FBODaily.com | FedBizOpps: SNOTE | 35 | Intent to Sole Source

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 07, 2016 FBO #5340
SPECIAL NOTICE

35 -- Intent to Sole Source

Notice Date: 7/5/2016
Notice Type: Special Notice
NAICS: 321999 — All Other Miscellaneous Wood Product Manufacturing
Contracting Office: National Archives and Records Administration, NAA, Acquisitions Division, 8601 Adelphi Road, Room 3340, College Park, Maryland, 20740-6001, United States
ZIP Code: 20740-6001
Solicitation Number: NAMA-16-Q-0046
Archive Date: 8/11/2016
Point of Contact: Cynthia D. Jones, Phone: 301-837-1860, Santo C Plater, Phone: 301-837-2059
E-Mail Address: cynthia.jones@nara.gov, santo.plater@nara.gov
(cynthia.jones@nara.gov, santo.plater@nara.gov)
Small Business Set-Aside: N/A
Description: It is the intent of the National Archives and Records Administration (NARA) to enter into a sole source, firm fixed price order with Larson-Juhl US LLC, 3900 Steve Reynolds Blvd, Norcross, GA 30093-3061, for a box making machine, installation and training services, software support and warranty. The proposed contract action will be conducted in accordance with FAR Part 12, Acquisition of Commercial Items. The NAICS code is 321999. The period of performance is date of award through February 28, 2017. The anticipated award date is August 1, 2016. The proposed contract action is for supplies and services for which the Government intends to solicit and negotiate with only one source under the authority of FAR 6.302, only one responsible source and no other supplies or services will satisfy agency requirements. Interested persons may identify their interest and capability to respond to the requirement or submit proposals no later than 4:00 p.m. eastern time July 27, 2016. This notice of intent is not a request for competitive proposals. However, all proposals received after the date of publication of this synopsis and prior to 4:00 p.m. eastern time July 27, 2016, will be considered by the Government. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs incurred in responding to this notice. Direct any questions regarding this announcement in writing to Ms. Cynthia Jones no later than 4:00 p.m. eastern time July 18, 2016. Points of Contact: Cynthia Jones, Contract Specialist, 301-837-1860, cynthia.jones@nara.gov Santo Plater, Contracting Officer, 301-837-2059, santo.plater@nara.gov Place of performance: National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740 See Attachment 1 - Justification for Other Than Full and Open Competition See Attachment 2 - Performance Work Statement ATTACHMENT 1 JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION FAR 6.302-1 Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements [41 U.S.C. 3304(a)(1)] National Archives and Records Administration 8601 Adelphi Road College Park, MD 20740-6001 Purchase of Kasemake X5-1625T (Grand) Superfast Static Box Making Machine I.IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY, AND SPECIFIC IDENTIFICATION OF THE DOCUMENT AS A "JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION" See Page 1. II.NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED NARA seeks to purchase a new integrated Automated Custom Box Making System (ACBMS) compatible with NARA's current ACBMS and legacy data to support the ongoing large scale effort to make custom housings for NARA individual intrinsically valuable records held in Washington, DC, the Field Offices and the Presidential Libraries. Custom boxing is a very cost effective and key stabilization treatment for damaged or fragile holdings. A new AG/CAD designed Kasemake X5-1625T (Grand) Superfast Static Box Making Machine from Larson Juhl will be compatible with NARA's current AG/CAD designed Kasemake Archives Grand Box Making Machine (no longer operational and in need of replacement). III.A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY'S NEEDS (INCLUDING THE ESTIMATED VALUE) The NARA Conservation Laboratory (RXC) seeks to procure a new Automated Custom Box Making System (ACBMS) compatible with components of the NARA's current ACBMS. NARA requires a complete integrated ACBMS which captures measurements of individual bound records of infinitely variable size with no uniformity of size; supports and feeds individual box board sheet dimensions (length x width) up 96 x 60 inches (243.5 x 152.4 centimeters) throughout production; produces flat custom sized box blanks in styles most frequently used at NARA, or comparables, produced separately or integrated during one (1) production run, from a single full sheet of archival box board. The ACBMS is to provide abbreviated item identification information (such as record number, entry number, series number, location number) appropriate to the size of the box which must be on one (1) outside surface of the assembled box (i.e. as text printed or embossed into the box or a printed self-adhesive label to be applied to the box). The ACBMS must include an operating manual and intensive on-site training of six (6) RXC NARA staff box team members. The on-site training is to include demonstrations and trials of the operation of all equipment and applications the ACBMS necessary for the successful completion of daily production runs. NARA also requires the ACBMS to be fully and easily operational by one (1) RXC staff member upon completion of intensive onsite training by the vendor. NARA requires an ACBMS sufficiently robust to sustain daily operation for ten (10) hours. NARA's current ACBMS is no longer operational overall though certain parts are still functional. The purchase of the new components listed under II above will be combined with these functioning components of NARA's current ACBMS. The total estimated value for the new ACBMS, training, warranty and software license agreement is approximately $. IV.AN IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING OTHER THAN FULL AND OPEN COMPETITION. 41 U.S.C. 3304(a)(1) -"Only One Responsible Source" as implemented by FAR 6.302-1. V.A DEMONSTRATION THAT THE PROPOSED CONTRACTOR'S UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES USE OF THE AUTHORITY CITED. This acquisition meets the authority of FAR 6.302-1 which states that this authority may be used "when the supplies or services required by the agency are available from only one responsible source,...or from only one or a limited number of responsible sources, and no other type of supplies or services will satisfy agency requirements, full and open competition need not be provided for." 1.Cost Savings: Larson Juhl's special subsidized replacement machine offer for the AG/CAD designed Kasemake X5-1625T (Grand) Superfast Static Box Making Machine saves NARA approximately 40% off of the listed retail cost (approximately $ ) of this ACBMS. NARA has been offered this special price because of reuse of components in excellent condition and unrepairable mechanical issues with the AG/CAD designed Kasemake Archives Grand Box Making Machine purchased from Conservation by Design Limited (a division of Larson Juhl) in 2010 for approximately $. Larson Juhl recognizes NARA's trouble, lost productivity and cost for attempted repairs over the last six years with the Kasemake Archives Grande Box Making Machine. The Kasemake X5-1625T (Grand) Superfast Static Box Making Machine is compatible with numerous components of NARA's current Kasemake Archives Grand Box Making Machine which will not have to be repurchased as part of the new system. NARA's Kasemake Archives Grand Box Making Machine measuring devices (total of three), Kasemake software for the measuring devices and the box machine, compressor and electrical supplies already purchased by NARA are compatible with the X5-1625T and will be integrated into the new system but would not be compatible with a different brand of box making machine. The quote includes the X5-1625T (Grand) Superfast Static Box Making Machine, X5 Vacuum Table, X5 Tool Calibration Sensor, X5 - 2TM Head, X5 Recommended Tangential tools (specified in quote), X5 Blade Starter Pack, machine installation, basic training for six (6) NARA staff box team members, integration of the NARA components to be reused, insured shipping door to door delivery, additional twelve month extended warranty and the software license agreement. 2.Superior Software: The AG/CAD Kasemake software offers the widest and best suited range of box designs, styles and extras (including box inserts, spacers and supports plus document folder layouts) that are pertinent to the variety of NARA holdings. 3.Size: AG/CAD Kasemake is the sole designer of the grand size ACBMS for archives and library use. Other companies offer smaller machines that cannot meet the boxing needs of NARA's oversize records. 4.Digital Measuring: AG/CAD Kasemake is the only company with mobile digital measuring devices that sync with their proprietary ACBMS software. Procurement of the AG/CAD Kasemake X5-1625T allows ongoing use of NARA's multiple mobile digital measuring devices. Other companies do not offer similar measuring devices, which are requirement for NARA given the large volume of items that NARA needs to measure and box. The measuring device design allows for on-site measuring in stack areas at AI and AII. 5.Avoids Waste of Materials and Staff Resources: It is the most efficient in job preparation, utilizing and analyzing legacy job data in NARA's current ACBMS system to generate correctly sized boxes dynamically, checking for best fit to stock sheet materials and thus optimizing usage of materials and operator time. NARA is able to minimize box board waste and reduce the associated staff resources in making boxes. Existing data can be transferred seamlessly to a new Kasemake machine system. With any other box machine, the new software will require that NARA data be reentered. The ACBMS allows for quick tool changes and calibration reducing staff time spent on these tasks. 6.Compatibility: AG/CAD Kasemake X5-1625T provides compatibility with existing ACBMS components from NARA's current Kasemake custom box making system; repurposing components in good condition provides costs savings: NARA currently owns ACBMS Kasemake Archives Grand Box Making Machine, purchased from Conservation by Design Limited (a division of Larson Juhl) in 2010 for approximately $. This machine is no longer functional and NARA has determined, based on multiple efforts, that the machine cannot be repaired. Nonetheless, NARA's current equipment includes significant components (net value $20,000) that are in excellent condition and can be reused with the appropriate new box making machine. 7.Speed and efficiency: The Kasemake X5-1625T (Grand) Superfast Static Box Making Machine is a superior ACBMS with the fastest linear speed and acceleration in class to keep up with NARA's increasing custom housing needs across the agency. It is the most efficient in job preparation, utilizing and analyzing legacy job data in NARA's current ACBMS system to generate correctly sized boxes dynamically, checking for best fit to stock sheet materials and thus optimizing usage of materials and operator time. Other brands would not be able to utilize and analyze legacy job data from the current ACBMS. The cost to performance ratio for the X5-1625T is unsurpassed in the market. VI.A DESCRIPTION OF EFFORTS MADE TO ENSURE THAT OFFERS ARE SOLICITED FROM AS MANY POTENTIAL SOURCES AS IS PRACTICABLE, INCLUDING WHETHER A NOTICE WAS OR WILL BE PUBLICIZED AS REQUIRED BY SUBPART 5.2 AND, IF NOT, WHICH EXCEPTION UNDER 5.202 APPLIES. A notice will not be published because the procurement is not anticipated to meet the threshold identified in FAR 5.101(a)(1). VII.A DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE The price quote received from Larson Juhl is a special offer only to NARA to replace their non-functional Kasemake Archives Grand Box Making Machine purchased from Conservation by Design Limited (a division of Larson Juhl) in 2010 for approximately $. Components from the current and non-functioning ACBMS (valued at $ ) are compatible with the new system and will be integrated into the new ACBMS if purchased from Larson Juhl. VIII.A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED (SEE PART 10) AND THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED. Larson Juhl is the only company that can provide an ACBMS compatible with existing ACBMS components from NARA's current custom box making system. The compatible components will save NARA approximately $. Larson Juhl's ACBMS will utilize legacy job data from NARA's current system. Competitor's ACBMS are smaller, do not include book measuring devices or offer the variety of box designs specific to archives and library use. NARA conducted an open solicitation when it selected its box making machine in 2010 and determined that the machine purchased was the one that best met NARA's needs. Similar institutions with box making machines, like the Library of Congress, have also purchased Kasemake machines. We have met with another box making vendor, attended a museum tradeshow, conducted extensive internet searches, and talked to the box team lead at the Library of Congress responsible for the research for their box making machine purchase. There are no other ACBMS that compare to the AG/CAD Kasemake system. IX.ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION. SEE FAR 6.303-2(a)(9) See Section II X.A LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN WRITING, AN INTEREST IN THE ACQUISITION N/A XI.A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO REMOVE OR OVERCOME ANY BARRIERS TO COMPETITION BEFORE ANY SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR SERVICES REQUIRED N/A XII.CONTRACTING OFFICER CERTIFICATION THAT THE JUSTIFICATION IS ACCURATE AND COMPLETE TO THE BEST OF THE CONTRACTING OFFICER'S KNOWLEDGE AND BELIEF See Page 1. ATTACHMENT 2 PERFORMANCE WORK STATEMENT FOR KASEMAKE X5-1625T (Grand) Superfast Static Box Making Machine, Installation, Training, Software Support, and Warranty 1.0 BACKGROUND INFORMATION 1.1 The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience. 2.0 SCOPE 2.1 The Conservation Laboratory (RXC) of the National Archives and Records Administration (NARA) requires the purchase of a KASEMAKE X5-1625T (Grand) Superfast Static Box Making Machine, installation, training, software support, and an extended warranty. 2.2 EQUIPMENT AND SERVICES 2.2.1The purchase will include: •X5-1625T (Grand) Superfast Static Box Making Machine •X5 Vacuum Table •X5 Tool Calibration Sensor •X5 - 2TM Head •X5 Recommended Tangential Tools •X5 Blade Starter Pack •Machine installation •Basic training for six (6) NARA staff members •Twelve-month extended warranty •Twelve-month software support contract 2.2.2 TRAINING 2.2.2.1 On-site training shall be for six (6) NARA staff box team members. Two training sessions will be scheduled. Three staff members will be trained per session. 2.2.2.2 Training shall include demonstrations and trials of the operation of all equipment and applications of the KASEMAKE X5-1625T machine that are necessary for the successful completion of daily production runs. 2.2.2.3 Contractor shall provide operating manual for KASEMAKE X5-1625T machine. 2.2.3SOFTWARE SUPPORT 2.2.3.1 Software support shall include: •Telephone, email, and remote web support for one year •Software upgrades for one year •User license of KASEMAKE CXD software for 2 users 2.2.4 All Services shall be completed on a schedule mutually agreed upon by the Contractor and the NARA Point of Contact (POC). 3.0 PERIOD OF PERFORMANCE 3.1The period of performance will be from date of award through February 28, 2017. 4.0 PLACE OF PERFORMANCE and NARA POINT OF CONTACT (POC) 4.1Delivery shall be made to and services shall be performed at the following location: National Archives and Records Administration 8601 Adelphi Road College Park, MD 20740 4.2The NARA POC for this order is: Name: TBD Telephone: Email: 5.0HOURS OF OPERATION 5.1Work shall be undertaken during regular business hours, Monday through Friday, 9:00 a.m. - 5:00 p.m. eastern time, unless mutually agreed upon by the NARA POC and the Contractor. 6.0 MISCELLANEOUS 6.1 Transportation and travel expenses will be paid for two (2) engineers.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/NARA/NAA/AC/NAMA-16-Q-0046/listing.html)
Place of Performance: Address: National Archives and Records Administration, College Park, Maryland, 20740, United States; Zip Code: 20740
Record: SN04171752-W 20160707/160705235011-bb6f6cf09a054091471c526b9f289c38 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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35 -- Intent to Sole Source