R604--escrow for mail meter postage intent to sole source

Effective Date: 02/01/2022 Page 1 of 9

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C246-22-AP-6921

Contracting Activity:

Department of Veterans Affairs, NCO 6

100 EMANICAPTION DR HAMPTON, VA

637-23-1-5123-0009 - $285,000.00

Nature and/or Description of the Action Being Processed: This procurement is for escrow postage for mail meter on contract 36C24619P1780 in accordance with far 13.5 simplified procedures for certain commercial items and specifically far 13.501 special documentation requirements, where acquisitions conducted under simplified acquisition procedures are exempt from the requirements of far part 6, but still require a justification using the format of far 6.303-2. A firm fixed price contract will be utilized to provide funds to feed the mail meter contracted by NCO 6.

Description of Supplies/Services Required to Meet the Agency s Needs: Escrow funding is required to provide postage for the mail meter on contact 36C24619P1780. This fund will be utalized to feed the meter from 23 Nov 2022 22 Nov 2023. The estimated annual cost for postage is $285,000.00

Statutory Authority Permitting Restricted Competition:Â

FAR 13.5 Simplified Procedures for Certain Commercial Items. The statutory authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. § 1901 and is implemented by FAR 13.106-1(b)(2) for restricting competition on this procurement.  Competition is restricted on this procurement for the reason below:

       ( X ) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

       ( ) Unusual and Compelling Urgency

       ( )  Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services

       ( ) International Agreement

       ( ) Authorized or Required by Statute

       ( ) National Security

       ( ) Public Interest

Demonstration that the Contractor s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

a. Only One Responsible Source Accordingly, MAIL MANAGEMENT SERVICES LLC is the only firm capable of providing the supplies and services described in Section III above because THIS IS FOR an escrow account that will pay MAIL MANAGEMENT SERVICES to place postage on VA mail in

coordination with the mail meter on contract 36C24619P1780. Mail Management Services does not allow other vendors to place postage on the mail meter contracted on 36C24610P1780.

Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: The escrow account to feed the meter is determined by the meter that was contracted on 36C24619P1780. The escrow requirement does not lend itself to any other potential sources. The mail meter vendor determines any authorized distributers. Source competition would be conducted when making award for the mail meter; therefore, it is not practical to search for any other vendors that could provide an escrow account.

Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: I anticipate the cost will be fair and reasonable because the prices are set by the United States Postal Service. There is no opportunity to negotiate the cost.

Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: As described in Section 6 above, market research, in accordance with FAR Part 10, was conducted by synopsis of the proposed acquisition, advising industry of the pending acquisition.

Any Other Facts Supporting the Use of Other than Full and Open Competition: None

Listing of Sources that Expressed, in Writing, an Interest in the Acquisition:

MAIL MANAGEMENT SERVICES LLC

88 Roberts St

Asheville, NC 28801

A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required: The Venterans Administration set up Enterprise Mail Management that has contracted with vendors to provide mail services. The mandatory contracts will be used when the current contract for the mail meter has expired.

Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.

Joyce Reece

Supervisor Inventory Mgmt Specialist Non-Expendable

VAMC Asheville, NC

Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

Contracting Officer or Designee s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

John Harmsen

Contracting Officer

NCO 6 Supply Team 3

One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition.

Cole J. Culley

Branch Chief, Supply Team 4

RPO-E, Network Contracting Office 6