Xerox Supplies

JUSTIFICATION FOR LIMITED SOURCES AND APPROVAL Orders Placed Under Federal Supply Schedule (FSS) Upon the basis of the following Justification, I hereby approve, as the Contracting Officer, the solicitation of the proposed contract described using Limited Sources consistent with FAR Part 8.405-6 "Limited Sources Justification and Approval." 1. Identification of agency and contracting activity, and specific identification of the document as a "Limited Source Justification": Brand Name/Manufacturer: Xerox Corporation Manufacturer POC and Phone Number: June Johnson - Toner (888) 822-2200 Brian Coffman - Paper (301) 628-8035 Manufacturer Address: 1301 Ridgeview Drive, Lewisville, TX 75057 Brand Name/Manufacturer's Dealer/Representative: Dealer/Representative Address and Phone Number: Xerox Capital Services P.O. Box 660502 Dallas, Texas 75266 2. Nature and/or description of the contract action being approved: The purpose of this request is to reaffirm GAO's FY 2013 requirement for Xerox supplies provided under GSA contract GS-25F-0062L. The basis of the acquisition is that Xerox supplies are only available and compatible with Xerox machines on the GSA Schedule. 3. Description of the supplies or services required to meet the agency's needs including the total estimated value (State the total estimated value, including any options, ceiling amounts, and maximum order amounts. If optional quantities or performance periods are included, separately show the value of each (and include the amounts in the total estimated value)): Xerox supply of toner cartridges, paper and waste containers adequately ensures the most efficient was of operating the numerous Xerox multifunctional copier models we currently use. These models consist of the following machines WC35, WC55, WC65, WC4100, WC6400, WC3545 and WC7346. The estimated cost to maintain these copiers with the necessary supply is at $300,000.00. 4. Identification of the authority (check one) and supporting rationale and, if applicable, a demonstration of the proposed contractor's unique qualifications to provide the required supply or service: [ ] An urgent and compelling need exists, and following competitive procedures would result in unacceptable delays. [] Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized. [ ] In the interest of economy and efficiency, the new work is a logical follow-on to an original FSS order, provided that the original order was placed in accordance with the applicable FSS ordering procedures and was not issued using limited competition. [X ] Item peculiar to one manufacturer and the particular brand name item, product or feature of the product is essential to GAO's requirements, and market research indicates other companies' similar products do not meet and cannot be modified to meet the agency's needs. **Special posting requirements apply** Supporting Rationale GAO has numerous Xerox multifunctional copier models that require and will only function with Xerox toner cartridges and waste containers. Xerox copier paper is recommended to ensure proper functioning of the equipment. The use of alternative sources of paper in the past resulted in increased costs due to equipment service fees and increased equipment down time due to service issues. We have also found that the cost of purchasing paper directly from Xerox has been cheaper resulting in cost savings. 5. A determination by the ordering activity contracting officer that the order represents the best value consistent with 8.404(d). N/A 6. A description of the market research conducted among schedule holders and the results or a statement of the reason market research was not conducted: Market Research was conducted among the GS Schedule holders 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. N/A 9. Evidence that any supporting data that is the responsibility of technical or requirements personnel (e.g., verifying the Government's minimum needs or requirements or other rationale for limited sources) and which form a basis for the justification have been certified as complete and accurate by the technical or requirements personnel. NOTE: Justification approvals. (1) For proposed orders exceeding the simplified acquisition threshold, but not exceeding $650,000, the ordering activity contracting officer's certification that the justification is accurate and complete to the best of the ordering activity contracting officer's knowledge and belief will serve as approval, unless a higher approval level is established in accordance with agency procedures. (2) For a proposed order exceeding $650,000, but not exceeding $12.5 million, the justification must be approved by the Director of Acquisition Management. This authority is not delegable. (3) For a proposed order exceeding $12.5 million, but not exceeding $62.5 million (the justification must be approved by the Chief Administrative Officer. This authority is not delegable.