FILE | J | Copier Repair & Maintenance - Bridge Purchase Order October 8 - December 31, 2010 With a three month option to extend... - Justification and Approval (J&A)

FBO DAILY ISSUE OF OCTOBER 13, 2010 FBO #3245
DOCUMENT

J -- Copier Repair & Maintenance - Bridge Purchase Order October 8 - December 31, 2010 With a three month option to extend... - Justification and Approval (J&A)

Notice Date: 10/11/2010
Notice Type: Justification and Approval (J&A)
NAICS: 811212 — Computer and Office Machine Repair and Maintenance
Contracting Office: Department of Veterans Affairs;Contracting & Purchasing (90C);4815 N Assembly ST;Spokane WA 99205-6197
ZIP Code: 99205-6197
Archive Date: 11/7/2010
Point of Contact: Jackie Merriman
Small Business Set-Aside: N/A
Award Number: VA687-C11500
Award Date: 10/8/2010
Description: DEPARTMENT OF VETERANS AFFAIRS Justification and Approval For Other Than Full and Open Competition 1. Contracting Organization: Department of Veterans Affairs, VISN 20, Walla Walla, VAMC 2. Description of Action: This is a request for other than full and open competition for the procurement of copier maintenance and service on a cost per copy basis. These services have been provided under Purchase Order VA687-C05034 which expired 09/30/2010. With the current workload I was unable to get a new contract in place prior to the expiration of the current purchase order. I intend to award a bridging purchase order to cover these services while I am working on a base plus four (4) option year contract. My intention is to award this bridge contract for a period of three (3) months with a three (3) month option to the incumbent, IKON Office Solutions effective 10/08/2010. 3. Description of Supplies or Services: Maintenance and service of Canon and Ricoh copiers to include service from a certified technician, travel, transportation, parts, test equipment, maintenance materials, tools, drums and supplies (excluding paper and staples). 4. Statutory Authority:. ( ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements; (x) (2) Unusual and Compelling Urgency; ( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability, or Expert Services; ( ) (4) International Agreement ( ) (5) Authorized or Required by Statute; ( ) (6) National Security; or ( ) (7) Public Interest ? 5. Validity of Use of Statutory Authority: FAR 6.302-2, "Unusual and Compelling Urgency". Copier maintenance and repair is an important service provided to the medical center. The timeliness and costs to repair inoperable copiers can be very extensive without a contract in place. Parts, labor and toner are all included in these service contracts and ultimately end up saving the Government a considerable amount of money, especially when drums or electronic parts are needed to complete repairs. Sample Repair Costs outside of Contract: 1.Copier Drum Kit prices range from $300 - $500 2.Motherboard replacement parts average $500 3.Toner Cartridges average about $100.00 each (per GSA Advantage Search) 4.Plus the cost of the technicians hourly rate of $22.32 (per SCA Wage Rates) - could be more With the contract, we are also guaranteed a service turnaround time of 24 hours, without one, we run the risk of having copiers inoperable for days. This three (3) month bridge purchase order would allow enough time to obtain competitive quotes and put a long term contract in place. 6. Actions to Promote Competition: During the three (3) month bridge, I intend to solicit for competitive quotes. 7. Determination of Fair and Reasonable Price: The anticipated price to the Government is $9000. The prices quoted by IKON Office Solutions for this bridging period are consistent with pricing from past years which has stayed between 0.0130 and 0.0080 cents per copy depending on the copy machine model. The pricing is considered fair and reasonable. 8. Market Survey (FAR 7.102): Market Survey not completed due to Unusual and Compelling Urgency 9. Other Considerations: FAR 6.302-2(b)(2) states that "Delay in award of a contract would result in serious injury, financial or other, to the Government". Repair costs without a contract in place could result in serious financial injury to the Government. ? 10. Requirements Certification: I certify that the requirement outlined in this justification is a bonafide 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 and belief. N/A - bridge contract determined necessary by the CO and not at the request of the end user. ___________________________________________________________________ Signature 11. Contracting Officer's Certification: I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. //s// Jackie Merriman10/07/2010 ___________________________________________________________________ Jackie L Merriman, Contracting OfficerDate VISN 20 12. Acquisition Manager's Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and recommend approval for other than full and open competition. //s// John Kopp10/07/2010 ___________________________________________________________________ John Kopp, East Branch Acquisition ManagerDate VISN 20 13. Network Contract Manager's Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and recommend approval for other than full and open competition. //s// William Moran10/08/2010 ____________________________________________________________________ Lynnial Trusty, Acting Network Contract ManagerDate VISN 20 **SEE ATTACHED COPY WITH ORIGINAL SIGNATURES**
Web Link: FBO.gov Permalink
(https://www.fbo.gov/notices/78d58298ebffeadbba724e0a0b0b54b0)
Document(s): Justification and Approval (J&A); File Name: VA687-C11500 VA687-C11500 JOFOC.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=159957&FileName=-445.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=159957&FileName=-445.docx; File Name: VA687-C11500 P03 - JOFOC SIGNED BY NCM.PDF (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=159958&FileName=-446.PDF); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=159958&FileName=-446.PDF; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Record: SN02309295-W 20101013/101011233026-78d58298ebffeadbba724e0a0b0b54b0 (fbodaily.com)
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J -- Copier Repair & Maintenance - Bridge Purchase Order October 8 - December 31, 2010 With a three month option to extend... - Justification and Approval (J&A)