VRC JA_.pdf

Reference DOSAR 606.303-2

JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN COMPETITION

(DOMESTIC CONTRACTING ACTIVITIES)

1. Identification of agency and contracting activity:

The agency is the U.S. Department of State, Bureau of Global Systems. The point of contact is Mr.

Robert Nicolai, U.S. Department of State, (RM/GFS/ADO/AS), 1969 Dyess Ave., Charleston, SC

29405 (843) 308-5302. It is recommended that a Commercial Item contract with a Base and four

Option years for a total of $291,924.00 be awarded to Vital Records Control (VRC) of SC Inc.

2. Nature and/or description of the action being approved.

RM/GFS Administrative Operations (ADO), has a requirement for storage space and/or destruction services for any combination of the following, magnetic tapes, films, microfilms, microfiche, paper records, documents or other related material. Secure storage, access and destruction of the said records are necessary for future reference and use.

3. A description of the supplies or services required meeting the agency’s needs.

The below listed items are in effect if the Standard Monthly Fee is exceeded. Additionally, any items listed below, but not included in the standard monthly fee, will be billed according to usage on a monthly basis.

1.) Storage above 12,000 cubic feet will be $0.20 per cubic foot per month.

2.) For any regular pick-up and delivery, the charge will be $15.00 per delivery. A regular delivery is defined as follows:

(a) Requests received by VRC before 10:00 a.m. Monday through Friday will be delivered locally by

VRC before 4:00 p.m. of the same day.

(b) Requests received by VRC before 3:00 p.m. Monday through Friday will be delivered locally by

VRC before 12:00 p.m. the following business day.

NOTE: Requests for delivery or pick-up that exceed 20 boxes may require additional time for servicing.

Said additional time will be reasonable and mutually agreed upon by Customer and VRC.

3.) Accesses will be $3.00 per box in or out.

4.) Additional/priority deliveries will be $25.00 instead of the normal $15.00. An additional delivery is defined as follows.

a. Request called in after 10:00 a.m. Monday-Friday, requiring same day service

b. Special deliveries other than by set terms

5.) Emergency deliveries will be $50.00 instead of the regular delivery price of $15.00. An emergency delivery is defined as follows.

(a) Requests requiring a two hour or less delivery response.

(b) Requests for deliveries to be made other than Monday through Friday 8:00 a.m. to 5:00 p.m.

(c) Special deliveries other than by set terms.

6.) Destruction/Permanent Removal will be $2.50 per box.

7.) For each VitalWeb administrator above one per month, the charge will be $4.95 per month. For each

VitalWeb user, the charge will be $2.95 per month.

8.) Repacking of boxes will be $3.00 per box. This fee does not include the cost of the flat box.

9.) Purchase of a 1.3 cubic foot flat box is $1.90 per box. Purchase of a 2.7 cubic foot flat box is $4.95 per box.

GFS Charleston (GFSC) has a requirement for records storage facilities in the North Charleston, SC area. The facility must be a secure, fire proof and to the maximum extent possible weatherproof to ensure maximum storage protection. The facility must have sufficient environmental controls to prevent degradation of the records. The facility should be under 24/7 surveillance by a security staff.

The facility must be located a safe distance away from the 100 year flood plain. Access to the facility must be strictly controlled, and facility personnel who have access to Department of State

(DoS) records must have no criminal history.

GFS Charleston currently has 12,000 cubic feet of records in storage. In the past five years the storage space has grown at a rate of about 2,500 cubic feet per year. We anticipate a similar rate of growth over the next 5 years. All records shall be stored in a least 1.3 cubic foot box or larger and meet all government storage standards. All boxes must be stored in racks or tiers and off the floor.

The boxes must be managed by a computerized inventory system that guarantees quick and accurate access. The contractor shall maintain an up-to-date inventory of all records stored at the facility.

Contractor shall be liable for loss or damage to records stored, serviced, shredded or maintained at the storage facility.

4. An identification of statutory authority permitting other than full and open competition.

The statutory authority permitting other than full and open competition is FAR 6.302-2. The regulatory authority is 41 U.S.C. 253(c) (2). “Unusual and compelling urgency”.

5. Demonstration that the proposed contractor’s unique qualifications or nature of the acquisition requires use of the authority cited.

Secure records storage, access and destruction is necessary to follow the Department of State

Foreign & Domestic Records Disposition Schedule. In 2005, GFSC secured records storage and destruction services with VRC Inc. The contract (SAQPMD-05-C-1164) consisted of a base year and four option years. Over the past five years GFSC has accumulated 12,076 cubic feet of storage space. It’s in the Governments best interest to continue using VRC for records storage and destruction. The vendors proposed pricing does not reflect a price increase in spite of the economic times. If a different vendor is awarded this contract the Government will pay to move the existing boxes to the new storage facility and incur all costs associated with set-up. Moving the boxes to a new storage facility has the following disadvantages: possibly damaging or losing boxes, the http://uscode.house.gov/uscode-cgi/fastweb.exe?getdoc+uscview+t41t42+2+13++%2841%29%20%20AND%20%28%2841%29%20ADJ%20USC%29%3ACITE%20%20%20%20%20%20%20%20%20 additional cost of moving the boxes and possibly renumbering the boxes to fit into a new inventory system. The best value to the Government means maintaining records storage and destruction with

VRC Inc., to include a base year and four option years.

6. Description of efforts made to ensure that offers are solicited from as many potential sources as is practicable.

This notice of “Intent to Sole Source” will be posted on GSA E-Buy or another Government Point of

Entry.

7. Determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

The Contracting Officer has determined that the anticipated cost to the Government will be fair and reasonable based on similar purchases of this type.

8. A description of the market research conducted and the results or statement of the reason a market was not conducted.

Market research was not conducted in support of this action because Herman Miller Office

Equipment (desks, chairs, cubicles and cubicle components) is the only furniture/equipment that will match the existing furniture throughout GFSC.

9. Any other facts supporting the use of other than full and open competition.

None.

10. A listing of sources, if any, that expressed in writing, an interest in the acquisition:

This notice of “Intent to Sole Source” will be posted on FedBizOps, GSA E-Buy or another

Government Point of Entry.

11. 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.

Department of State supports competing requirements among vendors who are able to supply the level of service required to obtain the lowest cost. However, at this time, doing so may not be in the governments best interest due to the risks involved with relocating 12,000 cubic feet of storage boxes containing vital Department records.

CERTIFICATIONS

I certify that this justification is accurate and contains complete data necessary to support the recommendation for other than full and open competition.

Date Robert Nicolai

Director, Administrative Operations

RM/GFS/ADO

I certify that this submission is accurate, and that it contains complete information necessary to enable other officials to make an informed recommendation for approval or disapproval.

Date Contracting Officer