Special Notice - Intent to Award Sole Source.doc

Special Notice

It is the intent of the National Archives and Records Administration (NARA) to enter into a sole source, firm fixed price contract with Diebold Nixdorf, Inc., 50 Executive PWKY, Hudson, Ohio 44236, for preventative maintenance, support services, emergency services, and optional upgrades for the Charters Vaults and the Integrated Automated Retraction Systems.

The proposed contract action will be conducted in accordance with FAR Part 13, Simplified Acquisition Procedures. The NAICS code is 561621, Security Systems Services. The contract will be for a base year plus four option years. The anticipated award date is September 27, 2024. The proposed contract action is for 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 September 20, 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 September 20, 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 September 11, 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, 700 Pennsylvania Avenue, NW, Washington, DC 20408.

See Attachment 1 – Performance Work Statement

See Attachment 2 – FAR 13 Sole Source Justification

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

Preventative Maintenance, Support Services, Emergency Services, And Optional Upgrades

For Charters Vaults, Retraction Systems, And Remote Operation Panel Security Control Room

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 NARA requires a maintenance contract for the Vaults for the Charters of Freedom, the Integrated Automated Retraction Systems, and the Remote Operation Panel Security Control Room. The contract is needed to keep the systems in the best working condition, thereby ensuring the continuous display of the Charters of Freedom. The following equipment will be serviced under the contract:

Quantity Equipment

Vaults

Integrated Automated Retraction Systems

Remote Operation Panel Security Control Room G6

2.0

SCOPE OF WORK

2.1 Preventative Maintenance

2.1.1 The Contractor shall perform preventative maintenance on the Charters Vaults and the Integrated Automated Retraction System to ensure the Charters can be safely displayed and stored. Preventative maintenance shall be performed quarterly during each year of the contract.

2.1.2 All persons who enter the Charters vaults shall sign a non-disclosure agreement regarding the security systems in use.

2.1.3 The Contractor shall provide a written report of the preventative maintenance work performed during each preventative maintenance visit. Reports shall be submitted to the NARA Contracting Officer’s Representative (COR) within seven business days after each preventative maintenance visit.

2.1.4 The Contractor shall, at a minimum, inspect, maintain, and replenish parts stock for the three vaults, Security Room G6 control panel, and document shuttles.

2.1.5 The Contractor shall repair, replace, or adjust the following components as necessary:

· Shuttle system

a. shuttle operation and condition

b. aisle MIA controls

c. aisle E-Stop controls

d. beacons

e. warning horn

f. horizontal sync flag sensors

g. horizontal sync flags

h. floor anchors

· Electrical system

a. electrical enclosures

b. interface board

c. AC operating voltage

d. air filters

e. circuit boards

f. indicator lights

g. fuses

h. all controllers

· Door drive system

a. drive motor

b. brake

c. door guide rollers

d. encoder

e. wire rope

f. couplings

g. locking pins

· Shuttle and shuttle drive system

a. shuttle plates

b. shuttle chains

c. rollers/slide bearings

d. sprocket teeth, shafts, thrust washers, etc.

e. encoder timing belt

f. shuttle top plate

g. torque limiting clutch

· Lubrication

a. door gear reducer

b. shuttle gear reducer

c. shuttle chains

· Vault doors

a. lock and locking mechanism

b. door operation and floor clearance

c. door stops and integrated components

d. door rollers

2.1.6 The Contractor shall work on related building systems in Vaults 1, 2, 3, 4 and Security Control Room G6.

2.2 Support Services 2.2.1 The Contractor shall provide technical support via telephone and internet – Monday through Friday (excluding Federal Holidays) from 8:00 a.m. to 6:00 p.m. eastern time. The Contractor shall respond within 8 hours for non-critical issues.

2.2.2 The Contractor shall provide a response via telephone or email 24/7, including Federal Holidays, within two business hours for emergency issues (for example, if the Retraction System is not operational).

2.2.3 The Federal Government holidays are New Year’s Day, Martin Luther King Jr.’s Birthday, Inauguration Day, Presidents’ Day, Memorial Day, Juneteenth, July 4th, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

2.3 Emergency Services

2.3.1 The Contractor shall provide a response to emergency service calls by telephone or email within two hours of notification.

2.3.2 After determination by the Contractor and NARA of the nature of emergency, the Contractor shall be on site within 24 hours of notification and shall support repairs until systems are operational and continuous display of the Charters is obtained.

2.4 Optional Upgrades

2.4.1 If upgrades are required, the Contractor shall notify the NARA COR. The Contractor shall provide the NARA COR with a written cost estimate.

2.4.2 Upgrades shall not be made and parts shall not be purchased without written approval from a NARA Contracting Officer. The NARA COR is not authorized to approve upgrades.

2.4.3 If upgrades are approved, they will be priced separately and added to the contract via a modification signed by the Contractor and a NARA Contracting Officer. Any upgrade or purchase in advance of receiving a fully executed modification is at the Contractor’s risk.

3.0

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

3.1 Service shall be performed at the following location:

National Archives and Records Administration 700 Pennsylvania Avenue, NW Washington, DC 20408-0001

Entrance for contractor personnel and equipment will be the 7th Street loading dock. Arrangements shall be made in advance by the NARA COR.

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

Name: TBD Telephone:

Email: t

4.0

PERIOD OF PERFORMANCE

4.1 The period of performance will be for a base year plus four, 12-month option periods.

5.0

HOURS OF OPERATION

5.1 Quarterly preventive maintenance and upgrades shall be undertaken during non-business hours, Monday through Friday, beginning at 5:30 p.m. eastern time, or later, unless mutually agreed upon by the NARA COR and the Contractor. Preventive maintenance will target Charters display for the next business day and hold this as a priority as has been done in the past.

5.2 Emergency visits, such as failure of mechanical or software systems, will be scheduled as needed by the NARA COR and coordinated with the Contractor.

6.0

TASKS AND DELIVERABLES

6.1 The deliverables are discussed in paragraph 2.0 above.

6.2 The Government will not reimburse the Contractor for any travel cost incurred as a result of the services performed under this contract.

ATTACHMENT 2

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

DIEBOLD NIXDORF, INC.

Preventative Maintenance, Support Services, Emergency Services, and Optional Upgrades on the

Charters Vault and Integrated Automated Retraction System 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 fixed price contract to Diebold Nixdorf, Incorporated, to provide preventative maintenance, support services, emergency services, and optional upgrades on the Charters Vault and Integrated Automated Retraction System. This is a sole source requirement for Diebold Nixdorf, Incorporated.

III. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY’S NEEDS (INCLUDING THE ESTIMATED VALUE) The contract will include quarterly preventative maintenance, support services with technical support via phone and internet, emergency services, and optional upgrades that may be required. The contract will be for a base year plus four option years.

The total estimated value of 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 41U.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 Charters Vault and Integrated Automated Retraction System provides secure storage for and permits daily display of the Charters of Freedom. Diebold Nixdorf, Incorporated, and its subcontractor Dematic, custom designed, fabricated, and installed the Charters Vault and Integrated Automated Retraction Systems. As a unique installation, the system is considered proprietary. While the service parts are not considered proprietary, certain parts may be custom to the design of the system and not available on the open market.

Products that are designed and manufactured by Diebold Nixdorf are considered proprietary and therefore the documentation is protected. For these reasons, Diebold Nixdorf must be the sole source for the contract. No other contractor would be able to supply custom parts or service for the hardware, software, mechanical systems, or Vault structure, all of which are integrated into NARA's programs and protocols that help to assure daily exhibition of the Charters of Freedom. Only Diebold Nixdorf can provide the custom parts, repairs, preventative maintenance, and application and user support required to keep the Charters Vault and Integrated Automated Retraction System functioning at peak performance.

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 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. Prices from previous contracts for the same requirement will be used to determine if the price is fair and reasonable. There are no other contractors that can provide the services.

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 not conducted because Diebold Nixdorf, Incorporated, and its subcontractor Dematic, custom designed, fabricated, and installed the Charters Vault and Integrated Automated Retraction Systems. Diebold Nixdorf is the only contractor able to provide the custom parts, repairs, preventive maintenance, and application and user support required to keep the Charters Vault and Integrated Automated Retraction System functioning at peak performance.

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

Diebold Nixdorf, Incorporated, and its subcontractor Dematic, custom designed, fabricated, and installed the Charters Vault and Integrated Automated Retraction Systems. Diebold Nixdorf is the only contractor able to provide the custom parts, repairs, preventive maintenance, and application and user support required to keep the Charters Vault and Integrated Automated Retraction System functioning at peak performance.

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.