Sole-Source Justification_FaxServices 73351025P0001.pdf

Single Source Determination for Acquisitions Under the Simplified Acquisition Threshold

In accordance with Federal Acquisition Regulation (FAR) 13.106-1(b)(1)

1. Agency and Contracting Activity.

This justification is prepared by the Small Business Administration, Office of Financial Operations & Acquisition Management, Acquisition Operations Division in conjunction with the Office of the Chief Information Officer.

2. Identification of Source.

This acquisition is restricted to the following source:

Company: Software Information Resource Corp. (SIRC) Company Address: 730 24th St NW Ste 3 Company Point of Contact and Phone Number: Tom Libao, 202-536-2800

3. Description of Supplies or Services.

The government has a requirement for one (1) year of Cloud-based Enterprise Desktop Fax services identified on PR 5304030EQ07912. The government anticipates award of a single source purchase order and the anticipated contract type is hybrid with a combination of firm fixed-price CLINs and a T&M CLIN based on actual number of fax pages sent/received.

This requirement consists of hosting and maintaining dial tone service for SBA’s 3,000 Fax Direct Inward Dial (DID) numbers. The vendor will ensure that inbound faxes will be routed to the designated SBA user’s Exchange Online mailbox. The vendor’s Enterprise Fax Service shall allow SBA users to send to any internal or external fax number from their Outlook Client/Web (O365). The vendor will provide and enforce encrypted and secure fax transactions between SBA’s network environment and the vendor’s Cloud Fax Service. The vendor will also provide technical support for the implemented cloud-based Enterprise Fax Service solution. Vendor will provide direct consultation via phone and email communications between the SBA’s Technical POCs and the vendor’s technical representative to assist with troubleshooting and resolving installation and operational issues. Standard technical support shall be available at a minimum of Monday through Friday during SBA core business hours and for critical urgent related issues, the technical support shall be available 24/7.

This requirement is estimated to cost $41,600.00 and the period of performance is 04/01/2025 – 03/31/2026.

CLIN structure:

CLIN 0001: Annual fee for 3,000 fax lines (firm fixed-price)

CLIN 0002: One year of technical software support (firm fixed-price)

CLIN 0003: Number of pages sent/received. (Time & Material CLIN). This CLIN has a Not-To-Exceed ceiling and is billed based on actual consumption.

4. Authority and Supporting Rationale.

In accordance with FAR 13.106-1(b)(1), only one source is reasonably available as detailed below.

Urgency. The nature of the requirement has been deemed urgent due to unusual and compelling circumstances. The service must be delivered by 04/01/2025. This office became aware of the requirement on March 18, 2025. This was the same day that the final SBA contracting actions needed to be signed prior to transferring the SBA contracts to the General Services Administration (GSA) for procurement and administration. Due to the urgency of this requirement, only one source will be solicited as the incumbent contract expires on 03/31/2025 and there is an anticipated delay with the contracting function transfer from SBA to GSA. If this purchase order were not executed on March 18, 2025, the Office of the Chief Information Officer would have had a lapse in fax services. These fax services are salient as there are a variety of regulations that provide the public and/or vendors the opportunity to communicate with the SBA via fax. As the incumbent contractor, SIRC, already has a contract in place for these services and the lines are currently activated via their subcontractor, awarding a sole-source PO to SIRC fulfilled this requirement in the most time efficient manner possible as number porting would not be necessary. Following competitive procedures would result in unacceptable delays resulting in serious injury to the Government.

5. Description of Market Research.

There are other vendors that would be able to provide fax services, although those fax services may require porting of fax numbers. Typically, this requirement would have been competed under a GWAC such as SEWP. However, due to the urgency of the requirement, as stated above, the SBA Contracting Officer found it to be in the best interest of the government to sole-source this requirement to Software Information Resource Corp.

6. Certification

I certify that statements information provided above are complete and correct to the best of my knowledge, in accordance with FAR 13.106-1(b)(1). The facts of this acquisition preclude the use of full and open competition.

Darryl Farmer Program Office Official

I certify that this justification is accurate and complete to the best of my knowledge and belief.

Sarah Clemmens Contracting Officer Approval for actions less than $250,000