20181210_-_Amended_JA_MINICAM_Service_Redacted.pdf

Control No: FY19-01

Version – August 2015

Memorandum for Record – Limiting Competition at or below the Simplified

Acquisition Threshold ($250,000)

1. Contracting Activity: Mission & Installation Contracting Command – Dugway Proving Ground

2. Description of Action: Minicam Maintenance and Repair

Nature: ☐ New Requirement ☒ Follow-on Requirement

Contract Vehicle: ☒ Purchase Order

☐ Blanket Purchase Agreement (BPA) Number _______________

☐ Order/BPA# _______ against FSS Contract #_____ _________

☐ Order #___________ against Multiple Award IDIQ Contract Name or #______________

☐ Order #_______ against a single award IDC Contract

☐ Modification # _______ to existing PO/TO/DO/Call Order

Pricing/Contract Type: ☒ Fixed Price ☐ Time & Materials/Labor Hours ☐ Cost Reimbursable ☐ Hybrid

Funds: ☐ Operations & Maintenance, Army (OMA) ☒ Other Funds: RDTE

Name of Proposed Contractor(s) and Address:

OI Analytical 2148 Pelham Parkway BLDG 400 Pelham, AL 35124 205-733-6900 Brand Name Buy: ☐ Yes ☒ No

3. Description of Services or Supplies:

This JA has been amended to accommodate customer request for the increase of number of units serviced per year from 10 to 12 each.

The estimated value of the proposed action is $170,000.00. This requirement is for the purchase of diagnostic and repair of various instruments that require maintenance beyond our organizational maintenance capability.

Base Period: Dec 21, 2018 – Dec 20, 2019 for 12 each at $2,571 = $30,852 1st Option Period: Dec 21, 2019 – Dec 20, 2020 for 12 each at $2,674 = $32,088 2nd Option Period: Dec 21, 2020 – Dec 20, 2021 for 12 each at $2,781 = $33,372 3rd Option Period: Dec 21, 2021 – Dec 20, 2022 for 12 each at $2,893 = $34,716 4th Option Period: Dec 21, 2022 – Dec 20, 2023 for 12 each at $3,008 = $36,096

Total Amount (quoted) = $167,124

Total amount includes yearly escalation of unit repair pricing.The above amount of $167,124 is the price quoted by CMS.

The requiring activity for this requirement is the West Desert Test Center’s Chemical Test Division.

4. Authority:

☒ FAR 13.106-1(b)(1): For purchases not exceeding the simplified acquisition threshold (SAT), only one source reasonably available, urgency, exclusive licensing agreements, brand name, or industrial mobilization.

5. Reasons for Authority Cited:

a. The Chemical Test Division (CTD) has approximately 316 MINICAMS, and the service requested will be used to replace and repair obsolete instruments and ensure sufficient instrumentation is operational to support safety air monitoring and to support test referee requirements. If this requirement is not procured it will impact Government’s ability to be in compliance with safety regulations and to referee ongoing and future test of record programs. CMS Field Products is the MINICAMS manufacturer and is the only vender that produces such Gas Chromatograph (GC) instrumentation.

b. MINICAMS fulfill two requirements for the CTD. Primary they function as safety air monitors, a mandated requirement for chemical agent testing. They also function as field referee systems to collect test data. MINICAMS units are robust and portable by a single individual. They possess the resolution to differentiate between compounds, and quantity them accurately. They can monitor the very low quantities for both safety and field referee purposes. Technicians without a scientific background can be trained to operate them. MINICAMS units can be retrofitted with varying sample collection components and analyzers to fit different requirements. They work with existing Army software and network infrastructure.

c. If the government did not replace its expiring units with additional MINICAMS, then the current workforce would need to be trained across two systems. The two systems would interface differently with test equipment, provide different data samples, and mandate that technicians maintain certification on their instruments by demonstrated capability. This would require them to double the effort needed to maintain this requirement if a second system were introduced.

d. Existing DPG IT personnel would be required to develop a new network and database for new equipment, or would have to hire a contract to provide the services. If four contractors were hired full-time (40 hrs/week) to develop a network and database, and billed $100/hr each, they would bill the government $16,000 per week together, or $64,000 per month. A six-month labor-only effort would cost nearly $384,000, with hardware being an additional cost.

e. Replace expiring MINICAMS units with new units gives the government the advantage of: not needing a new training program; maintaining the availability of existing technical skill; not needed a new network or database; interoperability between old and new hardware; meeting mandated safety requirements; and meeting customer test quality requirements.

6. Publicizing Contract Actions: For FAR Part 13 actions, the public display and synopsis requirements of FAR 5.101 and FAR 5.203 ☐ do not apply due to the $ threshold, ☒ apply and will be followed, or ☐ do not apply due to an exception at

5.202 ______________________.

7. Market Research: Market research was conducted through literature reviews, Internet searches and technical trade journals. Other sources that produce gas Chromatographs were identified but showed a limited amount of potential, such as, Agilent, Perkin Elmer, and Bruker. However, the listed manufacturer’s experience with the MINICAMS system is none existent. The conclusion of this market research is that only CMS has the capability of providing reliable maintenance for Dugways MINICAMS.

8. Procurement History:

Previous Purchase Order or Contract: Yes If Yes: W911S6-15-P-0033 Was action competed? Yes, Competed as a sole source to CMS Research.

Requirement posted with intent to sole source. No responses other than CMS.

If action was not competed, summarize rationale: N/A

9. Other Facts: DPG WDTC has utilized Minicam sample units for agent and agent simulators for decades. The rarity of the tasks performed and monitored at DPG have limited the market in the variety of offerors of this equipment. Minicams and parts have been purchased as sole source and advertised as such for decades and no other company had proposed a suitable replacement or voice interest in providing an alternate product.

A Sources Sought was posted to Federal Business Opportunities. One response was received, from Battelle Memorial Institute (BMI). The contracting officer inquired with CMS as to whether any partner companies existed or other sources existed that could provide repair, upgrades, parts, etc. as required. CMS replied with a formal letter stating that no other company exists that is capable or has access to upgrades or CMS parts.

They do not resell or provide parts to any company. That letter is included in the contract file.

10. Technical/Requirements Certification: I certify that the supporting data under my cognizance which is included in this abbreviated J&A is accurate and complete to the best of my knowledge and belief.

Date: 10 December 2018

11. Contracting Officer Certification/Approval:

I hereby determine that the anticipated cost or price to the Government for this contract action will be fair and reasonable based upon OI Analytical/CMS Research pricing lists. These lists are included in the document folder with fair/reasonable documentation.

I certify that this justification is accurate and complete to the best of my knowledge and belief, and that completing this purchase as a sole source is in the best interest of the Government. Additionally, I approve this justification to limit competition subject to the availability of funds and provided that the services or supplies herein described have otherwise been authorized for acquisition.

Paul E. Frailey

Contracting Officer