W911SD-19-R-0166-SOLE_SOURCE_KO_Determination_SAT.pdf

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Contracting Officer’s Determination

SOLE SOURCE JUSTIFICATION

FAR Part 13 Not Exceeding $150K

1. Agency/Contracting Activity: MICC – West Point

2. Description of Action: 40-APPLE iPADS

Nature: New Requirement Follow-on Requirement Mod to Existing Purchase Order/Contract Number

Pricing: Firm-Fixed Price Time & Materials Cost

Funds: OMA Other Funds:

3. Description of Services or Supplies:

40 Apple iPads

The total estimated value of the proposed action is $26,685.60

This is a sole source justification in the matter of a contract solicitation for the purchase of 40 Apple iPads for the USMA Library.

4. Authority: FAR 13.106-1(b)(1): For purchases not exceeding the simplified acquisition threshold (SAT), 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)

5. Reasons for Authority Cited:

Background:

The USMA Library is requesting the procurement of 40 Apple iPads to replace their current, aging iPads. The USMA Library is looking to purchase the iPads due to the fact that they have been using iPads units for several years now and have the infrastructure to support them. The Library is also requesting the A12 Bionic Chip processor to ensure that the units will be viable for an extended period of time and will not become outdated and stop interacting with their new integrated library system.

The iPad tablets are used to provide library staff with a portable information point to provide reference and communicate with other staff members. The library uses the application Slack for interlibrary communication and our current infrastructure is designed to be used with our current iPads. They have also acquired a new integrated library system (ILS) that can use the iPad and additional utility. The ILS will allow the iPads to be mobile service points and to be used in collection development and maintenance. The current infrastructure for the ILS was designed with

-2- MICC-West Point 8/22/2018 the iPads in mind as that was on the current tablets. Any changes would need result in costly changes in both money and manpower.

Alternatives:

Other tablets from other manufacturers are available but the library is currently using the iPad models and has all the infrastructure to support them. The investment in peripherals for the iPads including chargers, card readers, VGA adapters, and various other accessories preclude using other models. The USMA Library has invested over $3K in peripherals alone, not including the applications and programs built around iOS system used by Apple. The USMA Library has created several operations based on the iPad iOS system including tracking various statistics such as usage, attendance, and room reservations. Any cost savings in purchasing another product would be nullified by the acquisition of the necessary infrastructure that we currently have that supports the iPads and are required to maximize the efficacy of the technology. The total cost to switch to a different system, including peripherals and man-hours to create programs and applications, would be upward of $10k.

Impact:

If this purchase is not approved the library will be forced to continue service with the aging iPads.

These older models have limited efficacy with new systems and are quickly becoming unsupported by Apple and other software providers. The use of these old models limit the full potential of the new ILS and collection maintenance, necessitating more man-hours invested for the execution of library functions. As the iPads become unsupported by Apple and other software developers there is an increase in the risk to our information security. In order to maximize our technology, support our current infrastructure, and protect the library’s information the iPads need to be purchased.

6. Actions to Increase Competition:

An RFI was posted on Chess from 07/11/19 – 07/16/19. There was one response from Transource and one quote from MAC Business Solutions, INC. Transource has not been determined to be a known certified reseller.

7. Market Research:

a. Sufficient market research has been conducted appropriate to the circumstances.

b. Market research supports issuing this solicitation on a sole source basis.

c. IAW FAR 19.502-2 (b) and IAW FAR 19.203 (c), consideration has been given to use of small business concerns. There is no expectation that there will be two responsible small business concerns available to supply the requested product.

8. Procurement History:

Previous Purchase Order(s) or Contract(s): No

If "Yes", for each purchase order or contract provide:

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Purchase order or contract number:

Was action competed? Yes No If action was not competed, state the cited authority, summarize rationale:

FAR 13.106-1(b) (1): For purchases not exceeding the simplified acquisition threshold (SAT), 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.

10. Fair and Reasonable Price Determination: As contracting officer, I hereby determine that the anticipated cost to the Government for this contract action will be fair and reasonable. Basis for the determination:

FAR 13.106-3(a)(2) will be used.

11. Contracting Officer’s Approval: I hereby certify that this justification is accurate and complete to the best of my knowledge and belief. Based on the foregoing, I approve this sole source justification subject to availability of funds, and provided that the services and supplies herein described have otherwise been authorized for acquisition.

SIGNATURE: DATE:

NAME: KYMBERLY AVILES

TITLE: Contracting Officer