70--Consolidated Printer Purchase

JUSTIFICATION AND APPROVAL FOR EXCEPTION TO FAIR OPPORTUNITY 1. Contracting Activity: Department of Veterans Affairs Office of Acquisition and Logistics Technology Acquisition Center 260 Industrial Way West Eatontown, NJ 07724 2. Description of Action: This proposed action is for the name brand purchase of 86 DataMax H-8308X and 110 DataMax M-4308 thermal laser printers as well as a 2-year warranty. The supplies will be delivered 30 days after receipt of award. This action is for a firm-fixed-price Delivery Order (DO) issued under the National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP) IV Governmentwide Acquisition Contract (GWAC). 3. Description of Supplies or Services: The proposed action is for the purchase of 196 DataMax thermal laser printers to replace existing toner based laser printers within the North East Consolidated Mail Outpatient Pharmacy (CMOP), Dallas CMOP, Tucson CMOP, and Leavenworth CMOP. CMOPs previously relied on Intermec and Sato barcode printers to handle the printing of prescription labels, mailing labels and patient safety instruction material. With the majority of the existing label and patient safety information printers being 5+ years old and in a high-output environment, these printers are requiring more attention and frequently need replacement parts (print heads, memory chips, etc.). The age and difficulty of acquiring parts for these laser printers has compelled the CMOPs to pursue a cost effective, environmentally friendly and maintenance free thermal laser printer that is compatible with the recently implemented Quality Manufacturing Systems, Inc. (QMSI) printer driver, which is specific software that converts the data to be printed to the form specific to the DataMax thermal laser printers. The total estimated price of the proposed action is $. 4. Statutory Authority: The statutory authority permitting an exception to fair opportunity is 41 U.S.C. 253J(b) as implemented by the Federal Acquisition Regulation (FAR) Subpart 16.505(b)(2)(i)(B) whereby only one awardee is capable of providing the supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized. 5. Rationale Supporting Use of Authority Cited Above: Based on extensive market research, as described in paragraph 8 of this document, it was determined that limited competition is viable among authorized resellers for these brand name items. The Department of Veterans Affairs (VA) recently procured a new printer driver that is only compatible with the specific models of DataMax thermal laser printers identified above. QMSI developed the printer driver (software) that drives the CMOP production systems and QMSI was awarded a contract to write additional software in the future. Currently the Charleston CMOP is utilizing the QMSI printer driver and the DataMax H-8308X and DataMax M-4308 thermal laser printers are the only printers compatible with the QSMI printer driver. The new printer driver allows for an automated interface between VA production applications and DataMax printers, which the VA previously has not had the ability to do. The automated interface to production applications is critical to VA's ability to efficiently print accurate prescription labels and provide Veterans with their prescriptions in a timely manner. Based on the fact that the aforementioned DataMax printers are the only printers compatible with the QSMI printer drivers and the fact that QSMI will continue to provide software to the CMOPS in the future, it has been determined that the DataMax H-8308X and DataMax M-4308 thermal laser printers are the only printers that will meet the Government's needs. 6. Efforts to Obtain Competition: Market research was conducted, details of which are in the market research section of this document. Competition is anticipated for the required brand name items. Although the Government is limiting competition as a result of specifying brand name items, there are resellers of these products on the NASA SEWP IV GWAC. This Justification and Approval (J&A), and the Request for Quote, will be issued to all four (4) NASA SEWP IV GWAC Groups in order to fully notify all interested parties. In accordance with FAR 5.301 and 16.505(b)(2), this action will be synopsized at award on the Federal Business Opportunities Page (FBO) and the justification will be made publicly available. 7. Actions to Increase Competition: In order to remove barriers to competition for future acquisitions, the agency will work with the program office to perform additional market research to consider alternate printers. If other printers become available that can meet the requirements within the VA CMOPs, then solicitations for future requirements will be issued on a "brand name or equal" basis. 8. Market Research: In August 2011, the Government's technical experts conducted market research on the internet and the NASA SEWP IV GWAC and determined that no other thermal laser printers meet the unique needs of the Government. The Government tested the following printers on their production floor as possible alternatives to the DataMax printers: Kyocera 3820 and 3830, Lexmark T654dtn, DataMax 8308 and 4308, Intermec PX4I, and SATO CT 400dt; however, ultimately it was determined these printers cannot meet all of the Government's requirements and are not interoperable with the current software. The NASA SEWP IV GWAC look-up tool indicates there are six (6) authorized resellers of the required products discussed in paragraph 2 on the NASA SEWP IV GWAC. Market Research Request #117623 was released on August 18, 2011 to all vendors on the NASA SEWP IV website for the procurement of DataMax H-8308X and DataMax M-4308 thermal laser printers. The Market Research Request closed on August 26, 2011 with responses received from three (3) large businesses. 9. Other Facts: None. 10. Technical and Requirements Certification: I certify that the supporting data under my cognizance, which are included in this justification, are accurate and complete to the best of my knowledge and belief. Roger Crabtree Date: ______________________ Project Manager, CMOP Signature: ______________________ 11. Fair and Reasonable Cost Determination: I hereby determine that the anticipated price to the Government for this contract action will be fair and reasonable. Contracts awarded on the NASA SEWP IV GWAC have already been determined to be fair and reasonable. In addition, the successful quote will be compared to the Independent Government Cost Estimate and competition is anticipated. David Nostrant Date: ______________________ Procuring Contracting Officer Signature: ______________________ 12. Procuring Contracting Officer Certification: I certify that this justification is accurate and complete to the best of my knowledge and belief. As this contract action does not exceed $650,000, the certification below required by FAR 16.505(b)(2)(ii)(C)(1) serves as approval. David Nostrant Date: ______________________ Procuring Contracting Officer Signature: ______________________