Sole_Source_Justification_Hitatchi_Redacted_1.pdf

SOLE SOURCE JUSTIFICATION FOR ACQUISITION UNDER THE

SIMPLIFIED ACQUISITION THRESHOLD

1. Contracting Agency and Activity. The Department of the Interior, United States Geological Survey (USGS), Energy and Minerals Science Center (GEMSC)

2. Nature of Action Being Approved. A preventative maintenance service agreement with Hitachi High-Tech America, Inc. for a field emission scanning electron microscope (FE-SEM).

3. Description of Supplies or Services. The US Geological Survey Geology, Energy and Minerals Science Center (GEMSC) maintains a large inventory of scientific and laboratory instruments which are essential for the research conducted by project staff. The Hitachi SU- 5000 FE-SEM represents a investment by the GEMSC in developing laboratory capabilities and efficiencies. To maintain this instrument, a preventative maintenance service contract, which ensures emergency repairs and/or parts will be expediently delivered. The service agreement provides the following:

1. One preventative maintenance visit per year designed to assure the long-term performance and reliability of the instrument.

2. Unlimited emergency service whenever the instrument becomes inoperable or fails to perform to specifications due to a failure associated with the instrument

3. Replacement of vacuum roughing pump oil and filter only (the system is still under an extended parts warranty when the FE-SEM was purchased).

4. Estimated Dollar Value. $

5. Statutory Authority. The proposed action may be awarded on a sole source basis under the authority of FAR 13.106-1(b)(1) � only one source reasonably available.

6. Rationale Supporting Use of Citation in No. 5. Hitachi High-Tech America, Inc. has access to all the property instrument diagrams, test equipment, circuit boards, and parts needed to properly diagnose and repair the Hitachi SU-5000 FE-SEM. Additionally, Hitachi High-Tech America, Inc. service engineers are trained at the Hitachi manufacturing facility in Japan on the proper use and techniques associated with those proprietary tools, parts, software, and methods. It is imperative that only qualified service engineers diagnose and service the Hitachi SU-5000 FE-SEM and utilize the appropriate methods and parts to maintain Hitachi products. As these methods and parts are proprietary and utilized only by Hitachi operational units, only Hitachi can provide service to this instrument.

7. Other Information. N/A

8. The Efforts to Identify Additional Sources Including the Market Research Conducted.

A sources sought was issued for 7 calendar days and no response were received. The GEMSC staff regularly attends scientific conferences and maintains professional contacts with other individuals who utilize a wide variety of scientific equipment. The Microscopy and Microanalysis Meeting is an annual meeting of Microscopy Society of America and the Microbeam Analysis Society and hosts the largest collection of microanalysis vendors and users in the United States. Several users of the Hitachi SU-5000 FE-SEM attend this conference to discuss its application and user experiences. Communications with other instrument users and vendors confirmed the critical necessity that the Hitachi High-Tech America, Inc. service unit must have access to proprietary instrument diagrams, proprietary test equipment, appropriate replacement parts, and proprietary software in order to adequately maintain and repair the Hitachi SU-5000 FE-SEM. No one knew of any other service and maintenance company that has access to the necessary tools and components to properly maintain and repair the instrument. Hitachi remains the only source that can maintain this instrument with authorized parts and service personnel.

9. Future Plans to Permit Competition. Any future, related procurement will be competed to the maximum extent allowable. Market research will be conducted utilizing industry experts, project staff, internet research, and related literature to identify valid sources.

10. Recommendation and Certification from Program Office.

Based on the above, I recommend this acquisition be conducted on a sole source basis and certify the above statements are true and accurate.

11. Certifications from the Contracting Officer.

a. Prices will be determined fair and reasonable by comparing prices paid for similar services on previous purchase orders.

b. This justification is accurate and complete to the best of my knowledge and belief.

12. Approvals.

The U.S. Geological Survey (USGS) considers employee signatures to be Personal Protected Information,and therefore all employee signatures have been redacted. By posting this document, the Contracting Officer attests all appropriate signatures have been obtained.