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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 09, 2018 FBO #6103
SPECIAL NOTICE

67 -- Intent to Sole Source

Notice Date

8/7/2018
 

Notice Type

Special Notice
 

NAICS

333316 — Photographic and Photocopying Equipment 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

NARA-883103-18-Q-00122
 

Archive Date

9/12/2018
 

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

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 MAC Business Solutions, Inc., 9057 Gaither Road, Gaithersburg, MD 20877, to provide a customized FOBA Studio Stand, accessories, and installation services. The proposed contract action will be conducted in accordance with FAR Part 13, Simplified Acquisition Procedures. The NAICS code is 333316, Photographic and Photocopying Equipment Manufacturing. The period of performance will be September 1, 2018 through September 30, 2019. The proposed contract action is for products 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 12:00 p.m. eastern time on August 28, 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 12:00 p.m. eastern time on August 28, 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 12:00 p.m. eastern time on August 16, 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: National Archives and Records Administration, College Park, MD 20740. See Attachment 1 - Performance Work Statement See Attachment 2 - Justification for Other Than Full and Open Competition ATTACHMENT 1 PERFORMANCE WORK STATEMENT FOR PURCHASE OF A FOBA DSS-ALPHA MOTORIZED STUDIO STAND, ACCESSORIES, AND INSTALLATION 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 new FOBA DSS-Alpha Motorized Studio Stand, accessories, and installation. 2.2 EQUIPMENT AND SERVICES 2.2.1 The purchase shall include: (1) FOBA DSS-Alpha Motorized Studio Stand (Mfr# F-AROBE-M) Quantity 1 Shall be customized with a height between 8.5 feet and 9 feet Maximum height for the stand once assembled cannot exceed 9 feet Measuring scales shall be added to the column if the column does not come with any measuring scale. (2) FOBA AROBA Rotating Camera Platform for DSS-Alpha Studio Stand (Mfr# F-AROBA) Quantity - 1 Shall be customized with ¼ inch camera thread, needed to attach our current Nikon D800 camera (3) FOBA ARBOE Rotating Camera Upright for DSS-Alpha Studio Stand (Mfr# F-ARBOE) Quantity - 1 Shall be customized with ¼ inch camera thread, needed to attach our current Nikon D800 camera (4) FOBA ARBEA Beam Extension for DSS-Alpha Studio Stand (Mfr# F-ARBEA) Quantity - 1 (5) 110 voltage power supply and electrical cord for DSS-Alpha Studio Stand Quantity - 1 (6) Insured shipping door-to-door delivery to College Park, MD 20740 (7) Installation and set-up of studio stand onsite at College Park, MD 20740 (8) 1-year standard warranty 3.0 INSTALLATION SERVICES 3.1 Contractor shall provide installation services for the studio stand. 3.2 Installation services shall be arranged at a time mutually agreed upon between the Contractor and the NARA Point of Contact (POC) or their designated representative. 4.0 PERIOD OF PERFORMANCE 4.1 The period of performance will be from date of purchase through September 1, 2019. 5.0 PLACE OF PERFORMANCE AND NARA POINT OF CONTACT (POC) 5.1 Products shall be delivered to the following location and installation services shall be performed at the following location: National Archives and Records Administration 3301 Metzerott Road College Park, MD 20740 5.2 The NARA Point of Contact for this order will be: Name: TBD Telephone: Email: 6.0 HOURS OF OPERATION 6.1 Work 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 Point of Contact or their designated representative and the Contractor. 7.0 TASKS AND DELIVERABLES 7.1 Tasks and deliverables are discussed in paragraph 2.0. 8.0 MISCELLANEOUS 8.1 All work must be completed on a schedule mutually agreed upon by the NARA Point of Contact or their designated representative and the Contractor before September 1, 2019. 8.2 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 Purchase of FOBA Brand Studio Stand and Accessories from MAC Business Solutions, Inc. Technical Requirements Certification: I hereby certify that this justification for other than full and open competition is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge and belief, and that I would not be making this request if it were feasible to fully compete this requirement. I further certify this request is not the result of lack of advanced planning or a desire to expend funds while those funds are still available. 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 one FOBA brand motorized studio stand and accessories and award a sole source, fixed price purchase order to MAC Business Solutions for the purchase of the FOBA DSS-Alpha Motorized Studio Stand, accessories, and installation services. III. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY'S NEEDS (INCLUDING THE ESTIMATED VALUE) The requirement is for one customized FOBA DSS-Alpha Motorized Studio Stand, accessories, and installation services. Accessories needed for the FOBA DSS-Alpha Motorized Studio Stand include the FOBA AROBA rotating camera platform, FOBA ARBOE rotating camera upright attachment, FOBA ARBEA extension arm, and a 110-volt power supply. The estimated value of the purchase 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" 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." See II above. The FOBA DSS-Alpha Motorized Studio Stand allows maximum flexibility for the Conservation Lab's present and future photography needs. A motorized studio stand with lockable wheels is required to ensure both the safety of NARA's records during photo documentation and the safety of Conservation staff operating the equipment. The motorized stand has a remote control that enables the user to safely and accurately adjust the height of the camera without having to manually raise and lower the camera by hand or stand on a ladder during photography which would put NARA records at potential risk for damage and staff at risk for potential injury. Market research shows that other versions of studio stands available on the market do not have lockable wheels, are not as durable, and are not motorized. The FOBA DSS-Alpha Motorized Studio Stand can also be custom ordered to meet the maximum height requirements of the conservation photo suite. Mac Business Solutions, Inc. is the only vendor that both sells the FOBA products and provides the installation required. In an email statement, Mac Business Solutions indicated that they only provide installation services for products purchased from them. The vendors Hasselblad, B&H, and Adorama each indicated that they could not provide installation. If NARA purchases the FOBA DSS-Alpha Motorized Studio Stand from another vendor who does not offer installation, we will have the disadvantage of having to locate and pay a separate vendor for services to install the equipment. Given the specialized nature of the equipment and mechanical parts, and also that the product weighs approximately 500 pounds, it should be assembled by a vendor familiar with the product. The equipment would not be able to be inspected and approved by Conservation until after it is installed, which could be problematic if there are delays between the date of delivery and the scheduled date of installation; particularly if the product arrives with any missing or damaged parts and we need to report any issues to the vendor within a designated time period. Making a purchase from one vendor and having it installed by another vendor could also void the product warranties if damage occurs during installation. 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 shows that the FOBA studio stand and accessories can be purchased from more than one vendor; however, only one vendor, Mac Business Solutions, Inc. is able to also provide installation services to assemble the product. The other potential vendors identified do not provide installation in our area, nor are they capable of contracting with a sub-contractor to provide the installation. Market research was conducted through internet searches and also phone calls placed to leading photographic equipment companies. In addition to photographic studio stands, other types of photographic column systems were considered including wall-mounted photographic columns and columns fixed to tables. We were not able to find a similar column in height or durability or that provided an adequate size imaging surface that would function the same way as the old existing photographic column. Given the large size of items we often photograph, it was determined that a column fixed to a table would not be practical for all of Conservation's photography needs. Wall mounted columns were also reviewed and would have to be installed by a separate vendor. A wall mounted column could only be mounted in one area of the conservation photo suite and the photo suite would have to be reconfigured to install more lighting and electrical outlets. It was decided that a studio stand (column on lockable wheels) would give Conservation the greatest flexibility for photography needs. Market research was then conducted to identify companies that could provide a motorized studio stand with lockable wheels for photography. A few companies provide other models of studio stands, but these stands do not have lockable wheels, are not as durable, and/or are not motorized. A durable motorized studio stand with lockable wheels is required to ensure both the safety of NARA's records during photo documentation and the safety of Conservation staff operating the equipment. The FOBA DSS-Alpha Motorized Studio Stand was identified as the only product currently available that would meet these needs. A notice of intent to award sole source will be posted on FBO for 15 days. VII. A DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE This is a purchase for specific equipment used by Conservation to help document conservation treatments and help safeguard NARA holdings while doing so. Less expensive alternatives for replacing the present equipment were found not to meet the requirements. The anticipated cost of the FOBA DSS-Alpha Motorized Studio Stand from Mac Business Solutions, Inc. includes the installation requirement is comparable in price to quotes received from other vendors that cannot provide the installation requirement. 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 included internet searches, request for quotations from a number of vendors, and emails and phone calls to possible vendors to determine if any other mobile photography studio stand or copy stand column fixed to a table or wall-mounted would meet the photography documentation needs for Conservation. The FOBA DSS-Alpha Motorized Studio Stand was the only product that met our requirements for flexibility, mobility and safety. Of the vendors that sell the FOBA DSS-Alpha Motorized Studio Stand, only one vendor, Mac Business Solutions, Inc. was able to offer installation services with their price quote. IX. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION. SEE FAR 6.303-2(a)(9) N/A 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 NARA will continue to monitor the market to see if barriers have been changed to allow for an open competition for future requirements. 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-00122/listing.html)
 

Place of Performance

Address: National Archives and Records Administration, College Park, Maryland, 20740, United States

Zip Code: 20740
 

Record

SN05024439-W 20180809/180807231405-b0f8bbbd14154a40f0d36f5a7ffd6cb9 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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