SPECIAL NOTICE
36 -- Intent to Sole Source for Maintenance for Zeutschel Scanners - Special Notice
- Notice Date
- 7/20/2018
- Notice Type
- Special Notice
- NAICS
- 811211
— Consumer Electronics 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
- NARA-883103-18-Q-00054
- Archive Date
- 8/25/2018
- 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
- Intent to Sole Source for Maintenance of Zeutschel Scanners 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 annual preventative maintenance services, repair services, and software support services for Zeutschel scanners. The proposed contract action will be conducted in accordance with FAR Part 13, Simplified Acquisition Procedures. 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, 2018. 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 August 10, 2018. 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 August 10, 2018 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 August 3, 2018. 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: Four (4) National Archives and Records Administration Sites See Attachment 1 - Performance Work Statement See Attachment 2 - Justification for Other Than Full and Open Competition ATTACHMENT 1 Performance Work Statement For Annual Preventative Maintenance Services, Repair Services, and Software Support Services for Zeutschel Overhead Tabletop 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 annual preventative maintenance, repair services, and software support services for three (3) Zeutschel 12002C Advanced Overhead Tabletop Scanners and one (1) Zeutschel OS14000 TT A2 Overhead Tabletop Scanner. The scanners are located at four (4) NARA sites. 2.0 SCOPE 2.1 Annual Preventative Maintenance and Software Support 2.1.1 Contractor shall provide annual on-site preventative maintenance for hardware and software in accordance with manufacturers' specifications for each of the Zeutschel Tabletop Scanners covered under this maintenance agreement. 2.1.2 Annual preventative maintenance shall be coordinated with the NARA Point of Contact (POC) or their designated representative. 2.1.3 Annual preventative maintenance shall be completed on each scanner within 30 business days of the coordinated start date. 2.1.4 Routine updates to software shall be provided immediately after release. Pertinent software licenses shall be renewed annually. 2.1.5 Contractor shall submit a report for each scanner to the NARA POC outlining the work completed, including any repairs or software upgrades that were required. The report shall be submitted within 14 business days after completion of the annual preventative maintenance work. 2.2 Repair Services 2.2.1 Contractor shall perform onsite and offsite repair work in accordance with manufacturer's specifications for the Zeutschel Scanners. 2.2.2 In the event of a scanner malfunction, the Contractor will be notified by the NARA POC or their designated representative. The Contractor shall respond via telephone or email to the NARA POC or designated representative within 8 business hours after receipt of notification. 2.2.3 The Contractor shall arrange to service the scanner within 5 business days after receipt of notification. All onsite and offsite repair work shall be coordinated with the NARA POC or their designated representative. 2.2.4 Repair work shall be completed within 10 business days of the coordinated start date. 2.2.5 Contractor shall submit a report for each scanner to the NARA POC outlining the repairs completed. The report shall be submitted within 14 business days after completion of repair work. 2.2.6 The NARA POC or designated representative will test the full functionality of the repaired scanners to determine if it is operating according to the manufacturer's specifications. The testing will be conducted within 5 business days after receiving the contractor's report of repairs completed. 2.2.7 Acceptance of repair work is contingent on full functionality of serviced equipment. 2.3 Parts 2.3.1 If additional parts are required, Contractor shall notify the NARA POC or their designated representative. The Contractor shall provide the NARA POC or their designated representative with a written cost estimate. 2.3.2 Repairs shall not be made and parts shall not be purchased without written approval from a NARA Contracting Officer. The NARA POC is not authorized to approve parts. 2.3.3 If parts are approved, they will be priced separately and added to the contract via a modification signed by a NARA Contracting Officer. Any purchase in advance of receiving a signed contract modification is at the Contractor's risk. 2.3.2 After receipt of contract modification, the Contractor shall ship parts within 16 hours. 2.3.3 Contractor shall be responsible for installing parts. Parts shall be installed within 14 business days after receipt of notification that parts have been received by NARA. 3.0 PLACE OF PERFORMANCE AND NARA POINT OF CONTACT 3.1 Services shall be performed at four (4) NARA sites. 3.2 All services shall be performed during the regular business hours listed for each site listed below, excluding Federal holidays. (1) National Archives and Records Administration at College Park Attn: TBD Address: 3301 Metzerott Road College Park, MD 20740 Room: 2619 Phone: Regular core business hours: Monday through Friday 8 a.m. to 5 p.m. (2) National Archives and Records Administration Attn: TBD Address: 700 Pennsylvania Ave., NW Washington, DC 20408 Room: 200A Phone: Regular core business hours: Monday through Friday 8 a.m. to 5 p.m. (3) National Archives, Archival Operations-Kansas City Attn: TBD Address: 400 W. Pershing Road Kansas City, MO 64108 Room: 213 Phone: Regular core business hours: Tuesday through Saturday, 8 a.m. to 4 p.m. (4) National Archives, Archival Operations -Boston Attn: TBD Address: 380 Trapelo Rd Waltham, MA 02452-6399 Phone: Regular core business hours: Monday through Friday, 9:00 a.m. to 4:30 p.m. Dock hours: Monday through Friday 9:00 a.m. to 4:30 p.m. 3.3 The NARA Point of Contact (POC) for this order is: Name: TBD Phone: Email: 4.0 PERIOD OF PERFORMANCE 4.1 The period of performance will be for one base year plus four (4) option years. 5.0 TASKS AND DELIVERIES 5.1 The deliverables are discussed in paragraph 2.0 above. 6.0 MISCELLANEOUS 6.1 All work must be completed on a schedule mutually agreed upon by the Contractor and the NARA POC or their designated representative. 6.2 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)) National Archives and Records Administration 8601 Adelphi Road College Park, MD 20740-6001 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 Crowley Micrographics, Inc. 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 annual preventative maintenance services, repair services, and software support services for Zeutschel scanners located at four (4) NARA sites. The order will be for one base year plus four option years. The cost estimate for the base year is $. The cost estimate for the base year plus four option years is $. The total cost estimate including evaluation of FAR 52.217-8 at 50% of the estimated option year 4 cost 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. Crowley Micrographic, Inc. 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 Crowley Micrographic, Inc. is their exclusive dealer in the USA and Canada. Crowley Micrographic Inc. is the only company licensed to service the Zeutschel scanners in the United States. They are also the only company licensed to purchase parts for the Zeutschel scanners in the United States. 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 Confirmation of Dealership from Zeutschel confirms that Crowley Micrographic, Inc. is their exclusive dealer in the USA and Canada. A Notice of Intent to Sole Source will be posted on Federal Business Opportunities for 15 days. 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 $ which includes the base year, four option years, and evaluation of FAR 52.217-8. 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. A Confirmation of Dealership from Zeutschel confirms that Crowley Micrographic, Inc. 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 and will continue to monitor the market as equipment reaches end of life. 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/NARA-883103-18-Q-00054/listing.html)
- Place of Performance
- Address: National Archives and Records Administration, College Park, Maryland, 20740, United States
- Zip Code: 20740
- Zip Code: 20740
- Record
- SN05000843-W 20180722/180720230813-fa26e86c628cf95fbcb8f481393c6a3c (fbodaily.com)
- Source
-
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