A03_Justification_for_OTFOC_-_SAP_Pharos_signed_PA_signed_CDD_9-22-16_redact_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

10919532 ✔ 108,382

Pharos, 80 Linden Oaks, Suite 310, Rochester, NY 14625

This contract will provide 3700 user licenses, 195 printer licenses, and one (1) year software maintenance for the CECOM APG personnel and is intended for use to analysis of printer usage and to implement secure print. The licenses will assist in the CECOM policy for printer reduction and associated printer costs for equipment and toner.

Blueprint Enterprise tracks and costs pages, jobs, and users on every device and provides an accurate, complete and real-time picture of print and copy spending. Blueprint Enterprise also enables printing policies and provides strategic guidance to optimize print across an entire enterprise. The current MFD are manufactured and are still under warranty by HP as such any and all software integration must be executed by HP to avoid breaching the warranty on service agreement for the hardware.

A purchase description and software requirements information was solicited through CHEES, however, no additional vendors responded with applicable software options.

Market research was conducted in accordance with FAR 10.002 to identify all qualified sources and to analyze the current industry capabilities. A detailed search of the World Wide Web and an RFQ in CHESS was conducted within the past 2 months have shown that like products and services are not available. A test pilot was conducted of Pharos Blueprint for 30 days to ensure that the software was compatible to the CECOM/APG Network and no issues occurred. The HP FutureSmart software is currently being used by CECOM and users have had continual issues with the CAC reader not properly working, inability to scan to email function, and unable to easily retrieve print jobs.

The Blueprint Enterprise software is vendor agnostic, works within the constraints of the Army/DOD security requirements without altering security posture of the network or requiring special security consideration/waiver.

O&M (2020) 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

DIGITAL SIGNATURE EMAIL ADDRESS DATE

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

DIGITAL SIGNATURE EMAIL ADDRESS DATE

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

A Notice of Intent to Award a Sole Source Contract to HPI Federal, LLC will be publicized as required by FAR Subpart 5.2.

MARKET RESEARCH COMPLETED:

A RFQ was posted on CHESS for 30 days with no interested parties.

A search on GSA Advantage produced HP GS-03F-046AA, these products did not match the the requirements of the RFQ. Pharos GS-03F-048AA was priced higher than the quoted rates from HPI Federal, LLC.

An email to Pharos inquiring about resellers was answered on 20 Sept 2016:

Our resellers include HP (ADMC2), AlphaSix (Schedule 70), and Premier Systems (Schedule 70).

Our products are also listed on GSA (Schedule 36).

Kindest Regards, Ben Bowen Major Account Executive 585-939-7025 w 585-721-5599 c bbowen@pharos.com

Based on FAR part 5.202(a)(2) publicizing for competition would result in missing fiscal year deadlines. This would cause injury to the Government.

Amy DuBree amy.c.dubree2.civ@mail.mil 23 Sept 2016

CHANEL D. DE SILVA chanel.d.desilva.civ@mail.mil 22 Sept. 2016

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: 2016.09.23 07:48:34 -04'00'

DE

SILVA.CHANEL.D.104

5453622

Digitally signed by DE

SILVA.CHANEL.D.1045453622

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USA, cn=DE

SILVA.CHANEL.D.1045453622

Date: 2016.09.22 16:24:44 -04'00'

SOLE SOURCE

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