the NARA COR.

2.2.10 Installation and training schedule shall be mutually agreed upon by the NARA COR and Contractor.

2.2.11 Outstanding technical questions shall be resolved within 30 business days of installation and training.

2.2.12 Contractor shall provide an operating manual for the motion picture film scanner and software purchased under this contract. Operating manual shall be in hard copy and/or in searchable form via USB Drive.

2.2.13 Contractor shall provide Sensor-to-file signal path block diagram provided in hard copy form or USB Drive.

2.2.14 Contractor shall provide mechanical schematic detailed enough to assist personnel in troubleshooting and modular replacement of parts provided in hard copy form or USB Drive.

2.3 Biennial Preventative Maintenance

2.3.1 Contractor shall provide two onsite preventative maintenance visits during the contract period of performance.

2.3.2 Preventative maintenance shall be performed during the base year of the contract and during Option Year II of the contract.

2.3.3 Contractor shall coordinate preventative maintenance visits with the NARA COR.

2.3.4 Preventative maintenance shall be performed in accordance with the manufacturers’ specifications for the motion picture film scanner covered under this contract.

2.3.5 Preventative maintenance shall include:

· Check all electronic systems

· Check all mechanical systems

· Check calibration of cameras, sensors, and optical sound readers

· Assess film path rollers and tension

· Cleaning

· Replacing parts as needed with spares on hand or those provided by Contractor

· Additional preventative maintenance to ensure equipment is maintained in accordance with the manufacturer's specifications 2.4 Support Service

2.4.1 Contractor shall provide support services. Support services shall include:

1. Email/ phone support Monday-Friday between 10 a.m.- 7 p.m. eastern time

2. Insurance that spare parts are in stock for a period of up to 10 years

3. Advanced exchange of spare parts

4. Software support and upgrades

3.0

PLACE OF PERFORMANCE AND NARA CONTRACTING OFFICER’S REPRESENTATIVE (COR)

3.1

Equipment shall be shipped to and services shall be performed at the following location:

National Archives and Records Administration

Motion Picture Preservation Lab

Attn: TBD 3301 Metzerott Road

College Park, Maryland 20740

Entrance for delivery will be via Metzerott Road.

3.2 The Contracting Officer’s Representative for this contract will be:

Name: TBD Telephone:

Email:

4.0

PERIOD OF PERFORMANCE

4.1 The period of performance will be for one base year plus two option years.

5.0

HOURS OF OPERATION

5.1 Services shall be undertaken during regular business hours, 8:00 a.m. to 6:00 p.m. eastern time, Monday through Friday, excluding Federal holidays, unless mutually agreed upon by the NARA COR and the Contractor.

6.0

TASKS AND DELIVERABLES

6.1 The deliverables are discussed in section 2.0 above.

7.0

MISCELLANEOUS

7.1 Travel expenses will be paid. Travel must be conducted in accordance with Federal Travel Regulations.

7.2 All work shall be completed on a schedule mutually agreed upon by the Contractor and the NARA COR.

ATTACHMENT 2

SOLE SOURCE (INCLUDING BRAND NAME) JUSTIFICATION FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

FAR 13.106-1(b) – Simplified Acquisitions Procedures

National Archives and Records Administration

Office of the Chief Acquisition Officer

8601 Adelphi Road

College Park, MD 20740-6001

Galileo Digital, LLC Lasergraphics Director Motion Picture Film Scanner with related software, Workstations, Installation, Training, Support Services, Extended Warranties, and Preventative Maintenance Technical Requirements Certification:

I hereby certify that this sole source justification for commercial products and commercial services is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge and belief, and that I would not be making this request if it were feasible to fully compete this requirement. I further certify this request is not the result of lack of advanced planning or a desire to expend funds while those funds are still available.

I. IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY,

AND SPECIFIC IDENTIFICATION OF THE DOCUMENT AS A “SOLE

SOURCE JUSTIFICATION FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES.”

See page 1.

II. NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED.

NARA seeks to award a sole source purchase order to Galileo Digital, LLC for the purchase of one Lasergraphics Director Motion Picture Film Scanner with related software, workstation, installation, training, support services, extended warranties, and preventative maintenance. This will be a firm fixed price requirement.

III. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET

THE AGENCY’S NEEDS (INCLUDING THE ESTIMATED VALUE).

Preservation Programs, Motion Picture Preservation Laboratory, has a requirement for one Lasergraphics Director Motion Picture Film Scanner. The Lasergraphics Director scanner meets NARA’s need to conduct full preservation scans of film holdings that could stand in the place of the original film should it deteriorate past the point of photochemical reformatting in the future. The scanner will be used to capture 16mm and 35mm film to create preservation, mezzanine class and reference/online file deliverables for public access. The requirement also includes related software, workstations, installation, training, support services, extended warranties, and preventative maintenance.

The cost estimate is $====

IV. AN IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING

OTHER THAN FULL AND OPEN COMPETITION.

The statutory authority permitting other than full and open competition is the Federal Acquisition Streamlining Act, Public Law 103-355 in conjunction with the Competition in Contracting Act, 41 U.S.C § 3304(a)(1) as implemented by FAR 13.106-1(b)(1)(i), which states “Contracting officers may solicit from one source if the contracting officer determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand-name or industrial mobilization).” The procedures in FAR subpart 13.5 were used in accordance with

41 U.S.C. 1901.

V.

A DEMONSTRATION THAT THE PROPOSED CONTRACTOR’S UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES USE OF THE AUTHORITY CITED.

There are only three preservation level scanners on the market worldwide. The DFT Polar HQ, the Lasergraphics Director, and the MWA Spinner. The DFT Polar runs on a Linux based system which we have been advised not to purchase by Information Services because of NARA’s strong preference for Windows based systems and because there’s no onsite support/ knowledge for Linux. The loading requirement for floors in the space the scanner will reside will also not support the weight of the Polar at ~900 lbs. We can not consider the MWA Spinner based on past experience with the contractor being unable to meet our requirements and subsequently having to terminate the contract. Lasergraphics, Inc. is the manufacturer of the only motion picture film scanner that can meet the salient characteristics for this requirement.

Galileo Digital, LLC is the exclusive global distributor for Lasergraphics, Inc. Galileo Digital is the only contractor that can provide the Lasergraphics Director, installation, training, support services, extended warranties, and preventative maintenance for this requirement.

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.

An Intent to Award Sole Source will be posted on SAM.gov for 15 days.

VII.

A DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE.

The Contracting Officer has determined the anticipated cost will be fair and reasonable. Prices from quotations from a previous solicitation for similar requirements will be used to determine if the price is fair and reasonable. There are no other contractors that can provide motion picture film scanners that meet the salient characteristics for this requirement.

VIII.

A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED (SEE PART 10) AND THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED.

Market research was conducted via web-search and communication with the three manufacturers that sell motion picture film scanners. Galileo Digital, LLC is the only contractor that can provide the Lasergraphics Director motion picture film scanner. Lasergraphics has the only motion picture film scanner on the market that can meet the salient characteristics for this requirement.

IX.

ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION.

N/A

X.

A LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN WRITING, AN INTEREST IN THE ACQUISITION.

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.

NARA will continue to monitor the market to determine if other products become available that can fulfill our requirements.

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.