P03 - Limiting Sources_Justification (Copier Lease 36C259-21-AP-2531) signed_Redacted.pdf

VHAPM Part 808.405-6 Limiting Sources Attachment 1: Justification for Limiting Sources for Micro-Purchase Threshold up to the SAT

VHAPM Part 808.405-6 Limiting Sources Original Date: 08/30/2017 Revision 03 Effective Date: 03/18/2021

DEPARTMENT OF VETERANS AFFAIRS

FAR 8 – Justification for Limiting Sources (LSJ) For

Limiting Sources (<SAT)

Acquisition Plan Action ID:

RPOW JOFOC Tracker:

1. Contracting Activity: Department of Veterans Affairs, Network Contracting Office 19.

Located at 6162 S. Willow Drive, Suite 300, Greenwood Village, Colorado 80111, in support of the Department of Veterans Affairs OCC (Office of Community Care).

2. Organizational Activity: Department of Veteran Affairs Office of Community Care. Located at 3773 Cherry Creek Drive North, Denver, Colorado 80209.

3. Description of Action: Interim (i.e. Bridge) for copier lease services. This will be a new task order for a base period of 6 months.

Order against: FSS Contract Number:

Name of Proposed Contractor:

Street Address:

City, State, Zip:

Phone:

4. Description of Supplies or Services: Copier Lease Services. The estimated value of the proposed action is $89,073.30. Leased services for 60 Multifunctional Devices which includes maintenance service, supplies and break/fix services for the leased equipment.

Market research indicated there were two or more Service-Disabled Veteran Owned Small Businesses (SDVOSB) eligible and capable of performing this requirement. This requirement was solicited as a 100% SDVOSB set-aside on 08-05- 2021 and closed 08-19-2021 (i.e.

posted on SAMS Contracting Opportunities). Four quotes were received from SDVOSB’s, but award could not be made to any of the SDVOSB offerors. Three of the offerors submitted quotes that were not in accordance with the solicitation, more specifically offerors required their terms and conditions be incorporated into the contract. The only quote that did not require their own T&C’s be incorporated far exceeded the amount of available funding and price could not be determined fair and reasonable.

VHAPM Part 808.405-6 Limiting Sources Original Date: 08/30/2017 Revision 03 Effective Date: 03/18/2021

Solicitation No. was officially and effectively cancelled via amendment 0003 which was posted to the Government Point of Entry (GPE) SAMS ontracting pportunities on 09-14-2021. Since award could not be made as an SDVOSB set-aside, this requirement for leased copiers and services has fallen under urgent and compelling circumstances. The current contract under GSA Contract No. , Task Order No.

expires on 09-29-2021. Due to the extremely short time frame coupled with the negative impacts that would occur if services were lost or interrupted do not allow contracting the necessary time to re-solicit. As a result, the requirement would incur unacceptable delays and loss of service.

5. Authority:

Order Against FSS: Authority of the Multiple Award Schedule Program, Title III of the Federal Property and Administrative Services Act of 1949 (41 USC 251, et seq.); Title 40 USC 501, Services for Executive Agencies; and Section 803 of the National Defense Authorization Act of 2002 (PL 107-107) and implemented by FAR 8.405-6. Mark the applicable exception:

An urgent and compelling need exists, and following the procedures would result in unacceptable delays(FAR 8.405-6(a)(1)(i)(A);

Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized;

(FAR 8.405-6(a)(1)(i)(B));

In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order and the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order was not previously issued under sole-source or limited-sources procedures (FAR 8.405- 6(a)(1)(i)(C)); or

Items peculiar to one manufacturer. An item peculiar to one manufacturer can be a particular brand name, product, or a feature of a product, peculiar to one manufacturer). A brand name item, whether available on one or more schedule contracts, is an item peculiar to one manufacturer (FAR 8.405-6(b)).

Rationale/explanation to support cited authority: It is in the best interest of the government to pursue an interim (i.e. bridge) contract under the current GSA Contract No.

, with the incumbent contractor , Inc as per FAR 8.405- 6(a)(1)(i)(A) as an urgent and compelling need exists. A new task order with a 6-month period of performance (POP) is planned. The interim contract will ensure services are not interrupted and provide the program office ample time to work the long-term solution. The longer-term solution is to move the requirement to the Government Printing Office (GPO) which plans to incorporate the scope of this requirement in their re-acquisition of a region wide contract that provides copier services, which is scheduled to be awarded in Jan 2022.

VHAPM Part 808.405-6 Limiting Sources Original Date: 08/30/2017 Revision 03 Effective Date: 03/18/2021

This interim contract will allow service to be provided until the region wide contract is awarded.

Prepared By:

09-16-2021

Date

6. Note that this determination satisfies the requirements of FAR 8.405-6. The requirement to prepare a written justification IAW FAR 6.303 does not apply to Federal Supply Schedules.

a. Contracting Officer or Designee’s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Date

b. One Level Above Contracting Officer Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Date

09/20/21