P03 - JnA Brand Name - Avid Media Composer Upgrades_.pdf

Simplified Acquisition Procedures: Soliciting from a Single Source Justification for SAP under the SAT

DEPARTMENT OF VETERANS AFFAIRS

Justification for Brand Name Only IAW FAR 13.106-1 For

Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K)

Acquisition Plan Action ID:_ 36C776-24-AP-0398_

1. Contracting Activity: Department of Veterans Affairs Program Contracting Activity

Central, Independence, Ohio

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount:

The VHA Institute of Learning, Education, and Development (ILEAD) Production and Delivery Division maintains an Avid Media Central non-linear video editing system located at the video facility in St. Louis, Missouri.The Avid system includes six Media Composer workstations, Production Management, Media Asset Management, and Nexis shared storage.

ILEAD intends to purchase and install four new HP Z8 G5 Avid Media Composer workstations to replace four existing Avid workstations. All Media Composer workstation hardware and software configurations must be vetted and approved by Avid for use with the VA-owned Media Central system. The VA will transfer the Media Composer software licenses from the existing workstations to these new workstations.

Table 1: List of items

CLIN Component Sub-Clin BRAND

NAME

Timeline QUAN UNIT

0001 HP Z8 G5

Workstation

Dual Xeon 6442Y 2.6GHz- 4.0GHz/24 Core CPUs

OR

EQUAL

180 days

ARO

4 EA

0001 HP Z8 G5

Workstation

64GB (4x16GB) DDR5-4800 RAM (Upgrade)

OR

EQUAL

180 days

ARO

4 EA

0001 HP Z8 G5

Workstation

1TB SSD PCIe M.2 OR

EQUAL

180 days

ARO

4 EA

0001 HP Z8 G5

Workstation

RTX A5000 24GB Video OR

EQUAL

180 days

ARO

4 EA

0001 HP Z8 G5

Workstation

Thunderbolt-4 DP PCIe OR

EQUAL

180 days

ARO

4 EA

0001 HP Z8 G5

Workstation

DVDRW OR

EQUAL

180 days

ARO

4 EA

0001 HP Z8 G5

Workstation

Keyboard OR

EQUAL

180 days

ARO

4 EA

0001 HP Z8 G5

Workstation

Mouse OR

EQUAL

180 days

ARO

4 EA

0001 HP Z8 G5

Workstation

5yr 9x5 Warranty OR

EQUAL

180 days

ARO

4 EA

0001 HP Z8 G5

Workstation

Win 11 Pro DG Win 10 Pro 64bit

OR

EQUAL

180 days

ARO

4 EA

0002 ATTO

FastFrame

N322 LC SFP+ Optical Interface

OR

EQUAL

180 days

ARO

4 EA

0002 ATTO

FastFrame

Dual Channel 10GbE x 8 PCIe

3.0 Network Adapter

OR

EQUAL

180 days

ARO

4 EA

0003 BlackMagic DeckLink Quad 2 Card OR

EQUAL

180 days

ARO

4 EA

0004 Avid Project Administration Fee ONLY 180 days

ARO

1 JB

0005 Avid Avid Professional Service, Remote Commissioning

ONLY 180 days

ARO

4 HR

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used:

The VA’s need is for a brand name (AVID TECHNOLOGY INC) items. AVID TECHNOLOGY INC (or its Authorized Service Technicians) is the only company capable of providing the service listed in line items 0004 and 0005 to support currently owned VA AVID Hardware. Therefore, this procurement must be brand-name only – for line items 0004 and 0005. Line items 0001 thru 0003 can be brand name or equal.

4. Description of market research conducted and results or statement why it was not conducted:

In accordance with FAR Part 10, market research has been conducted for this acquisition. The following techniques were used:

Publishing formal requests for information in appropriate technical or scientific journals or business publications.

First RFI: Ending in 107 Jan 25, 2024: A Request for Information/Sources Sought Notice was published to Contract Opportunities at https://sam.gov/content/home on January 25, 2024, through January 31, 2024; all 217 vendors identified in the VIP search were emailed.

First RFQ:

An RFQ was posted on opportunities on 04/01/2024. This was set to close on 04/09/2024. All of the 217 vendors identified above were notified. This was an SDVOSB set-aside based on the 3 SDVOSB which replied in the affirmative to the first RFI. All items were Brand Name or Equal. Before the end date and time, the RFQ was cancelled because the CO determined that the AVID items should be Brand Name Only. The RFQ was cancelled. One SDVOSB responded before the cancellation, they provided a quote but did not provide letters of authorization from Avid or any other OEM.

Contacting AVID about Resellers In addition to this RFI, we asked the Avid Contact Rhea Mettel for a list of authorized resellers. She gave a list of 5 businesses, 3 of which are registered in SAM; as small businesses.

Second RFI: Ending in 194 Upon review of the responses from the first RFI, the CO determined that the 3 SDVOSB firms who originally responded cannot be determined to be capable if they did not provide Letters of Authorization for the requested items and services. A second RFI was posted on 04/11/2024; the original 217 vendors in NAICS 334111; all Avid Authorized Resellers; all GSA contract holders; and all firms who had previously responded were emailed.

This RFI notice listed specific instructions that all responses need Letters of Authorization from all Original Equipment Manufacturers.

See “Market Research Findings” table below.

MARKET RESEARCH FINDINGS

Name UEID Class Responded to

Offers Products listed in

SOW?

Letter of Authorizatio n

ADORAMA INC L43SGXYMK8H5 SB RFI - 194 Yes NO

ALT SYSTEMS,

INC

WAAVM8GQYTB

5 SB

Avid Authorized List

Did not Respond to RFI or

RFQ

Yes - per

AVID

AVID

TECHNOLOGY

INC (Basis of Design) H8JDZJAA7EJ4 OTS

RFI - 107;

GSA YES YES - BOD

AVID

TECHNOLOGY

PROFESSIONAL

S, LLC CUGSMJWHY3P7 SB

GSA

VENDOR

Did not Respond to RFI or

RFQ TBD

BAHFED CORP TQ2KDQLRL8F1 SB

GSA

VENDOR

Did not Respond to RFI or

RFQ TBD

CSP MGT LLC

HB21MGY2WGA

7 SDVOSB RFI - 107 YES NO

DIVINE

IMAGING INC LGMVH2NYJH38 SB RFI - 194 Yes NO Dynamic Solutions Consulting LLC KH8LTB7MUBA1 SB RFI - 194 Yes NO

FIRSTCALL

OFFICE

SOLUTIONS,

INC Z87WXJB3JKA4 SB

GSA

VENDOR

HEADSET

ONLY TBD

GUERRERO

PROFESSIONAL

SERVICES, INC M94JMRP7K5G5 SDVOSB RFI - 107 YES NO

HERTZBERG

NEW METHOD

INC RLENRCK3S6T3 SB

GSA

VENDOR NO TBD

INTERNATIONA

L COMMERCE &

MARKETING

CORP VC8JYG4AB7W5 SB

GSA

VENDOR NO TBD

JLWS

ENTERPRISES

INC HEJPC2YLXUM7 SDVOSB

GSA

VENDOR

Did not Respond to RFI or

RFQ TBD

JONES &

ASSOCIATES

CONTRACT

SERVICES LLC TN9TZWJKZ7V9 SDVOSB

RFQ - 154;

RFI - 194 Yes

Yes, but not from BOD – from third parties

KEY CODE

MEDIA, INC PMX3FJW97ZA6 SB

Avid Authorized List

Did not Respond to RFI or

RFQ

Yes - per

AVID

MELROSE MAC,

INC QJTATVFZ8DD1 SB

Avid Authorized List

Did not Respond to RFI or

RFQ

Yes - per

AVID

MONARCH

PRODUCTS

CORP TH9MKPKUSA23 VOSB

GSA

VENDOR

Did not Respond to RFI or

RFQ TBD

SHAUNA L

HOLLAND PBPTMF636YJ3 WOSB RFI - 194 Yes

Yes, but not from BOD – from third parties

TUWYN LLC L9PDZCBK16F5 SDVOSB RFI - 107 YES NO

UNITED OFFICE

SOLUTIONS INC K3B5JE3ZS915 SB

GSA

VENDOR

Did not Respond to RFI or

RFQ TBD

VA-TRAK, LLC DDN6BL7ELKT4 SDVOSB RFI - 107 YES NO

In addition to the RFI, we emailed AVID TECHNOLOGY INC, the Basis of Design vendor to enquire if they had authorized resellers. They responded that …

Table 3: Authorized by Avid

ALT SYSTEMS, INC WAAVM8GQYTB5 SB

KEY CODE MEDIA, INC PMX3FJW97ZA6 SB

MELROSE MAC, INC QJTATVFZ8DD1 SB

…are authorized to provide the service listed in table 1, line items 0005 and 0006.

Gray Market

Per VAAR 852.212-72, because this purchase includes “new medical supplies, new medical equipment, new information technology equipment”. (c) Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM.

All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

Market research has identified the following Original Equipment Manufacturers (OEM) for this procurement:

AVID TECHNOLOGY, INC – OTS

HEWLETT-PACKARD COMPANY – OTS

Black Magic – Business Size not publicly listed – OTS ATTO - Business Size not publicly listed – OTS

In order to be considered responsive, all vendors must produce a letter of authorization from all the above OEM manufacturers in order to be considered responsive.

5. Contracting Officer's Certification: Purchase is approved in accordance with

FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Date