ARRILASER Film Recorder Service - Library of Congress

Justification for Other Than Full and Open Competition

This document justifies the Library of Congress's decision to proceed with a sole-source contract for maintenance and support services for the ARRILASER Film Recorder (Serial Number AL253). The justification is based on the proprietary nature of the equipment, requiring factory-trained engineers, manufacturer-authorized parts, and remote support exclusively from the original manufacturer, ARRI Americas Inc.

• Maintenance, service, upgrade, and repair of the ARRILASER Film Recorder, SN AL253.

• Services must ensure the machine remains in optimal operating condition for preservation services and the safety of Library collections.

• Ongoing support is required to increase the instrument's lifecycle and usability while minimizing downtime.

• Contractor: ARRI Americas Inc.

• Estimated Value: Not explicitly stated, but the approval is for actions up to $900,000.

• Period of Performance: July 14, 2026, to July 13, 2028.

• This is a sole-source justification, not a solicitation for proposals.

• The contracting officer determined that ARRI Americas Inc. is the only responsible and capable contractor.

• Pricing will be evaluated for fairness and reasonableness prior to award.

• This action is for other than full and open competition, specifically a sole-source acquisition.

• The Library has owned and used the ARRILASER Film Recorder since 2012.

• Market research confirmed that ARRI Americas Inc. is the only known company that can provide the required service without unacceptable loss of warranty and potential impairment of instrument performance.

• The Library will continue to survey the market for future requirements, considering full and open competition if suitable alternatives arise.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide maintenance, support, and service for the Library of Congress's ARRILASER Film Recorder (Serial Number AL253) to ensure its optimal operating condition for preservation services.

• One base year and up to one optional year of service.

• Services must be provided by a factory-trained and authorized technician.

• Includes annual maintenance, support, and service.

• Onsite Visits: Unlimited demand on-site service visits, scheduled within 72 hours of confirmation. Requires coordination with the COR for mutually agreeable dates and times.

• Technicians: Only ARRI factory-trained Service Technician/Engineer labor is permitted.

• Remote Support: Priority technical support via email or telephone with a response time within two (2) business hours.

• Parts: Use of only factory-certified replacement parts with a 1-year warranty. Contractor is responsible for all shipping costs for parts and documents.

• Remote support response time: within two (2) business hours.

• Onsite visit scheduling: within 72 hours of confirmation.

• Quality Control: Adherence to ARRI Americas Inc. approved quality control and assurance practices.

• Period of Performance (POP): One base year and up to one optional year.

• Place of Performance: Travel to the Library's Packard Campus in Culpeper, Virginia is required for onsite visits. Travel requires COR approval and a modification from the Contracting Officer.

• Technicians must be ARRI factory-trained.

• Only factory-certified replacement parts are to be used, with a 1-year warranty.

• Travel pricing must be firm fixed price and in accordance with Federal Travel Regulation and GSA Travel Resources. Business or First-class travel is not authorized.