SSJ DJM.pdf

JUSTIFICATION FOR SOLE SOURCE PROCUREMENT (OPEN MARKET OR GSA)

UNDER $250,000

Sole source acquisitions may be used on a limited basis and only when the Contracting Officer’s Representative (COR)/Program Official has provided sufficient justification and the Contracting Officer has determined that the circumstances warrant such action. The content for a justification must contain detailed facts and rationale to justify the sole source acquisition. Soliciting from a single source must be done in accordance with FAR 13.106-1(b) or 8.405-6. At a minimum, the following information must be included:

Identification of Program Office, Contracting Activity, and Proposed Requirement, Justification and Program Office Certification:

A. Program Office:

NIOSH/HELD/CBMB

5555 Ridge Avenue Mail Stop: R-7 Cincinnati, OH 45213 Click here to enter text.

B. Contracting Activity:

Centers for Disease Control and Prevention Office of Financial Resources Acquisition Branch #5

C. Identification of Requirement:

1. Nature of Action to be Approved by Contracting Officer:

a. Sole source acquisition of: Document scanning services by A&L Imaging

b. Procurement Request (PR) Number (if available):

000HCCCK-2021-56085

2. Proposed Vendor and Estimated Procurement Amount (if available):

a. Proposed Vendor: A&L Imaging

b. Estimated Procurement Amount: $36,451

3. Is the requirement on GSA Schedule? ☐ Yes ☒ No

If yes, provide schedule number: Click here to enter text.

Rev. 5/14/19

D. Justification:

1. The justification for this non-competitive action is:

☒ In accordance with FAR 13.106-1(b)(1), “only one source [is] reasonably available” which states that, “For purchases not exceeding the simplified acquisition threshold. (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). (ii) Where a single source is identified to provide a portion of a purchase because that portion of the purchase specifies a particular brand-name item, the documentation in paragraph (b)(1)(i) of this section only applies to the portion of the purchase requiring brand-name item. The documentation should state it is covering only the portion of the acquisition which is brand- name.”

☐ Urgency ☐ Exclusive licensing agreements/Proprietary data ☐ Brand name required ☐ Industrial mobilization ☒ Other (e.g., compatibility, space issues, continuity, compatibility, etc.)

☐ In accordance with FAR 8.405-6 “Limiting Sources” which states that, “the only circumstances that may justify the action are – (A) An urgent and compelling need exists, and following the procedures would result in unacceptable delays; (B) Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized; or (C) In the interest of economy and efficiency, the new work is a logical follow-up to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original BPA must not have been previously issued under sole-source or limited-sources procedures.”

☐ Urgency ☐ Only One Source ☐ Logical Follow Up ☐ Brand name required

2. Other facts supporting sole source procurement:

a. What can this product/service do that other products/services cannot do?

The proposed work is a modification to the existing contract with A&L Imaging. A&L Imaging is the only company that would provide a quote to bring their own scanning equipment on-site and conduct the scanning for the original contract. The document scanning services will scan government documents on-site and convert the scanned documents to searchable text. The modification is in part to address the underestimation of files that needed to be scanned as well as the nature of some of the files being scanned, which required substantially more preparative work than standard paper files. In addition, more files that are not part of the LIMS and NMAM set from the original contract have been recognized as requiring scanning for long-term storage/access. It is in the Government’s best interest to add these additional files as part of this modified contract while the contractors are in place to do the work, rather than to seek a separate contract for this work.

b. What other products/services were considered and why did they not meet the need?

No other company would provide a quote for the service when seeking vendors for the original work.

3. Program Office efforts to seek potential offerors: The following companies were contacted but declined to provide a quote:

BiS

(513) 721-FILE

2201 Spring Grove Ave., Cincinnati, OH 45214

Cincinnati Scanning and Imaging 250 E 5th St Cincinnati, OH 45202 Phone: (513) 258-0018 E-Mail: cincinnatiscanning@gmail.com

Key Companies 411 Elliot Ave.

Cincinnati, OH 45215 513.821.2111 contactus@keycompanies.com

E. Program Office Certification:

I have reviewed this sole source justification and certify the justification is true and accurate to the best of my knowledge and adequate to support other than full and open competition.

CIO Project Officer Name: Dawn Farwick

CIO Project Officer Signature:

Approval Date: Click here to enter a date.

Acting Branch Chief: Robert P. Streicher

Signature:

Program Analyst Name: Renee Dotson, Program Analyst, HELD mailto:cincinnatiscanning@gmail.com mailto:contactus@keycompanies.com

Director: Donald Beezhold, Director, HELD

Certification Date: Click here to enter a date.

F. Contracting Office Certification:

I have fully relied on the information provided herein and hereby certify that this justification is accurate and complete to the best of my knowledge and belief:

Contracting Officer Name: Click here to enter text.

Contracting Officer Signature:

Certification Date: Click here to enter a date.