SS PC234557 - Soloy Sole Source Justification.pdf

Department of Enterprise Services – C&P Page 1 of 5 June 2024

Sole Source CONTRACT Filing Justification Template

Use the following justification template for preparing to file sole source contracts in the Sole Source Contracts Database (SSCD). Once completed, copy and paste the answers into the corresponding SSCD question and answer fields. You will also need to include a copy of this completed form in the documents you post to your agency website and in WEBS.

What is a sole source contract?

"Sole source" means a contractor providing goods or services of such a unique nature or sole availability that the contractor is clearly and justifiably the only practicable source to provide the goods or services. (RCW 39.26.010)

Unique qualifications or services are those which are highly specialized or one-of-a-kind.

Other factors which may be considered include past performance, cost-effectiveness (learning curve), and/or follow-up nature of the required goods and/or services. Past performance alone does not provide adequate justification for a sole source contract. Time constraints may be considered as a contributing factor in a sole source justification, however will not be on its own a sufficient justification.

Why is a sole source justification required?

The State of Washington, by policy and law, believes competition is the best strategy to obtain the best value for the goods and services it purchases, and to ensure that all interested vendors have a fair and transparent opportunity to sell goods and services to the state.

A sole source contract does not benefit from competition. Thus the state, through RCW 39.26.010, has determined it is important to evaluate whether the conditions, costs and risks related to the proposal of a sole source contract truly outweigh forgoing the benefits of a competitive contract.

Providing compelling answers to the following questions will facilitate DES’ evaluation.

Specific Problem or Need

• What is the business need or problem that requires this contract?

Currently, the Washington State Patrol (WSP) Aviation Sections operates two Cessna 206 airplanes, each equipped with a Star Safire FLIR 380 HDc camera. Two https://sscd.des.wa.gov/Logon/Logon.aspx?ReturnUrl=%2f https://sscd.des.wa.gov/Logon/Logon.aspx?ReturnUrl=%2f https://pr-webs-customer.des.wa.gov/

Department of Enterprise Services – C&P Page 2 of 5 more Cessna 206’s will be delivered in 2025. The 380 HDc camera system requires a specific mount that is installed under the left wing. This camera mount is required to have a Supplemental Type Certificate (STC) and be approved by the Federal Aviation Administration (FAA).

The Soloy camera mount is STC approved by the FAA and the only mount manufactured for the Star Safire 380 HDc camera.

Sole Source Criteria

• Describe the unique features, qualifications, abilities or expertise of the contractor proposed for this sole source contract.

The Soloy camera mount is specifically designed and manufactured to attach to the underside of the left wing of a Cessna 206. This mount will accommodate the mounting system on the Safire 380 HDc camera.

No other manufacturers manufacture this mounting system.

• What kind of market research did the agency conduct to conclude that alternative sources were inappropriate or unavailable? Provide a narrative description of the agency’s due diligence in determining the basis for the sole source contract, including methods used by the agency to conduct a review of available sources. Use DES’ Market Research Template if assistance is needed.

A general web search for a camera mount system for the Safire 380 HDc was conducted. No vendors were located. No other aerial camera mounting system is compatible with the Safire 380 HDc.

• As part of the market research requirements, include a list of statewide contracts reviewed and/or businesses contacted, date of contact, method of contact (telephone, mail, e-mail, other), and documentation demonstrating an explanation of why those businesses could not or would not, under any circumstances, perform the contract; or an explanation of why the agency has determined that no businesses other than the prospective contractor can perform the contract.

A search of the DES Statewide Contracts produced no vendors who manufacture this camera mount.

Department of Enterprise Services – C&P Page 3 of 5

• Per the Supplier Diversity Policy, DES-090-06: was this purchase included in the agency’s forecasted needs report?

YES

• Describe what targeted industry outreach was completed to locate small and/or veteran-owned businesses to meet the agency’s need?

NA – no other vendors sell or manufacture this camera mount.

A general web search for a camera mount system for the Safire 380 HDc was conducted. No vendors were located. No other aerial camera mounting system is compatible with the Safire 380 HDc. Since Soley Aviation is the only company that manufactures this camera mount there are no other business to reach out too.

• What considerations were given to unbundling the goods and/or services in this contract, which would provide opportunities for Washington small, diverse, and/or veteran-owned businesses. Provide a summary of your agency’s unbundling analysis for this contract.

Soloy Aviation Solutions is a Small Business who is the only manufacturer/seller of this camera mounting system, there is no option to unbundle.

• Provide a detailed and compelling description that includes quantification of the costs and risks mitigated by contracting with this contractor (i.e. learning curve, follow-up nature).

The Washington State Legislature have funded two (2) Cessna 206’s and associated camera equipment with the intent to keep the Target Zero Aerial Patrol (TZAP) and other aviation missions operating on a more frequent basis. The Soloy camera mount is a necessary component to equip the airplanes with the Star SaFire 380 HDc camera.

Soloy Aviation Solutions has manufactured this camera mount in accordance with FAA specifications, minimizing the risk to WSP aviation. WSP aviation has utilized this company, and their camera mount in the past. Soloy has provided excellent customer service, technical advice, and installation instructions.

• Is the agency proposing this sole source contract because of special circumstances such as confidential investigations, copyright restrictions, etc.? If so, please describe.

Department of Enterprise Services – C&P Page 4 of 5

Yes. Soloy Aviation Solutions has the approved FAA STC for the camera mount.

And this company is the only manufacturer/supplier of the camera mount needed for the Star SaFire 380 HDc camera system.

• Is the agency proposing this sole source contract because of unavoidable, critical time delays or issues that prevented the agency from completing this acquisition using a competitive process? If so, please describe. For example, if time constraints are applicable, identify when the agency was on notice of the need for the goods and/or service, the entity that imposed the constraints, explain the authority of that entity to impose them, and provide the timelines within which work must be accomplished.

No

• What are the consequences of not having this sole source filing approved? Describe in detail the impact to the agency and to services it provides if this sole source filing is not approved.

If the purchase of the Soloy Camera mount was not approved, it would have an impact on Public Safety on our roadways. For example, our nightly TZAP mission will be ineffective (due to not being able to mount the camera system onto the airplane), without the “Eye in the Sky” the WSP Aviation would not be able to provide pursuit management & communications to the officer on the ground, we would be unable to assist with suspect searches, and our critical role in Homeland Security would be non-existent.

Sole Source Posting

• Sole Source Posting on Agency Website - Provide the date in which the sole source posting, the draft contract, and a copy of the Sole Source Contract Justification Template were published on your agency’s website.

- If failed to post, please explain why.

• Provide the date in which the sole source posting, the draft contract, and a copy of the Sole Source Contract Justification Template were published in WEBS.

- If failed to post, please explain why.

• Were responses received to the sole source posting in WEBS?

Department of Enterprise Services – C&P Page 5 of 5

- If one or more responses are received, list name of entities responding and explain how the agency concluded the contract is appropriate for sole source award.

Reasonableness of Cost

• Since competition was not used as the means for procurement, how did the agency conclude that the costs, fees, or rates negotiated are fair and reasonable? Please make a comparison with comparable contracts, use the results of a market survey, or employ some other appropriate means calculated to make such a determination.

Soloy Aviation Solutions is the only manufacture of the camera mount for the SaFire 380 HDc. This company has built the mount in accordance with the FAA specifications and Soloy owns the STC rights to the camera mount. The camera mount, associated hardware, and equipment cost $52,248. WSP will be purchasing the Soloy Universal Camera Mount from Northpoint Aviation dba D.V. Aviation.