36C24519Q0577-003.pdf

Name Brand Justification: DC Signage retrofit

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval

For Other Than Full and Open Competition

Acquisition Plan Action ID: 36C245-19-AP-2682

1. Contracting Activity:

The Department of Veterans Affairs, VISN 05, 688 Medical Center requires a new project to update and revitalize the existing campus signage procured by VISN 5 Contracting. To save time and money, the VA would like to reuse the existing signage. As the existing signage will be reused or retrofitted as much as possible, in an effort to save money and reduce wall damage, the new signs must be compatible with the existing signage systems Creative Signage, and therefore require a name brand limitation.

2. Nature and/or Description of the Action Being Processed:

The Washington DC VA Medical Center with over 1,000,000 square feet, has a requirement to retrofit/update the existing interior signage system. This request will allow the VA to provide an interchangeable, code compliant and unfailing signage and wayfinding system with an improved aesthetic to our Veterans without a full sign replacement project. The existing system manufactured by Creative Signage including, sign holders extruded components and sign structures will be retrofitted to the greatest extent possible. This approach will reduce project costs, adhere to GEMS initiatives, and limit sign removal and the associated wall damage for a streamlined process.

Wayfinding is one of the most troublesome issue for patients at this medical center. Construction and realignments along with a system that hasn’t been updated in over 20 years causes major wayfinding issue for patients, staff and visitors. Patient satisfaction would be greatly improved by updating the entire campus.

The solution must be brand name to match and be interchangeable with the existing signage system. This is procurement for supplies and ancillary design/installation services. The proposed signage and wayfinding package shall meet all Federal and Department of Veterans Affairs requirements for safety and ADA compliance. Retrofit parts will be made to compliment the interior design themes currently being initiated to improve the environment of care.

This procurement is for commercial signs and services needed to design and install the signs in accordance with FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR

13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2

3. Description of Supplies/Services Required to Meet the Agency’s Needs:

The signage to be used must match and fit into the existing systems within the facilities to reduce the overall cost of this procurement. The current system was manufactured by Creative Signage and installed over twenty years ago. Creative Signage still produces parts which can be replaced and retrofitted into the current system and therefore limiting additional cost of replacing the entire signage systems throughout the facility. The VA has determined that reusing existing signage frames where possible will save time, money and reduce damage to the facilities walls. New signage must match existing in style, content and materials. This will require multiple installation trips with coordination to enter secure areas and to install exterior signage. The winning company must provide a comprehensive signage plan for the entire campus with installation to include every door, hallway, cubicle, wayfinding, service and suite. The design and install plan must comply with the VA signage guide that includes ADA, Low Vision and Universal Design Standards.

Considering the churn rate in the building, the new signage system must be field replaceable with a quick-change insert. No additional pieces that can be removed from the frame or lost are to be used as this is a major cause for damage that requires entire replacements. Design, programming, manufacturing, installation and maintenance are part of the service provided as well as:

Package to Include:

Room Identification Retrofit Wayfinding Signage Wayfinding Graphics, Landmarks & Imagery Environmental Graphic Design Wall Restoration for Room ID Signage Installation & Project Management

The total cost of the name brand portion of this requirement is estimated to be of the cost of the project.

4. Statutory Authority Permitting Other than Full and Open Competition ( x ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per FAR 6.302-1;

( ) (2) Unusual and Compelling Urgency per FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per FAR 6.302-3;

( ) (4) International Agreement per FAR 6.302-4 ( ) (5) Authorized or Required by Statute FAR 6.302-5;

( ) (6) National Security per FAR 6.302-6;

( ) (7) Public Interest per FAR 6.302-7;

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

The Creative Signage systems are the only signs products which can be used, while allowing the VA to retain a large portion of the existing signage system, thereby limiting the cost of the signage project. No other sign product would allow for this cost savings and based on the cost of replacing the entire signage systems at similarly signed facilities, the estimated cost savings of a retrofit is approximately .

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable:

The VA has identified at least two Service Disabled Veterans Owned Small Businesses (SDVOSB) which can provide the needed name brand signage, as well as the design and installation services.

7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable:

The estimated cost of the retrofit signage project is approximately . Based on competition it is anticipated that the prices received will be fair and reasonable.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted Market research was conducted as a part of defining this requirement. That research found that the average cost of a complete signage project in a hospital environment ranged from $9-20 per square foot. Additionally, research was done into other signage projects throughout VA within the last few years. Three full replacements were found two of similar size and one for two facilities. The cost of these projects ranged from $2.4 million to $4.5 million. As the highest was for two full facilities the average cost of a full sign replacement would be approximately $2.4 million, a significant increase over the cost of the retrofit.

Market research did not find any other sign manufacture whose products would be able to work with the existing system.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition

Not applicable.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition:

The two SDVOSB contractors have both expressed an interest in competing on this requirement.

11. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to

Competition before Making subsequent acquisitions for the supplies or services required:

This project is necessary due to neglect and mismanagement of past signage programs. The VA did not keep up with changes and additions causing the current crisis. With proper management, this program can be updated in house with minimal effort and cost for decades.