SPECIAL NOTICE
J -- Intent to Sole Source - Maintenance of Zeutschel Scanners
- Notice Date
- 9/11/2017
- Notice Type
- Special Notice
- NAICS
- 811212
— Computer and Office Machine Repair and Maintenance
- 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-17-Q-0110
- Archive Date
- 10/11/2017
- 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
- Special Notice It is the intent of the National Archives and Records Administration (NARA) to enter into a sole source, firm fixed price contract with The Crowley Company, 5111 Pegasus Court, Suite M, Frederick, MD 21704-8318, to provide preventative maintenance services, repair services, and software support services for Zeutschel scanners. The proposed contract action will be conducted in accordance with FAR Part 12, Acquisition of Commercial Items. The NAICS code is 811212, Computer and Office Machine Repair and Maintenance. The period of performance is date of award through 12 months with four option periods of 12 months each. The anticipated award date is September 27, 2017. The proposed contract action is for 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 on September 26, 2017. 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 on September 26, 2017 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 responses or questions regarding this announcement in writing to Ms. Cynthia Jones no later than 4:00 p.m. eastern time on September 18, 2017. 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, College Park, MD and Washington, DC locations. See Attachment 1 - Performance Work Statement See Attachment 2 - Justification for Other Than Full and Open Competition ATTACHMENT 1 PERFORMANCE WORK STATEMENT FOR Preventative Maintenance Services, Repair Services, and Software Support Services for Zeutschel Scanners 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. 1.2 The purpose of this maintenance agreement is to provide preventative maintenance, repair services, and software support for Zeutschel scanners. The scanners are located at NARA's College Park location and the Washington, DC location. 2.0 SCOPE 2.1 Equipment and Software Archives II Digitization Services Laboratory, College Park, MD Location: • 1 - Zeutschel Camera A1 Color Overhead Scanner (SN-53178) • 3 - Zeutschel Camera A2 Color Overhead Scanners (SN-53370, SN-53366, SN-53369) • Software and firmware upgrade for Omniscan and Fastfiche software Archives I Innovation Hub Scanning Room, Washington, DC Location: • 1 - Zeutschel Camera A2 Color Overhead Scanner (SN-53393) 2.2 Repair Services and Software Support 2.2.1 Contractor shall be notified via phone and/or email by the NARA Point of Contact (POC) or their designated representative in the event of a scanner malfunction. 2.2.2 Contractor shall provide technical support via telephone and/or email. Contractor shall respond to the NARA POC or their designated representative within four (4) business hours for critical issues (e.g., scanner is not operational) and within eight (8) business hours for non-critical issues after receipt of notification. 2.2.3 Contractor shall arrange for scanners to be serviced within two (2) business days after receipt of notification. 2.2.4 Contractor shall coordinate all on-site repair services with the NARA POC or their designated representative. 2.3 Preventative Maintenance Services 2.3.1 Contractor shall provide three (3) preventative maintenance service visits per year. Preventative maintenance shall be performed three times a year on each of the five scanners. 2.3.2 Contractor shall provide preventative maintenance services on each scanner covered under this maintenance agreement. Preventative maintenance shall include at a minimum: • Adjustment of focus guides glide brakes • Adjustment of focus drive • Adjustment of reflective focus • Adjustment of glass plate drive 2.3.3 Contractor shall coordinate all preventative maintenance service visits with the NARA POC or their designated representative. 2.4 Software Support Services 2.4.1 Contractor shall provide software and firmware upgrades for Omniscan and Fastfiche software immediately after release. 2.4.2 Contractor shall provide routine updates (Ver.. x) to firmware and software immediately after release. 2.4.3 Contractor shall renew pertinent software licenses annually for scanners covered under this agreement. 2.5 Parts 2.5.1 Contractor shall notify the NARA POC or their designated representative if parts are required. The Contractor shall provide the NARA POC with a written cost estimate. Repairs shall not be made and parts shall not be purchased without the written approval from the NARA POC or their designated representative. If parts are approved, they will be priced separately and added to the contract via a modification. Any purchase in advance of NARA's written approval is at the Contractor's risk. 2.5.2 After determination and approval by Contractor and the NARA POC that parts are required, Contractor shall ship parts within sixteen (16) hours. 2.5.3 Contractor shall be responsible for installing parts. Parts shall be installed within two (2) business days after receipt of notification that parts have been received by NARA. 3.0 PERIOD OF PERFORMANCE 3.1 The period of performance is one base year plus four (4) option years. 4.0 PLACE OF PERFORMANCE AND NARA POINT OF CONTACT (POC) 4.1 Services shall be performed at, and parts shall be delivered to, the following locations: 4.1.1 National Archives and Records Administration Digitization Services (VIS) Labs, Room B-800 3301 Metzerott Road College Park, Maryland 20740 Entrance for delivery will be via Metzerott Road. 4.1.2 National Archives and Records Administration Innovation Hub Scanning Room 700 Pennsylvania Avenue, NW Washington, DC 20408 Entrance for delivery will be via 7th Street. 4.2 The NARA Point of Contact (POC) for this order will be: Name: TBD Phone: Email: 5.0 HOURS OF OPERATION 5.1 Work shall be undertaken during regular business hours, Monday through Friday (excluding Federal Holidays), 8:00 a.m. - 6:00 p.m. eastern time, unless mutually agreed upon by the Contractor and the NARA POC or their designated representative. 6.0 TASKS AND DELIVERABLES 6.1 Tasks and deliverables are discussed in paragraph 2.0 above. 7.0 MISCELLANEOUS 7.1 All work must be completed on a schedule mutually agreed upon by the Contractor and the NARA POC. 7.2 No transportation or travel expenses will be paid. ATTACHMENT 2 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)) Preventative Maintenance, Repair Services, and Software Support for Zeutschel Scanners 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 award a sole source, fixed-price purchase order to The Crowley Company for a maintenance agreement for Zeutschel scanners and software. III. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY'S NEEDS (INCLUDING THE ESTIMATED VALUE) The requirement is for preventative maintenance services, repair services, and hardware and software upgrades for Zeutschel scanners located at Archives I and Archives II. The order will be for one base year plus four option years. The cost estimate for the base year is $. The total cost estimate for the base plus four option years is $. 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 and No Other Supplies or Services will Satisfy Agency Requirements" as implemented by FAR 6.302-1. 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, and no other type of supplies or services will satisfy agency requirements, full and open competition need not be provided for." See paragraph II above. V. A DEMONSTRATION THAT THE PROPOSED CONTRACTOR'S UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES USE OF THE AUTHORITY CITED. The Crowley Company is the exclusive distributor and service provider of Zeutschel products in North America. Therefore, competition is not available at this time. A Confirmation of Dealership from Zeutschel confirms that The Crowley Company is their exclusive dealer in the USA and Canada. 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. Market research conducted via web search and contacting other microfilm scanning equipment providers confirm The Crowley Company is the sole provider for maintenance services and software support for Zeutschel Scanners. A Confirmation of Dealership from Zeutschel confirms that The Crowley Company is their exclusive dealer in the USA and Canada. A Notice of Intent to Sole Source will be posted on Federal Business Opportunities as required by subpart 5.2. VII. A DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE. The anticipated cost of this new effort is estimated to be $ for the base year plus four option years. Based on the cost of the current order, the anticipated cost of this new effort is considered fair and reasonable. 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. Market research conducted via web search and contacting other microfilm scanning equipment providers confirm The Crowley Company is the sole provider for maintenance services and software support for Zeutschel Scanners. A Confirmation of Dealership from Zeutschel confirms that The Crowley Company is their exclusive dealer in the USA and Canada. IX. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION. SEE FAR 6.303-2(a)(9) None X. A LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN WRITING, AN INTEREST IN THE ACQUISITION None. 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 The agency will remain abreast of changes in the availability of upgrades and support for this equipment; for example, availability via authorized re-sellers and distributors, as well as offerings via GSA schedule. 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.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/NARA/NAA/AC/NAMA-17-Q-0110/listing.html)
- Place of Performance
- Address: National Archives and Records Administration, College Park, Maryland, 20740, United States
- Zip Code: 20740
- Zip Code: 20740
- Record
- SN04671690-W 20170913/170911232643-205819ab7a229b1ed71da16c5bd13346 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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