Maintenance of KVM Equipment

CONTRACTING OFFICER'S STATEMENT REGARDING LIMITED SOURCE JUSTIFICATION Digital KVM Extender System Maintenance Contract 1.Identification of Agency and the Contracting Activity: United States Forest Service, Region 5 Regional Aviation Group Flight Simulation Room 2.Nature and/or Description of Action Being Approved: The Government intends to purchase a Sole Source/Brand Name justification to procure the 2013 two fiscal quarter year Maintenance Coverage for HMX KVM over IP extender system equipment for the use in Region 5 Flight Simulation Training room. Brand Name Avocent/Emerson HMX KVM over IP extender system previously provided by Tenzing in the Flight Simulation Room for the maintenance of the previously professional unique installation of the listed parts for the Forest Service R5 McClellan training center flight simulation room. These include: Quantity Part Number Description 2 each HMXMGR-G2-001 HMX Management Appliance 12 each HMX1070-001 HMX User Station Single HD DVI-I, Transmitter Kit- HMIQSHDI-001 Module Single HD-DVI, VGA 4 each HMX2050-001 HMX User Station Dual HD DVI-I A & B 63 each HMIQDHDD-001 Transmitter Kit-HMXIQDHDD Module Dual HD, DVI-A, DVI-B 1 each MPU104E-001 4 Port- 1 Digital Path - SAC 4 each DSRIQ-USB2 (for use with MPU104E-001) Virtual media server interface module for VGA video and USB 2.0 with 14-inch cable. The Maintenance contract shall appear as such: Line Qty Part Number Description 1 2013 two fiscal quarter year Maintenance Coverage 2 8 To be Determined Maintenance and Support Services to include: (2) Days per quarter onsite support. Firmware Updates-On Site and/or Remote Firmware Updates and Roll-Backs when released and appropriate for implementation as recommended by hardware/software manufacturer. Consultation and Preliminary IMPACT-STUDY in advance for proper scheduling. Connectivity Issues / Resolutions Design / Schema Changes & Modifications (As Needed) Remote Access Support-Whenever needed-this method will be used to help fix problems witnessed / validate anomalies and is available any time within the period covered a company's services. Manufacturer Alert Notices and Hardware Change Notifications, Modifications, & Recommendations. Advance replacement for items listed above. The above listed items were previously installed and now need a maintenance contract. 3.Description of Supplies or Services Required to Meet Agency's Need Including the Estimated Value: This equipment maintenance contract will need to be able to professionally monitor remotely (per the current remote access capability) the existing system without further modifications as well as meet current equipment specifications of brand name or equal to the product(s) noted. The HMX and DSR equipment listed above do have to be maintained to meet all specifications listed in order to be used at the highest network speed and firmware versions capable to accommodate streaming flight simulation for video output. Onsite installation and setup and training for new firmware are also mandatory normally. The Government is also aware factory warranty information for product(s) is evident with this obtained maintenance contract. There is an estimated value of $28,624.88. 4 Identification of the Justification Rationale (See FAR 6.302-1, and, if applicable, a demonstration of the proposed contractor's unique qualifications to provide the required supply and service: In accordance with FAR 6.302-1, One Responsible Source, it is determined that Tenzing/ECS is the sole distributor for the above name brand equipment and is required in order to meet the use needs of the R5 Flight simulation room requirements for this intricate HMX KVM system. Use of and experience after installing this product by this company in the first part of 2013 has proven said same company would be best fit and value for maintenance contract product. Tenzing/ECS has proven in an exemplary manner of being available to troubleshoot and repair in a very timely manner. The best part of the company reputation is the above and beyond work ethic it took to install the whole HMX KVM product. They just go further. Other companies have very narrow guidelines for troubleshooting and longer turnaround times for repairs. Furthermore, there is a huge need to keep the firmware standardized with the industry. Brand Name - Avocent/Emerson HMX Digital KVM IP Extender System: The procurement of Avocent/Emerson HMX KVM IP Extender System offers the following advantages to the agency: The unique features of this particular HMX digital KVM IP Extender system meets the unique requirements needed for the R5 flight simulation to operate sufficiently. Tenzing/ECS can communicate to Avocent/Emerson Network Power to modify firmware by maintaining via contract the unique installation we have implemented. This has already been evidenced during the installation phase. Flight simulators are not in a static state and are the reason a KVM system is required with remote access, onsite visits and documentation updates. In addition the overwhelming majority of existing company's would not provide the high level of value Tenzing/ECS can. By remaining with Tenzing/ECS, the Forest Service enjoys the benefits of high level maintenance at our training facility, while also being able to work via remote access with appointed technician. They can keep the product at hand (i.e. remote access, phone or onsite) in a high level of operational capability. 5. Determination by the Ordering Activity Contracting Officer that the Order Represents the Best Value Consistent with 8.404(d): The best value to the government is demonstrated by the need to keep standardization and substantial cost savings by not having to realign with another contractor. The best value is also obtained by the Forest Service by not having to teach another contractor the system design and equipment and due to specific features instituted by Tenzing/ECS during the original installation the Avocent/Emerson HMX KVM IP Extender System which include the additional features of remote access configuration. This last capability is important when planning to go to a larger scale with R5 Flight Simulators. 6. A Description of Market Research Conducted and the Results or a Statement of the Reason Market Research Was Not Conducted: Market research involved taking note of what the Technology bears in various maintenance contract styles over the years I have performed my duties as the SME for the R5 flight simulation room and assistant facility manager position previously. The Government would sustain substantial costs savings in entering into contract with this company. They are innovative, committed and the actual designer installer of this system. 7. Any Other Facts Supporting the Justification: N/A 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: This procurement is intended to be a one-time contract with options to renew if possible for the R5 Flight Simulation Room at McClellan training center.