P03 - FAR 13 Single Source Memo.pdf

MEMORANDUM FOR RECORD MAY 28, 2025

SINGLE SOURCE JUSTIFICATION

Upon the basis of the following justification, the Contracting Officer has determined the proposed action is for an amount not to exceed the simplified acquisition threshold and the circumstances of the contract action deem only one source capable of meeting the Government’s requirement for Mail Meter and Mail Inserter Equipment.

1. Description of the Supply or Service: The Government has a requirement at the

Muskogee VBA Regional Office for a mail equipment system to include all labor and equipment to lease, operate and maintain a mail meter machine and a letter inserter machine.

2. Background: Historically, the VBA has utilized the SAC’s Electronic Mail Management (EMM) IDIQ for these types of requirements. The Muskogee RO recently awarded task order 36C10E24N0028 written against EMM IDIQ 36C10X19D0020 for this exact requirement. Task Order 36C10E24N0028 was awarded 03/20/2024, with a Base POP of 04/01/2024-03/31/2025, with four option years. Muskogee planed on exercising option period 1, with a POP of 04/01/2025- 03/31/2026. The Contracting Officer, who managed the task order, sent Pitney Bowes the government’s notice of intent to exercise option year 1. All option year 1 documents were created in eCMS to award option year 1. Unfortunately, Muskogee RO’s funding did not make it through the system in time to exercise the option, and the task order expired. Muskogee explained that the IPR was stuck in iFAMS with a batch of CR funded IPRs. It never processed through the system. The Muskogee RO still has a need for this mail room equipment. The mail room equipment is still located at the Muskogee RO. A loss of this equipment would create a critical work stoppage at the Regional Office. Due to the need still existing and the intent of the Government was clear that it did intend to exercise the option year, it has been determined to award a single source purchase order to Pitney Bowes to continue the lease of the same required mail room equipment. The EMM IDIQ’s last date to order was 09/29/2024. So, a follow-on task will not be able to be written against 36C10X19D0020. So, a purchase order will be awarded as a single source under the authority of FAR 13.106-1(b).

3. Dollar Amount: The estimated total purchase price for this acquisition’s base year (05/15/25 – 03/31/26) is $17,049.28. There will be three option years that follow the same POP as 36C10D24N0028, OY1 - 04/01/26—03/31/27; OY2 -04/01/27 - -3/31/28;

and OY3 – 04/01/2028 – 03/31/2029. Each option year will be priced the same as 36C10D245N0028, $19,484.88. The estimated total purchase price for this acquisition’s base and all option years is $75,503.92. Appropriated funds will be used to obligate this requirement via IPR F36B351-25-0000022.

4. Authority Cited: FAR 13.106-1(b), “Soliciting from a single source.”

5. Reason for Authority Cited: In accordance with FAR 13.106-1(b)(1)(i), the

Contracting Officer has determined that only one vendor is capable of providing the mail room equipment as required at the level of quality required because it is the only known product that performs the functions required.

6. Market Research: Per VA Handbook 6340 dated June 21, 2021, Section 4c.

Enterprise Mail Management Acquisition, the Enterprise Mail Management (EMM) IDIQ contract had to be used when new mail facility equipment is needed. This just recently ended when the EMM IDIQ expired at the end of 2024.

7. Fair and Reasonable Price: The price of $19,484.88 total per year for both the Pitney Bowes SendPro MailCenter Mail Machine and the Pitney Bowes Relay 7000 Folder inserter is determined to fair and reasonable when compared to previously awarded task orders written against EMM IDIQ 36C10X19D0020. This is the same pricing that was determined fair and reasonable on task order 36C10E24N0028.

8. Conclusion. Based upon the above findings, I determined the proposed action is justified under FAR 13.106-1(b) and is in the best interest of the Government, with all circumstances listed above in consideration. Pursuant to the FAR 5.102(a)(6), as directed by the FAR 13.106- 1(b)(3), the sole source justification will be posted in accordance with FAR 6.305 after award at the Government Point of Entry (GPE) via SAM Contract Opportunities.

9.

APPROVED BY:

EDWARD D. BRADFORD, CONTINENTAL DISTRICT CONTRACTING TEAM

Contracting Officer

SINGLE SOURCE JUSTIFICATION