Sole Source Letter CBI.pdf

REES SCIENTIFIC CORPORATION

1007 WHITEHEAD ROAD EXT

TRENTON, NEW JERSEY 08638

Rees Scientific Equipment Monitoring and Alarm System Validation Contract

Background Information and Description of Acquisition

The Colorado Bureau of Investigation (CBI), a division of the Colorado Department of Public Safety, currently utilizes a validated Rees Scientific environmental monitoring system to monitor critical point environments at numerous facilities throughout Colorado. This system supports many departments within the organization as they perform daily forensic laboratory services and criminal investigations in support of local and state law enforcement agencies, Shawn West, who is in charge of validation issues for compliance of the Rees system is requesting approval for a five-year validation/service contract from Rees Scientific. This will enable him to maintain regulatory compliance with the ANSI National Accreditation Board (ANAB), and other regulatory bodies for the 2019 through 2020 contract year with four additional option years. The current validation contract for this system expires on 08/19/2019. Re-validation must be performed before this expiration date, so the CBI Forensic Services’ five laboratories are not out of compliance with the stringent regulatory requirements regarding temperature monitoring.

Fact and Reasons to Justify Other Than Full and Open Competition

Each monitoring manufacturer is unique in the systems they manufacture, their validation protocols, and the ancillary equipment needed to correctly utilize the monitoring functions.

Rees Scientific Corporation is currently the vendor of choice for critical point monitoring at all five CBI Forensic Services’ laboratories.

Rees Scientific is the sole source vendor for the manufacture, sales and service of Rees Scientific products, and their equipment used in the day-to-day operations of this monitoring system is proprietary and their protocol is copyrighted.

Rees Scientific does not sell or provide parts, software, or validation protocols to any outside vendors or distributors.

Due to training and staffing restrictions, it is impractical and costly to add and approve an additional validation service vendor. The purchase of an aftermarket validation service would not be cost effective and would require the purchase of additional materials, which could cause potential conflicts with the existing monitoring system and contract.

CBI is therefore requesting a sole source procurement of Rees Scientific Equipment Monitoring and

Rees Scientific Corporation

Alarm System Validation Contract for all Forensic Services’ laboratories in Colorado.

Each Rees Scientific Equipment Monitoring and Alarm System Validation Contract includes a complete system validation and an annual service/preventative maintenance contract. Rees will cover all parts & labor to repair any problems with the hardware or software during the entire contract year.

Rees Scientific will also send an authorized factory trained Rees Scientific technician onsite for repairs within 24-48 hours at no additional cost to the customer.

Rees Scientific Annual Validation Service Contracts Include:

• Once Yearly PM Visit and IQ/OQ Test

• Updates to the Operating System

• IQ/OQ Validation Report

• Software Validation Test Report

• Calibration of Temp and Humidity with NIST Traceable Equipment

• Free System Training as needed throughout the year

• Telephone Support, 24 Hours a Day, Seven days a Week

• On-Site Service Calls by Rees Factory Trained and Certified Technician when needed

• Parts Available from Factory Overnight

• All Parts and Labor to Restore System to Normal if a Problem Arises

• Trade-Out Parts to Minimize Down Time

As described above, CBI has had prior experience with procuring Rees Scientific validation service contracts. Based on that experience, the price of this proposed validation service contract is fair and reasonable based on other monitoring systems that perform the similar functions.