JA-POH-RICOH-Printer_Refresh_Plan_2016.pdf

Control #: POH-16-0004

JUSTIFICATION & APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION

FAR 6.302-1

1. CONTRACTING AGENCY: U.S. Army Corps of Engineers, Honolulu District

2. DESCRIPTION OF ACTION: Procure, install, configure and provide warranties and training on ten (10) RICOH multi-function devices (MFD) in accordance with USACE Information Technology (ACE-IT) approved devices and one (1) Ricoh DMNX Managed Print Services software Installation/Implementation/Training. `

3. DESCRIPTION OF SUPPLIES/SERVICES OR NATURE OF CONSTRUCTION:

a. 10 each RICOH MP C4503G (all with additional Paper Tray unit (2x550 sheets) and 6 with internal finisher & 4 with external booklet finisher)

b. Total estimated costs of acquiring the printers and software is $85,058.80

c. Shipment will be to USACE Logistics Delivery Point located Tripler, HI.

d. The delivery schedule is within 40 days after award.

4. AUTHORITY CITED: 10 U.S.C. 2304(c)(1), FAR 6.302-1(b)(4). In accordance with the agency’s standardization program, only specified make and model of technical equipment will satisfy the agency’s needs for additional units or replacement items, and only one source is available.

5. REASON FOR AUTHORITY CITED:

a. Background History and Policy:

This procurement of the ten (10) RICOH Multi-function devices (MFDs) is in accordance with the Secretary of the Army Memo dated 2 December 2013 subj: Army Directive 2013-26 (Enclosure 1). This Directive requires the overall reduction of printers and the deployment of multiple function devices, and the standardization of Brand Name devices throughout the organization.

The Honolulu District has assessed all of the printer assets and is continuing the implementation of a FY16 MFD Printer plan in accordance with Enclosure 1, para 4(a), establishing criteria for this District to determine the number and type of printers; replacing printers with MFDs to ensure that Army funds are used efficiently for printing and copying devices. This acquisition, redistribution and decommissioning of legacy printers and copiers is being executed IAW Army Directives AR 25-1, AR 70-1 (22 July 2011), AR 380-5 (29 Sep 2000), and 420-1, (12 Feb 2008).

Printers were previously acquired utilizing OrderTrack. However, OrderTrak does not currently carry printers on their inventory list. IAW Army Federal Acquisition Regulation Supplement (AFARS) Part 5139.101 Acquisition of Information Technology, the Army Computer Hardware Enterprise Software and Solutions (CHESS) program is the mandatory source for commercial IT purchases. CHESS is the only source that can be utilized for the acquisition of the required MFDs.

RICOH devices are already approved for use on the USACE network by IT Acquisition Checklist and RICOH meets the ACE-IT approved hardware and software configurations.

Some of these requirements include permanently disabled WIFI, CAC enabled transmission, and IP addressing. All RICOH Brand MFDs contain the required security features and software configuration for use on the USACE network.

b. Impact:

Acquisition of the RICOH Brand will facilitate a quick and seamless transition from legacy printers. Any loss of printer assets for an extended period of time or loss of critical data will directly and adversely affect USACE ability to provide Project Planning, Construction, and Project Management functions.

Additionally, purchasing brands not previously identified in the District’s Printer Refresh Plan will conflict with the compliance with Secretary of the Army Memo, dated 2 December 2013 and Army Directive 2013-26.

6. EFFORTS TO OBTAIN COMPETITION:

This requirement will be competed under the Army Computer Hardware Enterprise Software and Solutions (CHESS) program as required by the Army Federal Acquisition Regulation Supplement (AFARS) Part 5139.101 to the multiple contract holders. ACE-IT, having the service and support agreements for maintaining the District printer assets. The requirements will be competed through the Army’s Computer Hardware, Enterprise Software Solutions (CHESS) against the Multifunctional Device (MFD) Hardware contracts.

7. ACTIONS TO INCREASE COMPETITION: N/A

8. MARKET RESEARCH: Market research (FAR Part 10) was conducted and Computer Hardware Enterprise Software and Solutions (CHESS) and GSA Advantage offer the required printers. CHESS is the mandatory source for these items.

9. INTERESTED SOURCES: Manufacture, RICOH, USA, is the recommended source for these high volume multifunction devices. RICOH was the only vendor that responded to the CHESS RFQ via contract W9124A-14-D-0004 in the total amount of $84,577.80.

10. OTHER FACTS:

a. Procurement History. In the past, these printers have been procured utilizing OrderTrak. This includes a total of fifteen (15) RICOHs and seven (7) HP printers.

OrderTrak no longer has printer availability on it. In FY15 five (5) Ricoh printers were purchased thru CHESS. The implementation of the Printer Refresh FY16 Plan includes the purchase of a combined total of ten (10) RICOH printers this year.

b. Acquisition Data Availability. N/A

c. Unusual and Compelling Urgency. N/A

d. Subcontracting Competition. N/A

e. Contract Pricing: Pricing for the required printers can be obtained on GSA Advantage. However, GSA schedules do not include the service portions requirement: warranty, installation, and training.

11. TECHNICAL CERTIFICATION: I certify that the supporting data under my cognizance which are included in the justification are accurate and complete to the best of my knowledge and belief.

NAME: Santiago Mor DATE: _________________________

TITLE: Chief, Technical Integration Branch SIGNATURE: __________________________

12. REQUIREMENTS CERTIFICATION: I certify that the supporting data under my cognizance which are included in the justification are accurate and complete to the best of my knowledge and belief.

NAME: Thomas Hiltner DATE: _________________________

TITLE: ACE-IT Officer SIGNATURE: __________________________

13. FAIR AND REASONABLE COST DETERMINATION: I hereby determine that the anticipated price to the Government for this contract action will be fair and reasonable.

NAME: Maria Buckner DATE: _________________________

TITLE: Contracting Officer SIGNATURE: _________________

14. CONTRACTING OFFICER CERTIFICATION: I certify that this J&A is accurate and complete to the best of my knowledge and belief.

NAME: Maria Buckner DATE: _________________________

TITLE: Contracting Officer SIGNATURE: ___________________

MOR.SANTIAG

O.1229532860

Digitally signed by

MOR.SANTIAGO.1229532860

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USA, cn=MOR.SANTIAGO.1229532860 Date: 2016.09.16 10:45:20 -10'00'

HILTNER.THOMAS.

RAYMOND.11389

46386

Digitally signed by HILTNER.THOMAS.RAYMOND.1138946386 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USA, cn=HILTNER.THOMAS.RAYMOND.1138946386 Date: 2016.09.16 11:03:26 -10'00'

BUCKNER.MARI

A.R.1232078711

Digitally signed by

BUCKNER.MARIA.R.1232078711

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USA, cn=BUCKNER.MARIA.R.1232078711 Date: 2016.09.16 11:31:45 -10'00'

BUCKNER.MAR

IA.R.12320787

Digitally signed by

BUCKNER.MARIA.R.1232078711

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USA, cn=BUCKNER.MARIA.R.1232078711 Date: 2016.09.16 11:32:08 -10'00'

15. OFFICE OF COUNSEL CERTIFICATION: I have reviewed this justification and find it adequate to support other than full and open competition.

NAME: Robyn U. Au DATE: _________________________

TITLE: District Counsel SIGNATURE: ___________________

16. DEPUTY FOR SMALL BUSINESS: I have reviewed this justification and find it adequate to support other than full and open competition.

NAME: Catherine Yoza DATE: _________________________

TITLE: Deputy for Small Business SIGNATURE: ___________________

APPROVAL

Based on the foregoing justification, I hereby approve the procurement of the 10 multifunctional printer devices on an other than full and open competition basis pursuant to the authority of 10 U.S.C. 2304(c)(1) FAR 6.302-1(b)(4). subject to availability of funds, and provided that the services and property herein described have otherwise been authorized for acquisition.

NAME: Maria Buckner DATE: _________________________

TITLE: Contracting Officer SIGNATURE: ___________________

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J3DB9CLY

Typewritten Text 20 September 2016