Single Source Justification_redacted.pdf
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This is a Single Source Justification document for a federal contract opportunity under FAR 12.102(a) for restricted competition.
The Department of Energy's Western Area Power Administration (WAPA), Desert Southwest Region in Phoenix, Arizona seeks to procure an annual subscription renewal for proprietary Mitel Voice over Internet Protocol (VoIP) software assurance and support services. The requirement includes continuous software updates, critical firmware patches, and specialized technical support. The anticipated contract type is firm-fixed price. Pacific Office Automation (POA) is identified as the sole source capable of fulfilling this requirement as Mitel's designated Vendor of Record and exclusively authorized regional distributor for the DSW region. POA has maintained the infrastructure since July 2019 and retains factory-certified technicians with specialized knowledge of DSW's configuration and customized routing protocols.
The justification for single-source procurement is based on three primary factors: proprietary software and system continuity requirements tied to existing Mitel capital hardware (legacy Analog Service Units and MXe III Controllers); authorized territory and distribution exclusivity held by POA; and the substantial cost and operational risks associated with procuring alternative solutions. The document estimates that replacing the current Mitel enterprise architecture would exceed $1,000,000 in duplication costs and create significant operational downtime, making it commercially impracticable to pursue competitive alternatives without incurring unacceptable delays.
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Single Source Justification
Western Area Power Administration
RFO FAR 12.102(a), Restricting competition, under SAT
PR (TBD)
Mitel Software Assurance and Support
1. Identification of the agency and the contracting office.
Department of Energy, WAPA, Desert Southwest (DSW), 615 South 43rd Ave, Phoenix, Arizona 85009
2. Description of supply or service required to meet the agency’s needs.
This requirement is for the procurement of an annual subscription renewal for proprietary Mitel Voice over Internet Protocol (VoIP) software assurance, continuous software updates, critical firmware patches, and specialized technical support services.
Firm-fixed price is the anticipated type of resultant contract.
3. The rationale or circumstances for limiting competition.
These services are vital to maintaining the operational readiness, security posture, and reliability of the
Desert Southwest (DSW) Region's enterprise telecommunications infrastructure for the following reasons:
• Proprietary Software and System Continuity: Mitel is the original equipment manufacturer
(OEM) of the DSW Region’s standardized VoIP telephony infrastructure. The operational core relies on existing capital hardware, specifically legacy Mitel Analog Service Units (ASU), ASU
II units, and Mitel MXe III Controllers. Access to essential firmware releases, proprietary code updates, and Tier-3 engineering escalations is strictly controlled by Mitel and restricted to licensed platforms.
• Authorized Territory and Distribution Exclusivity: Pacific Office Automation (POA) is
Mitel’s designated Vendor of Record and exclusively authorized regional distributor capable of providing certified Mitel software assurance and authorized engineering support to the DSW regional footprint. POA has maintained this infrastructure since July 2019, retaining factory-certified technicians with direct working knowledge of DSW’s specific configuration, customized routing protocols, and hardware dependencies.
• Substantial Duplication of Cost and Incompatibility: Procuring third-party alternative communication software or moving away from the proprietary Mitel environment would introduce critical system incompatibilities, void existing equipment support, and compromise emergency communications across the Region. Completely replacing the current enterprise architecture would require a complete overhaul of DSW’s telecommunications systems, resulting in an estimated duplication of cost exceeding $1,000,000 and significant operational downtime that the Government cannot justify.
Accordingly, Pacific Office Automation is the only source reasonably available to satisfy the
Government’s minimum needs without incurring unacceptable delays and substantial duplication of cost.
https://www.acquisition.gov/far/part-13#FAR_13_106_1
File details come from the government source that posted it. Updated .