D--Emergency procurement of replacement telephone equipment West Roxbury VAMC - FAR 6.302-2

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION FOR Standard Communications 1. Identification of the agency and the contracting activity. VA Boston Healthcare System, Office of Information Technology (VA BHS) *2. Nature and/or description of the action being approved. Emergency replacement of power system for the West Roxbury telephone system *3. Description of the supplies or services required to meet the agency's needs (including the estimated value). Procurement of site specific replacement power system valued at approximately $32,000. 4. Identification of the statutory authority permitting other than full and open competition. 10 U.S.C. 2304(c)(2) or 41 U.S.C 253(2), (FAR 6.302-2 Unusual and Compelling Urgency) *5. Demonstration that the proposed contractor's unique qualifications or the nature of the acquisition requires use of the authority sited. The equipment is not a standard off the shelf item. The original unit was specifically built for VA BHS. The vendor was the original installer 5 years ago and has continued to hold the maintenance contract for all of our telephone systems at BHS. This Vendor is the only responsible source as they are the designer and are intimately familiar with the system (i.e. the interoperability of the switches at all divisions, operator Automated Call Distribution of calls, linking of Voicemail, AutoAttened System, etc to serve all BHS Phone Switches and users). The vendor and their staff have met all security requirements of the VA and OI&T. *6. Description of efforts made to ensure that offers are Solicited from as many potential sources as is practicable, including whether a FedBizOpps notice was or will be published. Due to the urgency of the requirement a FedBizOpps will not be published in advance. Further, this requirement is being set aside pursuant to the Public Law 109-461. 7. Determination by the contracting officer that the anticipated cost to the Government will be fair and reasonable. The estimated costs are comparible to the contract prices from the original purchase 5 years ago. 8. Description of the market survey conducted (i.e., names, of firms and the date(s) the firms were contacted) and the results or a statement of the reasons a market survey was not conducted. Due to the urgency of the requirement a market survey was not conducted. *9. Any other facts supporting the use of other than full and open competition, such as an explanation why technical data packages, specifications, engineering descriptions, statements of work, or purchase descriptions suitable for full and open competition have not been developed or are not available. An emergency situation exists due to a fire which destroyed the originally installed equipment. BHS is currently in a very vulnerable state. We are running the phone switch with no battery back -up, no power filtering, and no redundancy. Because West Roxbury is the central hub of the phone system as BHS this mean that if there is a power failure all divisions on BHS will lose their telephone system, if there is a power spike then all division of BHS will lose their phone system and there is a extremely good chance we will damage at least part of if not the entire phone switch (approximately $1 Million) at West Roxbury. 10. A listing of the sources, if any, that expressed, in writing, an interest in the acquisition. As described above, due to the urgency of the requirement the acquisition has not been announced and is being solicited as a SDVOSB set aside pursuant to the Public Law 109-461. 11. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required. The Contracting Activity will continue to promote full and open competition, where possible. CERTIFICATION I hereby certify that the data provided herein is complete and accurate to support other than full and open competition. DEBORAH SPENCE (SIGNATURE OF APPROVING OFFICIAL DATE FOR REQUESTING SERVICE) CONTRACTING OFFICER DATE