J--VA258-13-AP-1848 GPS NAVMAN

Attachment 1: Request for Limited Sources Memo Format LIMITED SOURCES JUSTIFICATION ORDER >$3,000 FAR PART 8.405-6 2237 Transaction # or Vista Equipment Transaction #: 678-13-3-618-0277 This acquisition is conducted under the authority of the Multiple Award Schedule Program. The material or service listed in par. 3 below is sole source, therefore, consideration of the number of contractors required by FAR Subpart 8.4 - Federal Supply Schedules, is precluded for the reasons indicated below. Restricted to the following source: Provide original manufacturer's name for material or contractor's name for service. (If a sole source manufacturer distributes via dealers, ALSO provide dealer information.) Manufacturer/Contractor: Holman's GS-07F9235S Manufacturer/Contractor POC & phone number: Anthony Trujillo +1 (555) 000-0000 Manufacturer/Contractor Address: Holman's USA LLC 6201 Jefferson St NE Albuquerque NM 87109 Dealer/Rep address/phone number: Anthony Trujillo +1 (555) 000-0000 0 The requested material or service represents the minimum requirements of the Government. (1) AGENCY AND CONTRACTING ACTIVITY: Department of Veterans Affairs Southern Arizona VA Health Care System (SAVAHCS) 3601 S. 6th Ave Tucson, AZ 85723 VISN: VISN 18 NCO (2) NATURE AND/OR DESCRIPTION OF ACTION BEING APPROVED: The contract contemplated will be firm fixed price service contract to Holman's USA LLC, 107 6201 Jefferson Street, Albuquerque, NM 87109. This is a request for other than full and open competition for the procurement of maintenance and warranty renewal services for the vehicle GPS NAVMAN equipment and software purchased from Holman's. The RFQ/Purchase Request # is VA258-13-Q-0886/678-13-3-618-0277. (3) (a) A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY'S NEED: This requirement is to provide SAVAHCS with uninterrupted continuation of previously procured/owned vehicle GPS NAVMAN 1 year service for 50 NAVQUETRSF; Provide 1 year service for 4 NAVMNMS; to include providing and installing 10 additional NAVEMAN Cubes. The service renewal contract period of performance is required from October 1, 2013 - September 30, 2014 for the Base Year with potential of three (3) additional Option Years (10/1/2014 - 9/30/2015, 10/1/2015 - 9/30/2016, and 10/1/2016 - 9/30/2017). (b) ESTIMATED DOLLAR VALUE: $26,821 (c) REQUIRED DELIVERY DATE: 10/01/2013 (4) IDENTIFICATION OF THE JUSTIFICATION RATIONALE (SEE FAR 8.405-6), AND IF APPLICABLE, A DEMONSTRATION OF THE PROPOSED CONTRACTOR'S UNIQUE QUALIFICATIONS TO PROVIDE THE REQUIRED SUPPLY OR SERVICE. 1 Specific characteristics of the material or service that limit the availability to a sole source (unique features, function of the item, etc.). Describe in detail why only this suggested source can furnish the requirements to the exclusion of other sources. Forty-four vehicles at SAVAHCS have the GPS NAVMAN tracking devices installed. The devices SAVAHCS purchased through Holman's in 2009. Holman's was the only identified GPS tracking service provider on GSA schedule GS-07F-9235S. The NAVMAN devices require a unique service contract similar to that of proprietary cellular phone service. The data SAVAHCS uses from the vehicle is reported via the NAVMAN system. The 10 additional Cubes are for new vehicles that SAVAHCS has acquired. 0 A patent, copyright or proprietary data limits competition. The proprietary data is: (If FAR 8.405-6(a)(2)iii before posting. Do not include specific proprietary data. Only mention the type of equipment, procedure, etc. to show that proprietary supplies or services are being procured.) 0 These are "direct replacements" parts/components for existing equipment. ____________________________________________________________________________ ____________________________________________________________________________ 1 The material/service must be compatible in all aspects (form, fit and function) with existing systems presently installed/performing. Describe the equipment/function you have now and how the new item/service must coordinate, connect, or interface with the existing system. M-NAV Cube from NAVMAN currently installed in 44 vehicles 0 The new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order must not have been previously issued under sole source or limited source procedures. 0 An urgent and compelling need exists, and following the ordering procedures would result in unacceptable delays. (5) DESCRIBE WHY YOU BELIEVE THE ORDER REPRESENTS THE BEST VALUE CONSISTENT WITH FAR 8.4 TO AID THE CONTRACTING OFFICER IN MAKING THIS BEST VALUE DETERMINATION: Without the NAVMAN service SAVAHCS would have to purchase additional devices for each vehicle at the cost of approximately $600 per vehicle before the average $500 yearly service fee per vehicle. (6) DESCRIBE THE MARKET RESEARCH CONDUCTED AMONG SCHEDULE HOLDERS AND THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED: FedBizOpps Posting: The requirement will be synopsized as a Special Notice (sources sought) in accordance with 5.201, in that this acquisition is being conducted under unusual and compelling urgency and the Government would be seriously injured if the agency complies with the time periods specified in 5.203. Efforts to Solicit Other Potential Sources: Preliminary market research conducted by the Contract Specialist determined this was potentially the only available with the necessary equipment, skilled labor and staffing to provide vehicle GPS NAVMAN services within the timeframe required. The requirement cannot be competed because the vehicle GPS NAVMAN system is government-owned and contractor-proprietary in nature. Future Acquisition Strategy & Efforts: This service (vehicle GPS NAVMAN) is essential to the facility and must be updated as well as maintained immediately in case of catastrophic failure. Future efforts will follow procurement guidelines, in a way, as/if the failure allows the timeframe to do so. (7) ANY OTHER FACTS SUPPORTING THE JUSTIFICATION: The anticipated price to the Government is $26,821 for the Base Year, or a cost savings projected of $9,462.00 due to prior Government ownership of in lieu of buying as new outright. Additionally, there is further potential of up to a minimum of $2,000 per year savings upon each Option Year when exercised. Thus, the Contracting Officer determines that the anticipated price will be fair and reasonable based on historical price analysis as well as local market conditions as shown above. (8) A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO REMOVE OR OVERCOME ANY BARRIERS THAT LED TO THE RESTRICTED CONSIDERATION BEFORE ANY SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR SERVICES IS MADE: Market research was conducted because of the dual (proprietary/criticality) of this vehicle GPS NAVMAN unit in relationship to Life safety, etc. The requirement cannot be competed because the continuity of services are needed immediately to ensure both the unit continues to function and the threat from personal data lost is not foreshadowed. The Government's minimum requirement for schedule and technical capability for this service is satisfied only by this contractor. (9) 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. I understand that processing of this limited sources justification restricts consideration of Federal Supply Schedule contractors to fewer than the number required by FAR Subpart 8.4. (This signature is the requestor's supervisor, fund control point official, chief of service or someone with responsibility and accountability.) //Signed// ___ 8-15-2013 SIGNATURE DATE Charles V. Brookshire Program Specialist Facilities Management NAME TITLE SERVICE LINE/SECTION SAVAHCS (678) FACILITY (10) APPROVALS IN ACCORDANCE WITH FAR 8.405-6(d): a. CONTRACTING OFFICER'S CERTIFICATION (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. //Signed// 8-16-2013 CONTRACTING OFFICER'S SIGNATURE DATE Robert S. Miller/Contracting Officer Thomas E. Creek Medical Center (504) NAME AND TITLE FACILITY c. NCM/PCM/DESIGNEE: I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. //Signed// 8-27-2013 SIGNATURE DATE for Sabrina J. Smith by Ross D. Brown NAME VISN 18 NCM/PCM HIGHER LEVEL APPROVAL (Required For orders over $500,000): e. SAO: I certify the justification meets requirements for restricting consideration of Federal Supply Schedule contractors to fewer than the number required by FAR Subpart 8.4. NOT APPLICABLE SIGNATURE DATE NAME DIRECTOR, SAO-West f. VHA HCA REVIEW AND APPROVAL (over $500,000 to $10 million): I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and approve for restricting consideration of the Federal Supply Schedule contractors to fewer than the number required by FAR Subpart 8.4 NOT APPLICABLE NAME DATE Chief Procurement and Logistics Officer VHA Head of Contracting Activity (HCA) g. VA Deputy Senior Procurement Executive Approval ($10 million not to exceed $50 million): I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and approve for restricting consideration of the Federal Supply Schedule contractors to fewer than the number required by FAR Subpart 8.4 NOT APPLICABLE C. FORD HEARD DATE Deputy Senior Procurement Executive (DSPE) h. VHA Senior Procurement Executive Approval (over $50 million): I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and approve for other than full and open competition. NOT APPLICABLE JAN R. FRYE DATE Deputy Assistant Secretary Office of Acquisition and Logistics Senior Procurement Executive (SPE)