Special Notice - Intent to Award Sole Source.doc

Notice of Intent to Award Sole Source

It is the intent of the National Archives and Records Administration (NARA) to enter into a sole source, firm fixed price contract with The Boston Connection, Inc., 7 High Street, Cotuit, MA 02635, to purchase film editing equipment, parts, and repair services for currently owned equipment.

The proposed contract action will be conducted in accordance with FAR Part 13, Simplified Acquisition Procedures. The NAICS code is 423410, Photographic Equipment and Supplies Merchant Wholesalers. The contract will be for a four month period of performance from the effective date of the contract. The anticipated award date is April 1, 2024. The proposed contract action is for products and services for which the Government intends to solicit and negotiate with only one source under the authority of FAR 13.106-1(b)(1)(i), Contracting officers may solicit from one source if the contracting officer determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand-name or industrial mobilization).”

Interested persons may identify their interest and capability to respond to the requirement or submit proposals no later than 12:00 p.m. eastern time on March 22, 2024. This notice of intent is not a request for competitive proposals. However, all proposals received after the date of publication of this synopsis and prior to 12:00 p.m. eastern time on March 22, 2024 will be considered by the Government. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs incurred in responding to this notice. Direct any questions regarding this announcement in writing to Ms. Cynthia Jones no later than 12:00 p.m. eastern time on March 15, 2024.

Points of Contact:

Ms. Cynthia Jones, Contract Specialist, cynthia.jones@nara.gov Ms. Sheila Drumheller, Contracting Officer, sheila.drumheller@nara.gov Place of performance: National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740.

See Attachment 1 – FAR 13 Sole Source Justification for Commercial Products and Commercial Services See Attachment 2 – Performance Work Statement

ATTACHMENT 1

SOLE SOURCE JUSTIFICATION FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

FAR 13.106-1(b) – Simplified Acquisitions Procedures

National Archives and Records Administration

Office of the Chief Acquisition Officer

8601 Adelphi Road

College Park, MD 20740-6001

The Boston Connection, Inc.

for the Purchase of Motion Picture Bench Equipment and Repair Services for Currently Owned Film Splicers Technical Requirements Certification:

I hereby certify that this sole source justification for commercial products and commercial services is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge and belief, and that I would not be making this request if it were feasible to fully compete this requirement. I further certify this request is not the result of lack of advanced planning or a desire to expend funds while those funds are still available.

I. IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY, AND SPECIFIC IDENTIFICATION OF THE DOCUMENT AS A “SOLE SOURCE JUSTIFICATION FOR COMMERCIAL ITEMS.”

See page 1.

II. NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED

NARA seeks to award a sole source purchase order to The Boston Connection, Inc. for the purchase of reconditioned hot splicers, synchronizers, tape splicers, spring clamps, rewinds, parts, and repair services. Repair services are for repairs and tune-ups for currently owned film splicers. This will be a firm fixed price requirement.

III.

A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY’S NEEDS (INCLUDING THE ESTIMATED VALUE)

The Motion Picture Preservation Lab has a requirement for hot splicers, synchronizers, tape splicers, spring clamps, rewinds, parts, and repair services. The repair services will include repairs and tune-ups for film splicers that we currently own. The purchase is for reconditioned equipment with the exception of the Ciro 16mm Splicer which will be new.

The Preservation Lab utilizes hot and tape splicers to repair film and add leaders to ensure safe transport through printers and scanners for preservation. Synchronizers are used to measure the length of film and ensure that related elements are the same length and that no content is missing. Spring clamps and rewinds are used to hold the film during inspection, repair, and hands-on preservation. With the exception of the tape splicers, none of this equipment is manufactured any longer. The tape splicers are manufactured by C.I.R. in Rome, Italy.

As RXM moves into a new space, and stock of these rare pieces of equipment are becoming unavailable, it is imperative that we purchase this equipment to ensure continued preservation of NARA’s holdings. This equipment is necessary to “maintain an essential capability for engineering or developmental work calling for the practical application of … a scientific or technical nature.”

The cost estimate for this requirement is $===

III. AN IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING OTHER THAN FULL AND OPEN COMPETITION.

The statutory authority permitting other than full and open competition is the Federal Acquisition Streamlining Act, Public Law 103-355 in conjunction with the Competition in Contracting Act, 41 U.S.C § 3304(a)(1) as implemented by FAR 13.106-1(b)(1)(i), which states “ Contracting officers may solicit from one source if the contracting officer determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand-name or industrial mobilization).” The procedures in FAR subpart 13.5 were used in accordance with

41 U.S.C. 1901.

V.

A DEMONSTRATION THAT THE PROPOSED CONTRACTOR’S UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES USE OF THE AUTHORITY CITED.

The Boston Connection has a stock of the required equipment and parts. The Boston Connection has the expertise required to repair the equipment that we currently own. Market research and inquiries to Christy’s Editorial, Hollywood Film Company, Kodak, and Spectra Film and Video proved that they do not have splicers in stock, nor the parts or expertise required to repair and maintain the equipment.

VI.

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.

An Intent to Award Sole Source will be posted on SAM.gov for 15 days.

VII.

A DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE.

The Contracting Officer has determined the anticipated cost will be fair and reasonable. There are no other contractors that can provide the equipment or repair services to meet the requirement.

VIII.

A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED (SEE PART 10) AND THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED.

Market research and inquiries to Christy’s Editorial, Hollywood Film Company, Kodak, and Spectra Film and Video proved that the vendors do not have splicers or parts in stock nor the expertise required to provide the repair services required.

IX.

ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION.

N/A

X.

A LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN WRITING, AN INTEREST IN THE ACQUISITION N/A

XI.

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

The agency will remain abreast of changes in the availability of upgrades and support for this equipment; for example, availability via authorized re-sellers and distributors, as well as offerings via GSA schedule.

XII.

CONTRACTING OFFICER CERTIFICATION THAT THE JUSTIFICATION IS ACCURATE AND COMPLETE TO THE BEST OF THE CONTRACTING OFFICER’S KNOWLEDGE AND BELIEF.

See Page 1.

ATTACHMENT 2

PERFORMANCE WORK STATEMENT

FOR

REPAIR SERVICES FOR FILM SPLICERS

1.0

BACKGROUND INFORMATION

1.1 The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience.

1.2 The Motion Picture Preservation Laboratory (RXMM) of Preservation Programs (RX) requires repair services for 22 film splicers.

2.0

SCOPE

2.1 Repair Services

2.1.1 The film splicers will be repaired at the Contractor’s facility. The NARA Contracting Officer’s Representative (COR) will coordinate shipping of the film splicers with the Contractor.

2.1.2 Film splicer repair and tune-up services shall include cleaning, sharpening, alignment, and lubrication.

2.1.3 Film splicer tune-up services shall include cleaning, sharpening, alignment, degaussing, and lubrication.

2.1.4 The Contractor shall coordinate the return shipment of the 22 film splicers with the NARA COR.

2.1.5 The NARA COR will test the full functionality of the repaired equipment to determine if it is operating according to the manufacturer’s specifications. The testing will be conducted within 5 business days after receiving the film splicers.

2.1.6 Acceptance of repair services is contingent on full functionality of film splicers.

2.2 Additional Parts 2.2.1 If additional parts are required for repair services, Contractor shall notify the NARA COR. The Contractor shall provide the NARA COR with a written cost estimate. Additional parts are parts that have not already been purchased under this contract.

2.2.2 Additional parts shall not be purchased without written approval from a NARA Contracting Officer. The NARA COR is not authorized to approve additional parts.

2.2.3 If additional parts are approved, they will be priced separately and added to the contract via a modification signed by a NARA Contracting Officer. Any purchase in advance of receiving a signed contract modification is at the Contractor’s risk.

2.2.4 The additional parts for repair services shall be shipped to the Contractor’s facility. Contractor shall be responsible for installing the additional parts.

3.0

PLACE OF PERFORMANCE AND NARA CONTRACTING OFFICER’S REPRESENTATIVE (COR)

3.1 The repaired film splicers shall be shipped to:

National Archives at College Park

Motion Picture Preservation Lab

Attn: TBD

Suite B600

3301 Metzerott Road

College Park, Maryland 20740

3.2 The Contracting Officer’s Representative (COR) for this contract will be:

Name: TBD

Telephone:

Email:

4.0

PERIOD OF PERFORMANCE

4.1 The period of performance will be for approximately 120 days. A precise period of performance will be established in the contract.

5.0

TASKS AND DELIVERABLES

5.1 The deliverables are discussed in section 2.0 above.