Sole Source JA Redacted.pdf

DEFENSE LOGISTICS AGENCY

HEADQUARTERS

8725 JOHN J. KINGMAN ROAD

FORT BELVOIR, VIRGINIA 22060-6221

Date: February 24, 2025

Justification for Other than Full and Open Competition IAW FAR 6.302-1 Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency

Requirements

1.Nature and/or description of the action being approved:

DLA Document Services has a need to issue a 2-month extension contract to continue services for SP7000-19-P-0077 without using competitive procedures. Original contract provided for leased multi-functional production devices (MFPDs), full-service maintenance, all consumable supplies (excluding paper), key operator training, networking functionality, security accreditation along with technical and network installation support, as required, for Japan.

2. A description of the supplies or services required to meet the agency’s needs (including the estimated value):

Original contract, SP7000-19-P-0077, provided leasing of 7 devices with full service maintenance and all consumable supplies (excluding paper) for Japan. Lease support is requested to allow continuation of performance of 5 of the devices until a new contract is awarded. The estimated value of this Sole Source continuation contract is $30,728.40.

3. An identification of the statutory authority permitting other than full and open competition:

41 U.S.C. 1901 - Simplified Acquisition Procedures and FAR 6.302-1 Only one responsible source and no other supplies or services will satisfy the agency.

4. A demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited:

Although other vendors are available to supply MFPDs with consumables and services, the MFPDs required must be tested for compliance with Network Security which involves an estimated 20 business days. Additionally, the typical device delivery time of 30 days must be accounted for. Therefore, there are no vendors who would be able to deliver devices in time for a March 1, 2025 start date. Also, since the devices in place are under a lease, no other vendor can service the lease of another vendor without violating the lease terms. Due to these situations, the devices being leased with the current contract, must remain in place and leasing services need to be extended on a sole source contract. The only way to ensure uninterrupted support is to issue a contract to the current vendor.

5. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable, including whether a notice was or will be publicized as required by Subpart 5.2 and, if not, which exception under 5.202 applies:

The Limited Source Justification will be posted to SAM.gov in accordance with FAR 5.202(a)(2). The post will be made for 30 days.

6. A description of the market research conducted (see Part 10) and the results or a statement of the reason market research was not conducted:

The sole source order is being put in place long enough for the new requirement competition to take place. The incumbent vendor has been contacted with the request to continue the leasing of the 5 MFPDs that will be replaced with the new contract, at the current contract rates. The vendor has agreed to the request and will not remove the 5 devices currently in place, but will remove the 2 devices that will not be replaced.

7. Any other facts supporting the use of other than full and open competition, such as:

Explanation of why technical data packages, specifications, engineering descriptions, statements of work, or purchase descriptions suitable for full and open competition have not been developed or are not available.

When 6.302-1 is cited for follow-on acquisitions as described in 6.302-1(a)(2)(ii), an estimate of the cost to the Government that would be duplicated and how the estimate was derived.

Include a copy of the previous justification.

The approval authority shall determine whether the planned actions were completed. If the actions were not completed, the justification for the follow-on acquisition shall be approved by the approval authority one-level above the approval authority for the previous justification (see FAR 6.304). If the previous justification was approved by the Senior Procurement Executive (SPE), the approval remains at the SPE level. DFARS PGI

206.304 (a)(s-70)(ii)

When 6.302-2 is cited, data, estimated cost, or other rationale as to the extent and nature of the harm to the Government.

Neither a lack of advanced planning nor inadequate procurement execution caused DLA’s need for this sole source contract. The process was started with plenty of time to create the new contract, but due to confusion of what was required, and vendor questions during RFQ posting, only two vendors have responded and neither have provided all necessary information in order to create the new contract.

Therefore, the determination to award a sole source contract to the incumbent is the logical choice to maintain the mission for the customer. Once the award is made, the new devices being offered will need to be tested to insure proper technology and internet capabilities, as well as provide for delivery and installation of awarded devices.

8. A listing of the sources, if any, that expressed, in writing, an interest in the acquisition (Include the results of the request for information or the sources sought notification in accordance with DFARS PGI 206.302-1 or include the waiver from the HCA or designee):

In accordance with DFARS PGI 206.302-1 a request for information (RFI) for the sixty (60) month follow-on requirement was posted on 20 December 2024 and closed on 6 January 2025. BHPE, Fuji Xerox, OTS, Ricoh and Trident showed interest in the RFI. The RFQ was posted on 16 January 2025 and was scheduled to close on 18 February 2025. The RFQ was extended due to changes in the Specifications, to close on 24 February 2025. On 24 February 2025, 2 vendors submitted quotes Ricoh Japan (the incumbent) and Fuji Xerox, but neither were complete or correct, so the vendors were contacted via email and the RFQ was extended to 27 February 2025.

9. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required: