SPECIAL NOTICE
W -- J&A6.302-2, TELEPHONE SYSTEM LEASE AT TRES RIOS OFFICE BLDG.
- Notice Date
- 4/7/2009
- Notice Type
- Special Notice
- NAICS
- 811213
— Communication Equipment Repair and Maintenance
- Contracting Office
- Department of Veterans Affairs, VA Caribbean Health Care System, Department of Veterans Affairs Caribbean Health Care System, Department of Veterans Affairs;Procurement Business Division;Tres Rios Building;27 Gonzalez Giusti Ave, Suite 600;Guaynabo PR 00968
- ZIP Code
- 00968
- Archive Date
- 5/7/2009
- Point of Contact
- Maribel Santa de la PazContract Specialist<br />
- Small Business Set-Aside
- N/A
- Description
- The Department of Veterans Affairs VA Caribbean Healthcare System (VACHS) San Juan, Puerto Rico has awarded Contract No. V672-P-1036 for the lease and maintenance of an Electra Telephone System at Tres Rios Office Building to NECOMM, S&S INC. for a period of six (6) months. Below is the approved Justification and Authorization for Use of Other than Full and Open Competition. MEMORANDUM Date: March 16, 2009 From:Contracting Officer (672/PBD) Subj:JUSTIFICATION AND AUTHORIZATION FOR USE OF OTHER THAN FULL AND OPEN COMPETITION; TELEPHONE EQUIPMENT LEASE AT TRES RIOS 6TH FLOOR OFFICES. To:File In reference to solicitation No. VA-248-09-RP-0296 1. AGENCY AND CONTRACTING ACTIVITY: Department of Veterans Affairs, Procurement Business Division, Tres Rios Building, San Patricio, 27 Ave. J. Gonzalez Giusti, Suite 600, Guaynabo, PR, 00968. 2. DESCRIPTION OF ACTION: This is an urgent and compelling action for a six (6) month period from April 1, 2009 through September 30, 2009 with Necomm, S & S Inc. for the Lease of a refurbished NEC Electra Elite (KSU) Telephone System for VA Caribbean Healthcare System remote office located at Tres Rios Building (6th floor), Guaynabo, PR. Current contract is expiring in March 31, 2009. Action is contemplated to cover the period required to complete a new procurement package and award a new contract. 3. DESCRIPTION OF SUPPLIES/SERVICES: Work includes the provision of a refurbished NEC Electra Elite (KSU) Telephone System including all associated components. Maintenance and Repair services to include: replacement of damage and/or defective parts and components, trouble shooting, reprogramming and replacement of nonfunctioning/defective equipment. 4. AUTHORITY CITED: FAR 6.302-2, Unusual and Compelling Urgency. 5. REASON FOR AUTHORITY CITED: The Government would be seriously injured unless the agency is permitted to limit the number of sources from which it solicits proposals. The NEC Electra Elite telephone system is the system used to provide voice telephone service to all administrative staff located at the remote Tres Rios Office. The system is already installed and operational. Due to system capability/compatibility to Interface with the VA Medical Center Telephone System (NEAX 2400); direct connection from Tres Rios extensions to VA extensions and vice versa is possible. This is one of the most important features of the system. It also allows Tres Rios staff to access long distance calls (FTS) through the VA Medical Center System avoiding high costs on commercial telephone lines. Failure to continue with the current telephone system company, will required construction services; due to the lack of space, the Government will have to remove the existing system, accommodate the new system and perform the required civil and electrical work. In addition, installation of a new system will take approximately three to four weeks. Consequently, a shut down of the entire telephone system at the 6th floor has to be performed. If the Government intends to continue operational with the existing system and install a new system the VA will have to do additional construction within the communication closet to accommodate the new telephone system so that the old one might continue operational, this will not be cost effective to the station. In addition, the VAMC IRM Service is in the process of change the analog telephone system to IP telephone system in all VA remote sites. Therefore, lease or purchase a new telephone system, at this time; will not be cost effective neither. NECOMM S&S Inc. is the contractor presently performing the telephone system lease, which includes the necessary maintenance and repair services to the system. Is the only responsible source with the expertise and available resources to perform this task during the required time frame. This action is the only cost effective way to continue with these critical services without interruption and without jeopardizing services provided to employees and patients until a new contract is awarded. Contractor is a Small Business. 6. EFFORTS TO OBTAIN COMPETITION: This is a one time action. A new acquisition is planned for 3rd quarter FY 09. Service is developing new scope of work to conduct market survey and all other requirements to submit procurement package to the Procurement Business Division based on findings. 7. FAIR AND REASONABLE PRICE DETERMINATION: Estimated cost is $4,114.98. Estimated cost is based on historical data and current costs. A request for Proposal will be issued to the Contractor. Contractors proposal will be evaluated against the estimated cost. Negotiations will be held, if required, in order to reach a fair and reasonable price for both parties. 8. MARKET RESERCH: A market survey was not conducted for this action since Necomm S & S, Inc. is the only firm that can meet Government requirements within the time frame required as indicated in paragraph 5 above. 9. OTHER FACTORS: None 10. INTERESTED SOURCES: No other sources can provide the services in accordance with the Government needs in the required time frame. Refer to paragraph 8. 11. ACTIONS TO INCREASE COMPETITION: Market driven. Refer to paragraph 6. 12. TECHNICAL CERTIFICATION: I certify 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. NAME: Rafael Cosme DATE: March 16, 2009 TITLE: IRM Telecommunications Manager SIGNATURE: /S/ 13. CONTRACTING OFFICER CERTIFICATION: I certify that the facts and representations under my cognizance which are included in this justification are accurate and complete to the best of my knowledge and belief. NAME: Maribel Santa DATE: March 16, 2009 TITLE: Contracting Officer SIGNATURE: /S/
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