Attachment 2: Request for Sole Source Memo Format DEPARTMENT OF VETERANS AFFAIRS Justification and Approval For Other Than Full and Open Competition 1 Contracting activity: Department of Veterans Affairs, VISN 8, San Juan Medical Center, Medical Media Production Service Justification for Other Than Full and Open Competition. Purchase request number 672-14-3-347-0087. 2 Nature and/or Description of the Action Being Processed: This is a justification for other than full and open competition for the procurement and installation of internet Protocol Television (IPTV) Equipment in the OPA 2 Building, VA Caribbean Healthcare System (VACHS). Such action will be awarded as a new contract and the type of contract contemplated shall be a Firm Fixed Price contract. 3 Description of Supplies/Services required to meet the Agency's Needs: This procurement is for the acquisition and installation of VBricks IPTV equipment for the new OPA 2 Building at the San Juan Medical Center, VACHS. Services include location preparation, electrical wiring, equipment procurement and installation services and equipment integration services. This equipment will be connected to the existing IPTV infrastructure and to the V. Bricks Server. All equipment must connect accordingly to provide effective video communications throughout the VACHS. This is a one-time job/action. Estimated delivery date is approximately 60 business days after award. The estimated amount for this procurement is $221,128.00. The items to be acquired and installed are listed below. Item Information ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 1 Insurance 1.00 EA $4,500.00 $4,500.00 $4,500.00 672-14-3-347-0087 2 Workman Compensation 1.00 EA $4,000.00 $4,000.00 3 Labor, Project Manager 320.00 HR $75.00 $24,000.00 4 Labor, 2 technicians 640.00 HR $45.00 $28,800.00 5 Amino 130 Set up box 69.00 EA $850.00 $58,650.00 6 Arm 15.00 EA $595.00 $8,925.00 7 22" LG Monitor, 22.00 EA $640.00 $14,080.00 commercial grade 8 55" LCD monitor, 1.00 EA $2,410.00 $2,410.00 commercial grade $2,410.00 672-14-3-347-0087 9 HDMI cable 69.00 EA $35.000 $2,415.00 10 Monitor display mounting 69.00 EA $185.00 $12,765.00 11 Patch cord 7Ft Cat 6A 69.00 EA $25.00 $1,725.00 - 12 47" LCD LG Monitor, commercial grade 2.00 EA $1,810.00 $3,620.00 13 42" LG monitor, commercial grade 42.00 EA $1,280.00 $53,760.00 14 32" LG monitor, commercial grade 2.00 EA $739.00 $1,478.00 GRAND TOTAL 221,128.00 $221,128.00 4 Statutory Authority Permitting Other than Full and Open Competition: FAR 6.302-1. (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): The VBricks System is the current system utilized as the backbone of the IPTV infrastructure. This system is considered highly specialized equipment that can only be serviced by VBricks authorized service provider .The only authorized company to service this equipment in the Caribbean is Caribbean Phone Center. An exclusivity letter was provided by the manufacturer and is filed under P11. Caribbean Phone Center holds the maintenance contract for this equipment; having another company perform any service on this equipment will void warranty on the system, substantial duplication of cost to the government that is not expected to be recovered through competition, and there will be no assurances of system performance, in addition there is a need for availability 24/7 for services calls. 6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: VBrick Systems Inc, was contacted and they have expressed, in writing, that the Caribbean Phone Center Corporation is the exclusive authorized reseller in Puerto Rico. No other vendors were contacted; notice of Justification and Approval for Other Than Full and Open Competition will be posted to Federal Business Opportunities (FBO) in accordance with FAR 6.305. 7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: The total estimated value for the equipment and installation is $221,128.00 Estimated costs are considered fair and reasonable as per FAR 6.303-2 (a) (7) and FAR 15.404-1(b) (2); price is based on current market prices, Government Estimate and previous orders for similar equipment, see PO 672A30714. 8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Limited market research was done; VBrick Systems, Inc. was contacted and they have expressed, in writing that The Caribbean Phone Center Corporation is their exclusive authorized reseller in Puerto Rico. Vendor files show that all orders for this type of equipment and installation have been done by Caribbean Phone Center a local small business. 9. Any Other Facts Supporting the Use of Other than Full and Open Competition: This equipment will be integrated to the existing VACHS IPTV infrastructure and must support connection with the existing equipment. 10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: 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: As long as the equipment we have is manufactured and supported by VBrick's there are no other company in Puerto Rico authorized to work on this equipment except Caribbean Phone Center Corporation; they are exclusive reseller and provider of services for VBrick. 12. 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. Chief, Medical Media Production Service VA Caribbean Healthcare System 13. Approyals jn accordance wjth FAR 6 304 a. Contracting Officer's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. _____________________________ ________________________ Name: Jose Hernandez Date Title: Contracting Officer Facility: VACHS b. NCM/PCM (Required $3K and above): I certify the justification meets requirements for other than full and open competition. _____________________________ ________________________ Name: Date Network Contract Manager/ delegated auth. VISN 8 Title: PLS Facility: VACHS June 16th, 2014 To whom it may concern: This letter is to certify that Caribbean Phone Center Incorporated has completed the necessary training and program requirements to become a VBrick Systems VNCE business partner. This certification authorizes the Caribbean Phone Center Incorporated to sell, service and support the VBrick video communications solution. As VBrick's exclusive authorized reseller for projects in Puerto Rico and the US Virgin Islands, Caribbean Phone Center Incorporated is authorized to sell and support VBrick products and solutions to the VA Hospital in Puerto Rico. Please feel free to contact me via phone at
+1 (555) 000-0000 or via email at
contact@example.gov with any questions related to this certification and authorization. Sincerely, Matt Crawford Federal Manager, Civilian
