Redacted_13.5_JA_18-R-MT08_FH_01AUG18_CRDAMC_FH_EMS_LMR_radios2-_Reed_(1)_Redacted.pdf

Version – March 2017 FOR OFFICIAL USE ONLY

Control Number: Hood-2018-7

JUSTIFICATION REVIEW DOCUMENT

FAR SUBPART 13.5 SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS – SOLE SOURCE JUSTIFICATION AND APPROVAL

Program/Equipment: CRDAMC EMS Replacement of life cycle LMR Harris Daily-Wells radios with increased capability Harris Dailey-Wells LMR radios.

Authority: Simplified Procedures for Certain Commercial Items, 41 U.S.C. 1901 as implemented by FAR Subpart 13.5.

Amount:

Contracting Officer: Wolf G Jouett Contracting Officer Email: wolf.g.jouett.civ@mail.mil

DSN: 737-5454

Date: 14 AUG 2018

FAR Subpart 13.5 Simplified Procedures for Certain Commercial Items – Sole Source Justification and Approval

1. Contracting Activity: Harris Inc. 3440 E. Houston St., San Antonio, TX, 78219

2. Description of Action: CRDAMC Emergency Medical Service requests a firm-fixed- price with Harris Dailey Wells Communications. The Government projects award for August 2018 and fiscal year 2018.

An acquisition plan is not required because this procurement does not meet the threshold at Defense Federal Acquisition Regulation Supplement 207.103(d)(i)(B).

approved an acquisition plan in accordance with DFARS 207.103(d)(i)(B) on.

X The required acquisition plan in accordance with DFARS 207.103(d)(i)(B) is currently awaiting (insert approval authority title) approval.

3. Description of Supplies/Services: Replacement of Land Mobile Radios (LMR’s) for current LMR’s which are past end of life (FY-17). See the below listed items:

Manufacturer Part No.

Description

Qty

Unit Price

Extende d Price

4. Authority Cited: Simplified Procedures for Certain Commercial Items, 41 U.S.C.

1901 as implemented by FAR Subpart 13.5:

Unusual and compelling urgency Exclusive licensing agreements Industrial mobilization x Other: Harris Dailey Wells is the proprietary owner of the current communication systems used with Fort Hood EMS.

5. Reason for Authority Cited:

The purchase with Harris Dailey Wells Communications meets the Simplified

Procedures for Certain Commercial Items IAW 41 U.S.C. 1901. Harris Dailey Wells Communications is the sole communication system used with Fort Hood EMS. Harris Dailey Wells products can replace current communication devices used for Emergency Medical response on Fort Hood without the need for the replacement of additional communication components.

Harris Dailey Wells is a 400 MHz radio system/network on Fort Hood. The

Harris/Dailey Wells software and equipment for encryption is not compatible with other manufacturers (i.e. Motorola, Kenwood). By staying with Harris/Dailey Wells radios and system will save government and organizations. Acquiring another manufacture radio system, with training, equipment, software, and maintenance contract would cost to CRDAMC and FT Hood NEC/LMR.

Harris/Dailey-Wells products will be solicited from the prime contractors.

Harris/Dailey-Wells holds proprietary system functions that works with current Fort Hood emergency systems. Given that the required product is a component of the network, all components must be compatible with the existing structure, and meet the certification requirements. The use of Harris/Dailey-Wells LMR radios within this structure will ensure proper encryption for EMS in the future.

(b) Alternatives: Due to the technical requirements, there were no alternatives available for purchasing.

(c) Address the following as applicable.

1) The current verified minimum requirements are that the radios are portable and compatible with current Fort Hood encryption as well as software. The current radios used by Fort Hood Emergency Medical Services have exceeded their life-cycle as of FY- 2017. No additional items will be required.

2) Due to the complexity of the requirement, timeliness was not a factor in the determination of a sole source acquisition. The sole source acquisition was determined based on current system requirements and compatibility.

3) The current system requirements of communication devices used by EMS through the NEC excluded the solicitation for additional sources. Due to the current equipment exceeding their life-cycle, their functioning has deteriorated, resulting in decreased communication coverage and susceptibility to damage. Fort Hood EMS utilizes these communication devices to respond in a timely manner to emergency situations as well as the transfer of patients to other facilities for further medical treatment. Faulty or damaged equipment can place both Emergency Medical Personnel and patients in situations that may jeopardize their safety without proper communication. In order to remain fully mission capable and emergency response ready, it is imperative that communication devices are fully operable and current.

6. Efforts to Obtain Competition: Sources Sought was initiated and completed with 4 companies’ expressing interest. Two of the companies wanted to install new systems and two expressing they could procure Harris Radios. Harris Radios sent a sole source letter documenting that Dailey Wells is the only company that can resell the radios. Further investigation found that XRT, LLC. lacks on several required specifications to include the PROVOICE feature that is proprietary feature that can be used to coordinate Emergency Services between Fort Hood and surrounding counties through encryption.

7. Actions to Increase Competition: Seeking competition would have an unnecessary, negative economic impact. Since the current communication system is compatible with the requested communication devices, it is economically reasonable.

Soliciting competition would require the adjustment of current systems and re-evaluation of compatibilities.

8. Market Research: No other companies were able to provide the necessary equipment compatible with current system infrastructure. Dailey Wells sent invoices indicating where other requiring activities in a myriad of markets were charged accordingly as the current proposed to the Fort Hood Carl R. Darnall Army Medical Center Emergency Services Department.

9. Interested Sources: Sources Sought done on FedBizOpps web site that received four interested vendors. Two of the interested sources were from different servicing radio companies Motorola and ICOM. Two interested sources came from XRT and Harris Radios. Harris Radios sent an email explaining that Dailey-Wells was the authorized reseller of the Harris Radios. Mr. Torres from MICC FH was sent a memorandum from Mr. Jones of Harris Radios stating that Dailey-Wells Communications is the sole source dealer for Harris Corporation.

10. Other Facts: There are no other supporting facts.

11. Technical Certification: I certify that the supporting data under my cognizance which are included in the justification are accurate and complete to the best of my knowledge and belief.

12. Fair and Reasonable Cost Determination: I hereby determine that the anticipated cost or price to the Government for this contract action will be fair and reasonable. Sources sought was completed to determine the claim that the Harris Radios are sole source. While there is one other company that responded to the Source Sought, Harris Radios sent their information along with a letter explaining that Dailey-Wells is the sole reseller in this region. The radios that Dailey-Wells provides have software that is proprietary to the radio models they carry such as PROVOICE that communicates with area Emergency Services and features encryption.

This determination will be made using the following: X price analysis cost analysis IGCE audit X other: Sources Sought

As a part of this basis, certified cost or pricing data is not required because the item and/or services being acquired are considered commercial.

Typed Name: Wolf G Jouett Date: 14 AUG 18 Title: Contracting Officer Signature:

X Right-Click "Signature Setup"

13. Contracting Officer Certification: I certify that this justification is accurate and complete to the best of my knowledge and belief.

Typed Name: Wolf G Jouett Date: 14 AUG 18 Title: Contracting Officer Signature:

X Right-Click "Signature Setup"