Spectro_Scientific__Justification_for_OTFOC_Updated_2.pdf

Version 2, MAY 2018 PREVIOUS VERSION IS OBSOLETE

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, $250,000.

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.

COMPLETION INSTRUCTIONS for:

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION for

SIMPLIFIED ACQUISITIONS VALUED BELOW $250K

http://farsite.hill.af.mil/

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 $250K:

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 <$250K

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

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION for

SIMPLIFIED ACQUISITIONS VALUED BELOW $250K

☐ ✔ 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:

PR 11298466

DESCRIPTION OF ACTION:

☐ ✔ New Requirement

☐ Modification

ESTIMATED VALUE (inclusive of options):

$ 170,000.00

FUND TYPE: YEAR: 2019

RDT&E (2040) (OTHER FILL-IN)

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

Spectro Scientific Company, One Executive Drive, Suite 101, Chelmsford, MA 0182 Cage: 1BL81

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

The Aberdeen Test Center (ATC) requires the procurement of Spectro - Spectroil M/N-W wear metals sampler, ASP particle count auto-sampler, and T2FM sample prep equipment Instrumentation. The intended use of the instruments is to analyze oil samples from all ATC test vehicles to confirm degradation of oil and vehicle performance. The instruments are necessary to comply with the labs ISO 17025 quality control system. Special needs for bringing outside work in are also required, specifically any helicopter testing which is very sensitive.

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

REASON NO OTHER SUPPLIES OR SERVICES CAN BE USED:

Sole source only - spectro Scientific is the only manufacturer that can provide the specific instrumentation configuration required for our needs. The lab already has similar instrumentation, consumables, data stations, as well as maintenance contract and a dedicated service engineer for other Spectro Scientific instrumentation. Some system maintenance can be performed by analyst such as internal pump service trimming the costs for maintenance contracts. Spectro Scientific provides local on-site after-sale technical support. Replacement parts from Spectro Scientific are available for a minimum of 10 years after date of sale. They do not authorize

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:

The Spectroil M/N-W unit is a JOAP approved instrument required for ATC and the ARMY, and is currently the only approved spectrometer for use. The Spectro ASP particle count auto-sampler is a companion tool for the LNF Particle Analyzer which we currently possess in the lab. The ASP automatically re-suspends settled particles to provide a

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

The lab maintains several other Spectro Scientific instruments and one maintenance and repair contract is written to cover all of the instruments. This saves travel time and costs, no need for multiple contracts to administer. The Spectro Spectroil M/N-W wear metals sampler, ASP particle count auto-sampler, and T2FM sample prep equipment use

5. MARKET RESEARCH:

ATC will continue to monitor the commercial market in order to determine if something new and more advantageous is introduced. At this time, there is nothing new that exists in today's commercial market that can meet ATC's requirement for Wear Metals Sampler, particle counter auto-sampler, and sample prep equipment.

Therefore, it is within the best interest of the Government to award this action solely to Spectro Scientific.

The US Army Petroleum Center highly recommends the Spectro - Spectroil M/N-W wear metals sampler, ASP particle count auto-sampler, and T2FM sample prep equipment. A site visit to ATC in January by the undersigned confirmed the reliability and accessory connection to existing Spectro Scientific equipment.

Also, with several Spectro instruments already in the lab, training will only be on the features of the instrument, with the analysts already being familiar with the software. The analysts will be able to perform

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

Mark Michie, Chemist

DIGITAL SIGNATURE

MICHIE.MARK.WAR

Digitally signed by

MICHIE.MARK.WARREN.II.12916

REN.II.1291697832 97832

Date: 2019.03.11 13:40:56 -04'00'

EMAIL ADDRESS

mark.w.michie.civ@mail.mil

DATE

11/21/18 mailto:mark.w.michie.civ@mail.mil

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

This procurement will be awarded to Spectro Scientific Inc. as a sole source requirement under FAR FAR 13.106-1(b)(1)(i) Soliciting from a single source. Market research was conducted by customer and contract specialist and has been determined that Spectro Scientific Inc. is the sole source manufacture and only authorized dealer to provide this particular type of Wear Metals Sampler (Spectroil M/N-W), particle counter auto-sampler (Spectro ASP to attach to LNF230), and sample prep equipment (T2FM) Instruments. The product is considered to be a proprietary product and the contractor will be sending a sole source letter.

8. CONTRACT SPECIALIST/PURCHASING AGENT REVIEW: SOLE SOURCE

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

Charrissa Stancell

DIGITAL SIGNATURE

STANCELL.CHARR

Digitally signed by

STANCELL.CHARRISSA.M.104393

ISSA.M.1043934500 4500

Date: 2019.03.12 08:38:26 -04'00' charrissa.m.stancell.civ@mail.mil

3/12/2019

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

Sharon A. Gary

DIGITAL SIGNATURE

GARY.SHARON

Digitally signed by

GARY.SHARON.A.1019287978

.A.1019287978 Date: 2019.03.14 13:49:09

-04'00' sharon.a.gary.civ@mail.mil

3/14/2019 mailto:charrissa.m.stancell.civ@mail.mil mailto:sharon.a.gary.civ@mail.mil

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