SOLICITATION NOTICE
36 -- Emergent request to purchase imaging systems
- Notice Date
- 7/19/2010
- Notice Type
- Justification and Approval (J&A)
- NAICS
- 333315
— Photographic and Photocopying Equipment Manufacturing
- Contracting Office
- Department of Veterans Affairs;Southern Arizona VA Health Care System;Contracting Section (9-90C);3601 S. 6th Avenue;Tucson AZ 85723
- ZIP Code
- 85723
- Archive Date
- 7/28/2010
- Point of Contact
- Richard Trevino
- E-Mail Address
-
cting
- Small Business Set-Aside
- N/A
- Award Number
- VA678A00220
- Award Date
- 6/28/2010
- Description
- Justification for Other Than Full and Open Competition Document The following Justification for Other than Full and Open Competition is prepared in accordance with Federal Acquisition Regulation (FAR) Part 6.302-2 śUnusual and Compelling Urgency ť and the Department of Veterans Affairs Acquisition Regulation (VAAR) 806.304. 1. Agency Identification Department of Veterans Affairs (678) Southern AZ VA Health Care System (SAVAHCS) 3601 S. 6th Avenue Tucson, AZ 85723 2. Description of Action Being Approved This Justification for Other than Full and Open Competition comes as a result of a current requirement at the Southern AZ VA Health Care System (SAVAHCS) to replace imaging systems located in the Medical Media Section. 3.Description Emergent 2237 request received to purchase two (2) each Kyocera Taskalfa 750C imaging systems for a total estimate of $41,214 replacing current equipment that is no longer functioning properly. Date required of the request if 6/28/10. 4.Statutory Authority/Authority Cited The basis of this justification is the criteria implemented in the Federal Acquisition Regulation (FAR) Part 6.302-2, śUnusual and Compelling Urgency. ť (a) Authority. (1) Citations: 41 U.S.C. 253(c)(2). (2) When the agency ™s need for the supplies or services is of such an unusual and compelling urgency that the Government would be seriously injured unless the agency is permitted to limit the number of sources from which it solicits bids or proposals, full and open competition need not be provided for. 5. Reason for Authority Cited The reason for citing FAR Part 6.302-2 śUnusual and Compelling Urgency ť is delay in award of a contract could result in serious injury, financial or other, to the Government. The current equipment used for print jobs in Medical Media is no longer functioning properly to meet the service demands. The equipment is constantly breaking down requiring numerous repair visits. The equipment breakdowns are incurring additional costs not only in repairs but emergent print jobs are needed to be sent out to local vendors at upwards of close to $2000 per print job. Medical Media indicates they have frequent emergent print job requests along with numerous weekly routine print jobs and the current unreliable equipment is becoming a burden not only financially as noted above but daily work flow interruption results in lost production affecting both Medical Media and other areas of SAVAHCS. The situation with the current equipment has become unmanageable and now requires immediate replacement. 6. Sources Sought Efforts Sometime prior to the current urgent situation, Medical Media staff had input a PIN request for replacement equipment and had reviewed not only the Kyocera model but other similar imaging system brands both open market and on GSA FSS. The Kyocera was deemed to best meet the Medical Media needs in terms of equipment footprint (Kyocera is taller versus wider therefore a space saver); the Kyocera was found to better meet green environmental standards; more copies per toner cartridge; and superior consumer reviews were found. The specific Kyocera equipment is neither available on their GSA contract nor available from any other GSA FSS source. One current local authorized Kyocera dealer, Digital Imaging Systems, presently provides maintenance/repair service for the equipment in Medical Media and in other areas of the medical center and has proven to be a reliable, responsible provider. The other considered local imaging system source offering similar equipment, Ricoh, has also been used for maintenance/repair services in the medical center and has not proven to be as reliable as Digital Imaging Systems. Purchase of the Kyocera will not only ensure a superior product is received to meet Medical Media ™s current and future demands but also ensure reliable after sale maintenance and repair service is available locally. 7. Determination of Fair/Reasonable Price The equipment is being offered directly from Kyocera under their current promotional Government Open Market Price List. The Kyocera Alfatask 750C with needed accessories is offered at $21,216 per each, FOB: Destination. This pricing reflects an approximate 10% discount off of Kyocera ™s current published price list for same. Authorized Kyocera dealers are prohibited from offering pricing that deviates from current Kyocera established pricing so competing amongst authorized dealers would not realize better pricing. Additionally, the pricing is comparable to other similar recently considered imaging systems both open market and GSA FSS. With this information the offered pricing is deemed to be fair and reasonable. Kyocera is considered a responsible vendor with a D&B SQR score of 5 which is medium risk and no matches were found in the various debarred databases. It is deemed to be in the best interest of the Government to proceed with immediate purchase of the subject equipment to avoid further unnecessary financial expenditures, workflow disruption, and production loss being experienced with the existing equipment.
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- SN02210367-W 20100721/100719234755-88d04d1d519ec1d57e2c9328ad136c6a (fbodaily.com)
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