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 Digital Film Technology, LLC, 711 S Main Street, Burbank, CA 91506, to purchase one Sondor Versa, installation, training, service level agreement warranties, and preventative maintenance services.

The proposed contract action will be conducted in accordance with FAR Part 13, Simplified Acquisition Procedures. The NAICS code is 811210, Electronic and Precision Equipment Repair and Maintenance. The contract will be for a base year plus four option years. The anticipated award date is July 1, 2024. The proposed contract action is for equipment 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 June 5, 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 June 5, 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 Cynthia Jones no later than 12:00 p.m. eastern time on May 23, 2024.

Points of Contact:

Cynthia Jones, Contract Specialist, cynthia.jones@nara.gov 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 – Performance Work Statement

See Attachment 2 – FAR 13 Sole Source Justification for Commercial Products and Commercial Services

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

FOR

INSTALLATION, TRAINING, SUPPORT SERVICES, AND PREVENTATIVE MAINTENANCE SERVICES FOR SONDOR VERSA 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 installation, training, support services, and preventative maintenance services for one Sondor Versa.

2.0

SCOPE

2.1 Delivery

2.1.1 Equipment shall be delivered to NARA between November 15, 2024 and December 15, 2024. This delivery schedule coincides with NARA’s renovation of the lab where the equipment will be installed.

2.2 Installation and Training Services

2.2.1 Installation and training services shall be completed during the same site visit.

2.2.2 Contractor shall be notified by the NARA Contracting Officer’s Representative (COR) when the equipment has been received by NARA.

2.2.3 Contractor shall install the equipment, associated hardware, and integrate with current workstation/software.

2.2.4 Contractor shall provide onsite training on the Sondor Versa magnetic and optical soundtrack playback system.

2.2.5 Training shall consist of two one-hour sessions for four staff members.

2.2.6 Contractor shall coordinate the number of training sessions per day and training times with the NARA COR.

2.2.7 Installation and training services shall be completed within 30 business days after notification that equipment was received.

2.2.8 Training shall be completed within seven business days after completion of equipment installation.

2.2.9 Contractor shall coordinate the installation and training services with the NARA COR.

2.2.10 Installation and training schedule shall be mutually agreed upon by the NARA COR and Contractor.

2.2.11 Outstanding technical questions shall be resolved within 30 business days of installation and training.

2.2.12 Contractor shall provide an operating manual for the Sondor Versa magnetic and optical soundtrack playback system purchased under this contract within seven business days after completion of scanner installation. Operating manuals shall be in hard copy and/or in searchable form via USB Drive.

2.2.13 Contractor shall provide schematics in hard copy or USB Drive within seven business days after completion of scanner installation.

2.3 Biennial Preventative Maintenance

2.3.1 Contractor shall provide two onsite preventative maintenance visits during the contract period of performance.

2.3.2 Preventative Maintenance shall be performed once during Option Year II and once during Option Year IV of the contract.

2.3.3 Contractor shall coordinate preventative maintenance visits with the NARA COR.

2.3.4 Preventative maintenance shall be performed in accordance with the manufacturers’ specifications for the Sondor Versa magnetic and optical soundtrack playback system covered under this contract.

2.3.5 Preventative maintenance shall include:

· Check all electronic systems

· Check all mechanical systems

· Check calibration of cameras, sensors, and optical sound readers

· Assess film path rollers and tension

· Cleaning

· Replacing parts as needed with spares on hand or those provided by Contractor

· Additional preventative maintenance to ensure equipment is maintained in accordance with the manufacturer's specifications 2.4 Support Service

2.4.1 Contractor shall provide support services. Support services shall include:

· Email/phone support Monday-Friday between 10:00 a.m. – 7:00 p.m. eastern time

· Ensure that spare parts are in stock for a period of up to 5 years

· Advanced exchange of spare parts

· Software support and upgrades 3.0

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

3.1

Equipment shall be shipped to and services shall be performed at the following location:

National Archives and Records Administration

Motion Picture Preservation Lab

Attn: TBD

3301 Metzerott Road

College Park, Maryland 20740

Entrance for delivery will be via Metzerott Road.

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

Name: TBD

Telephone:

Email:

4.0

PERIOD OF PERFORMANCE

4.1 The period of performance will be for one base year plus four option years. A precise period of performance will be established in the contract.

5.0

HOURS OF OPERATION

5.1 Services shall be undertaken during regular business hours, 8:00 a.m. to 6:00 p.m. eastern time, Monday through Friday, excluding Federal holidays, unless mutually agreed upon by the NARA COR and the Contractor.

6.0

TASKS AND DELIVERABLES

6.1 The deliverables are discussed in section 2.0 above.

7.0

MISCELLANEOUS

7.1 Travel expenses will be paid. Travel must be conducted in accordance with Federal Travel Regulations.

7.2 All work shall be completed on a schedule mutually agreed upon by the Contractor and the NARA COR.

ATTACHMENT 2

SOLE SOURCE (INCLUDING BRAND NAME) 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

DIGITAL FILM TECHNOLOGY, LLC

SONDOR VERSA, INSTALLATION, TRAINING, PREVENTATIVE MAINTENANCE, AND SERVICE LEVEL AGREEMENT WARRANTIES 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 Digital Film Technology, LLC for the purchase of one Sondor Versa, installation, training, preventative maintenance, and service level agreement warranties.

III.

A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY’S NEEDS (INCLUDING THE ESTIMATED VALUE) NARA has a requirement for one Sondor Versa, installation, training, preventative maintenance, and service level agreement warranties.

The Sondor Versa is a magnetic track and optical track playback system that interfaces with NARA’s existing Digital Audio Workstation and LLK Optical Negative Printer. The Sondor Versa is used to playback soundtrack recordings from film holdings. It is akin to playing back a cassette tape to obtain the audio recording in order to gain access to the content. The content is captured in the Digital Audio Workstation as a digital file and then the file is printed back onto stable polyester film for long term preservation. The hardware and software is used to playback and digitize magnetic and optical motion picture soundtracks to preserve them.

The estimated cost for this requirement is $===

IV.

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.

In FY 2022 NARA purchased an updated Digital Audio Workstation to support the original system - the Chace OMA-E. Digital Film Technology no longer supports, provides service, or has parts for the Chace OMA-E. The Sondor Versa will replace the Chace OMA-E. The Sondor Versa directly interfaces with our existing Digital Audio Workstation and specialized software for Resonances.

The original equipment was purchased in FY 2009 from Audio Intervisual Design, the American distributor for Sondor. The equipment was manufactured by Sondor. Digital Film Technology, LLC purchased Sondor in 2016 or 2017. Digital Film Technology is now the only company that can provide the Sondor Versa and the required services. Digital Film Technology is the sole proprietor and manufacturer of the Sondor Versa playback hardware and software.

While there is one other playback system and software package on the market (Lasergraphics) the quality of the capture is not as robust, nor does it support as many options as the Sondor Versa. The Library of Congress has been on a similar quest and inquiries verify that the Sondor Versa is the optimal system for preservation, playback and capture of optical soundtracks and 16mm and 35mm magnetic tracks.

NARA wishes to submit that 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.”

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 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 was conducted via web-search, communication with the Library of Congress, Lasergraphics, and Digital Film Technology. The Library of Congress has been on a similar quest and inquiries verify that the Sondor Versa is the optimal system for preservation, playback and capture of optical sound tracks and 16mm and 35mm magnetic tracks which meet NARA’s preservation standards. Digital Film Technology confirmed that they are the only manufacturer and supporter of the Sondor Versa and Resonances.

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.