58--Telephone Equipment Upgraded Phone Switches for Expanded VoIP Capability VA Boston Healthcare System

DEPARTMENT OF VETERANS AFFAIRS Justification and Approval For Other Than Full and Open Competition 1. Contracting Activity: VA Boston Healthcare System (BHS) 940 Belmont Street Brockton, MA 02360 2. Nature and/or Description of the Action Being Processed: This is for the sole source procurement of a firm fixed price purchase order with Standard Communication to purchase PBX equipment to support the expansion of VoIP Telephones for BHS in general and specifically our Boston Vet Center, Plymouth CBOC and Research leased Space at Harrison Ave in Boston. 3. Description of Supplies/Services Required to Meet the Agency's Needs: VA Boston Vet Center is moving into a new space, VA BHS is opening a new CBOC in Plymouth MA, and is leasing a new space on Harrison Ave Boston for its Research Department. It was decided that the most cost effective method to provide phone service to these locations was to use VoIP technology. This offered the advantages of not having to buy and install additional phone switches for location, would allow staff to use a single Voicemail system that they currently use and are familiar with, continue to use 5 digit dialing to call any phone at any of the BHS Medical Centers or Clinics, and also allow for our existing phone operators to answer calls as appropriate. VISN 1 currently has a Task Order in place for Standard communication to maintain the entire PBX systems network wide and provide On-Site Technicians. VA BHS currently has their PBX systems (5 Medical Centers and 4 clinics) under warranty with Standard Communication. If another contractor was to come in and provide the equipment or installation that warranty would be voided costing the government thousands in service repairs. 4. Statutory Authority Permitting Other than Full and Open Competition: ( x ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per FAR 6.302-1; ( ) (2) Unusual and Compelling Urgency per FAR 6.302-2; ( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per FAR 6.302-3; ( ) (4) International Agreement per FAR 6.302-4 ( ) (5) Authorized or Required by Statute FAR 6.302-5; ( ) (6) National Security per FAR 6.302-6; ( ) (7) Public Interest per FAR 6.302-7; ? 5. Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): Standard Communication currently holds the warranty and maintenance contract for our PBX phone systems through a VISN wide GSA Task Order under GS-35F-0511T. If another contractor was allowed to supply the equipment or the installation that warranty would be voided, and Standard Communication would no longer be held responsible for any failure of the system under the maintenance contract as they would not be the only contractor accessing the system. 6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: At this time, no additional efforts will be made to obtain competition for this requirement as that would void the warranty of the VA BHS PBX System. 7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: Though the equipment under this requirement is open market, Standard Communications is offering it to the Government at discounted pricing. Therefore, pricing is deemed fair and reasonable. 8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Additional market research was not conducted due to the warranty and VISN wide Task Order established under GS-35F-0511T. 9. Any Other Facts Supporting the Use of Other than Full and Open Competition: Equipment purchased from Standard Communications Inc would be covered under the current warranty of the VA BHS PBX System. Additionally, Standard Communications Inc is a VetBiz verified Service-Disabled Veteran Owned Small Business. 10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: None - See Section VI above. 11. 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: This is a one-time procurement. The VISN 1 NCO Contracting Officer working the PBX contract will address adding the purchase of equipment to that contract to eliminate the requirement to do a sole source acquisition for each equipment purchase in the future. As new requirements arise, the BHS will review and evaluate other equipment that can meet the Government's needs.