A03_W91ZLK-16-T-0086_Justification_for_OTFOCredacted_Redacted.pdf

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COMPLETION INSTRUCTIONS for:

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION for

SIMPLIFIED ACQUISITIONS VALUED BELOW $150K

I. General Information

a. The purpose of the justification document is to ensure the requiring activity and contracting office have thoroughly evaluated the requirement and have considered all possible alternatives prior to deciding to restrict competition.

b. This is a legal document and will be made part of the official contract file. Ensure it is completed accurately and professionally.

c. The requiring activity is responsible for completing the first part of the document through Section 6. The contracting office verifies and completes the rest of the information.

d. Before submitting to the contracting office, the requiring activity should remove the instructions in “red” within the document. The below information is guidance supplemental to those instructions and is meant to aid the preparers in adequately completing the document.

e. References to the Federal Acquisition Regulations (FAR) can be accessed at: http://farsite.hill.af.mil

II. Authorities to Limit Competition- 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).

*The FAR states that contracting without providing for full and open competition shall not be justified on the basis of a lack of advance planning by the requiring activity.

a. Sole Source: FAR 13.106-1(b)(1)(i) Soliciting from a single source- Select this authority when procuring requirements on the basis of urgency, exclusive licensing agreements, brand name or industrial mobilization.

b. Brand Name: FAR 13.106-1(b)(1)(ii) Brand name specification- Select this authority when a single source is identified to provide a portion of a purchase because that portion specifies a particular brand-name item. The documentation should state it is veering only the portion of the acquisition which is brand-name.

c. Brand Name or Equal*: If the commodity or service required meets the criterion for a Brand Name or Equal competitive action- STOP. This justification is not required.

*See supplemental information at the end of this instructions document.

III. Estimated Value (inclusive of options):

a. This justification template is only appropriate for use below the Simplified Acquisition Threshold, $150,000.

b. Estimated value needs to be the total of the basic requirement plus any option years or option quantities.

IV. Form Completion

Section 1- Name of proposed sole source contractor or brand name manufacturer

Section 2- Brief description of supplies or services required and the intended use:

a. In layman’s terms, briefly describe the services or supplies to be provided, including make & model number where appropriate. Include quantities of supplies or period of performance for services. Provide information for any options included. If the action is a modification to an existing purchase order, distinguish clearly between the work covered by the basic order and the work to be obtained by the proposed modification.

b. General description of requirement- do not go into justification rationale here.

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Section 3- Unique salient characteristics that limit availability to only one source, with the reason no other supplies or services can be used:

a. Explain factors/unique qualifications such as proprietary data or exclusive licensing rights, if applicable.

b. If brand name, explain why an adequate purchase description or other information suitable to solicit by full and open competition has not been developed or are not available.

Section 4- Reason why contractor is the only source capable of meeting mission requirements; specifically, the reason no other source can meet the unique capabilities in section 3:

a. Has the vendor provided a statement verifying the unique/specialized/proprietary nature of the requirement?

b. Follow-On Contracts: Defined as a separate, new contract action for which the price and terms are non-competitively negotiated with the incumbent contractor to continue or augment a specific program which is necessitated by prior procurement decisions. Discuss how the sole source action will avoid duplication of costs that is not expected to be recovered through competition, or discuss the unacceptable delays to the government. Provide an estimate of the costs that will be duplicated and explain how such estimate was derived.

c. If urgency is the basis for the justification, explain the chronological events leading up to the requirement and explain why time constraints cannot permit even a limited competition. Describe impact of required delivery/performance date. Describe the detrimental effects/serious injury to the mission of the requiring activity or to the government, financial or otherwise, that will result if this justification is not approved and the product or service cannot be provided by the intended sole source contractor.

Section 5- Market Research:

a. Reference FAR Part 10

b. Describe the extent of the market research conducted to identify all qualified sources and the results thereof. "Market Research" is defined as those attempts you made to ascertain whether other qualified sources exist, and can include contact with knowledgeable experts regarding similar or duplicate requirements, contact with industry, results of a sources sought synopsis, or draft solicitations. Research of the marketplace may consist of written, telephonic, or world wide web inquiries.

c. Procurement History: Identify contract numbers and whether those actions were competed or not.

Section 7- Actions to Increase Competition (for completion by ACC-APG Acquisition Personnel):

a. What supplemental market research has been done?

b. Has a sources sought, RFI, or notice of intent been posted?

c. Have any contractors identified their interest in this requirement?

d. Has the proposed contractor been contacted for verification of the information presented?

e. Have resellers/distributors been researched and identified?

f. Have the mandatory sources of FAR Part 8 been screened? (FPI/UNICOR, AbilityOne, GSA, FSS)

Brand Name or Equal (FAR 11.104)-

- Brand name or equal purchase descriptions must include, in addition to the brand name, a general description of those salient physical, functional, or performance characteristics of the brand name item that an “equal” item must meet to be acceptable for award.

- Use brand name or equal descriptions when the salient characteristics are firm requirements.

- The below chart details the difference between “Brand Name or Equal” and “Brand Name” actions under $150k:

Brand Name or Equal Brand Name Does NOT require a “Justification” Does require a “Justification” Does not limit competition/Provides for greater competition

Does limit competition

Informally describe salient characteristics (via email, memo, etc.) in written form.

Formally describe salient characteristics via a “Justification”

No specific format Use Justification for Other Than Full and Open Competition for Simplified Acquisitions <$150k

Allows for “or equal” similar/comparable items Must supply specific item (part number, model number, serial number etc.)

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JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION for

SIMPLIFIED ACQUISITIONS VALUED BELOW $150K

FAR 13.106-1(b)(1)(i) Soliciting from a single source FAR 13.106-1(b)(1)(ii) Brand name specification

PURCHASE REQUEST NUMBER:

DESCRIPTION OF ACTION:

New Requirement Modification

ESTIMATED VALUE (inclusive of options):

FUND TYPE: YEAR:

1. NAME OF PROPOSED SOLE SOURCE CONTRACTOR / BRAND NAME MANUFACTURER:

2. BRIEF DESCRIPTION OF SUPPLIES OR SERVICES REQUIRED AND THE INTENDED USE:

3. UNIQUE SALIENT CHARACTERISTICS THAT LIMIT AVAILABILITY TO ONLY ONE SOURCE, WITH THE

REASON NO OTHER SUPPLIES OR SERVICES CAN BE USED:

4. REASON WHY CONTRACTOR IS THE ONLY SOURCE CAPABLE OF MEETING MISSION REQUIREMENTS;

SPECIFICALLY, THE REASON NO OTHER SOURCE CAN MEET THE UNIQUE CAPABILITIES IN SECTION 3:

Is this a follow-on contract? yes no If yes, provide contract number: _____________________________

5. MARKET RESEARCH:

6. TECHNICAL CERTIFICATION:

I certify that the supporting data under my cognizance, which is included in the sections above, is accurate and complete to the best of my knowledge and belief.

NAME AND TITLE OF CUSTOMER

DIGITAL SIGNATURE EMAIL ADDRESS DATE

GFEBS PR 10821577 ✔ 140,000

Precision Filters, Inc., 240 Cherry Street, Ithaca, NY, 14850-5099. CAGE Code 59056.

The Precision Filters 28000-series signal conditioning systems, including system subcomponents, compose a significant portion of the data acquisition systems on many of ATC’s live fire ranges. These systems were developed by Precision Filters with input from ATC specifically to support ATC mission requirements. Alternate commercial hardware that could support these mission requirements does not exist. Requested contract is for repair and calibration of systems presently on-hand at ATC.

The subject hardware contains proprietary components not available to Contractors other than the OEM, and the OEM does not certify any third-party to perform maintenance and calibration of their hardware. Specialized diagnostic methodologies are required to isolate problems on these highly complex electronic systems, and only the OEM possesses this institutional knowledge. Lack of properly maintained and calibrated hardware would have a significant impact on ATC’s ability to acquire accurate test data from the subject ranges.

How would award to any other source result in substantial duplication of cost to the Government that is not expected to be recovered through competition? An alternate vendor without the described proprietary knowledge and parts would need to reverse-engineer the electronics, develop new testing methodologies, and source development of new electronic components not available on the open market It is expected that the associated costs would be passed

✔ W91ZLK-14-P-0185

We continue to research other vendors who may have sufficient knowledge, such as those who service related but dissimilar electronic filters and subcomponents systems, for the capability to service the items. To date, no qualified vendors have been found during past searches. Reviews of past DoD procurement actions related to M&R of these systems have only revealed Notices of Intent to Award Sole Source Contracts to Precision Filters, with no awards to alternate vendors having been found. In the case of these systems, we require manufacturer qualified service due to the proprietary design of the instrumentation equipment. In general, when we have more generic systems with wider sales distribution, we can proceed with competitive actions as alternate vendors may and do exist. Relatively low sales of these highly specialized electronic filtering systems depresses the market interest and competition required for the development of third party repair solutions. Market Research continues to be conducted, yielding zero qualified vendors who can provide the proprietary services needed for this equipment.

The maintenance and repair (M&R) of Precision Filters 28000-series signal conditioning systems and subcomponents typically requires access to proprietary diagnostic methods and repair components only available to Precision Filters, Inc.

Introduction of other service providers who are unfamiliar with the systems will not have the proprietary knowledge to t ti t i li d t t ff t i R i f t D D t

RDT&E (2040) FY 2016

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7. ACTIONS TO INCREASE COMPETITION (For Contracting Personnel Use):

8. CONTRACT SPECIALIST/PURCHASING AGENT REVIEW:

I have done my due diligence in verifying the information presented above by the requiring activity and have attempted to obtain competition to the maximum extent practicable.

NAME OF REVIEWER

9. ENDORSEMENT OF THE ACC-APG TENANT DIVISION CONTRACTING OFFICER

I hereby approve / disapprove this justification in accordance with the authority cited on this document.

Approval is based on the availability of funds and provided that the services and property herein described have been otherwise authorized for procurement.

NAME OF CONTRACTING OFFICER

7. ACTIONS TO INCREASE COMPETITION (For Contracting Personnel Use):

A Notice of Intent to Award a Sole Source Contract to Precision Filters, Inc. will be publicized as required by FAR Subpart 5.2.

MARKET RESEARCH COMPLETED:

Unicor, AbilityOne returned no results. GSA Advantage provided replacement costs of equipment, there is no pricing for calibration and repairs on GSA.

Dynamic search of the World Wide Web (www.) utilizing www.google.com and key words "precision filters 28000" resulted in Precision Filters website and various PDF documents.

Email communication with the vendor verified:

Precision Filters is the sole Manufacturer and distributor of this equipment and there are no other authorized dealers performing repairs.

Lastly, GSA pricing is not available to equipment needing repair or recalibration.

Bridget O'Connor Precision Filters, Inc.

240 Cherry Street Ithaca, NY 14850

607.277.3550 ext. 7303 Caution-www.pfinc.com

Amy DuBree amy.c.dubree2.civ@mail.mil 4/20/16

Sherry L. Compton sherry.l.compton.civ@mail.mil 4/21/16

DUBREE.AMY.CAT

HLEEN.1298398849

Digitally signed by

DUBREE.AMY.CATHLEEN.1298398849

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USA, cn=DUBREE.AMY.CATHLEEN.1298398849 Date: 2016.04.20 17:40:29 -04'00'

COMPTON.SHER

RY.L.1229314137

Digitally signed by COMPTON.SHERRY.L.1229314137 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USA, cn=COMPTON.SHERRY.L.1229314137 Date: 2016.04.21 08:03:57 -04'00'

SOLE SOURCE

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CONTINUATION PAGE

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CONTINUATION PAGE