Corbin Russwin Locksets Sole Source Justification Redacted.pdf

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DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval

For

Other Than Full and Open Competition

Acquisition Plan Action ID: VA250-20-AP-3967

1. Contracting Activity: Department of Veterans Affairs, Network Contracting Office (NCO) 10, 260 E. University Avenue, Cincinnati, OH 45219.

The Requesting Agency is VISN 10, VAMC Medical Center, Engineering Service (138), 3200 Vine Street, Cincinnati, OH 45220.

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

Engineering Service is requesting approval to use other than full and open competition to solicit a Brand Name Only for the Corbin Russwin core cylinders, for use on Project No.

539-18-101, Improve Exhaust System. This project will be awarded as a new Firm- Fixed Price contract. This Justification and Approval (J&A) is submitted pursuant to the authority of 10 U.S.C 2304 (c) (1) or 41 U.S.C. 253 (c) (1), which provides that full and open competition need not be obtained where there is “only one responsible source and no other supplies or services will satisfy agency requirements.” Federal Acquisition Regulation (FAR) Part 6.302-1(c) “Only one responsible source and no other supplies or services will satisfy agency requirements.”

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

The subject project will address various FCA gaps throughout building #1 at the main hospital by modifying various door hardware & seals and modifying the existing ventilation system to provide proper exhaust ventilation needed to suit room pressurization requirements. Each door will have installed a uncombinated removable core cylinder. Cylinders are removable with a special key or tool without disassembly of knob or lockset. Core meets the medical center policy for key locks. One grand master key is available to open all doors by authorized individuals. The Estimated Value of the Corwin Russwin Lock Sets is. The estimated value of the Improve Exhaust System project is.

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

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;

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

To meet needs stated above the medical center currently utilizes a “Corbin-Russwin HO Keyway Great Grand Master Key System”, single master key system is essential to the Governments requirements, thereby precluding consideration of a product manufactured by another company. In addition, the core system is a requirement of VA engineering policy MP–3. As the Cincinnati VA medical center continues to move toward consolidation, patient and staff safety concerns remain at the forefront of design decisions when selecting systems. Accordingly, Corbin-Russwin is the only manufacture capable of providing the lock cylinders described in section 3 above without the Veteran’s Health Administration experiencing substantial duplication of cost that could not be expected to be recovered through competition. To change to a different locking system would require numerous master keys potentially causing delays in accessing all area of the campus in event of emergencies. The lock set requested allows the facility to expand and renovate as required and maintain the ability to meet patient and staff safety requirements.

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

The A/E Contractor Levin Porter Architects plans specifically mentions the continued use of Corbin Russwin Door Lock Sets. Efforts were not made to solicit from other lock lift manufacturers, because it is Levin Porter Architects expert opinion that utilizing other lock manufacturer’s locksets would decrease the consistency and reliability of the facility’s operations. This in turn would cause the patient care provided to our veterans to suffer. This solicitation will be publicized via Beta.SAM.gov. The approved Justification and Approval (J&A) for Corbin Russwin lock sets will be posted with the solicitation.

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

Determination of fair and reasonableness of cost will be based upon a complete price analysis and Independent Government Cost Estimate. The anticipated cost will be considered fair and reasonable. This project will be issued as an Invitation for Bid (IFB).

Tradeoffs and Evaluation Factors are not applicable for this project. Furthermore, because Corbin Russwin is being purchased at prices consistent with their GSA contract, their prices have been determined to 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 has been previously conducted for prior projects, concerning this subject.

The master key system has been established here at the Cincinnati VAMC and the system for thousands of doors and needs to maintain this standardization in order to maintain efficiency and maintainability of the system.

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

All door lock manufacturers have proprietary keyways on their lock cylinders, which by their very nature are designed to be operable only by a key of the same cut and shape.

Because the keyways are proprietary, only that manufacturer can create a key which will fit its own lock cylinder. The reason(s) for proprietary keyways is the very same reason door locks are needed – it’s one of security. Also for reasons of security, it is not desirable to have multiple lock manufacturers for multiple doors – not only is it inefficient to try and keep track of lock is manufactured by which manufacturer, it is also critical for the Police Service to have a master key at its disposal which can operate any lockset at the facility.

The presence of multiple manufactured keyways would not allow this critical need to happen. The Cincinnati VA Medical Center currently has locksets manufactured by Corbin Russwin and any/all additional locksets must match the Corbin Russwin keyway. The locksets manufactured by Corbin Russwin are a critical role in maintaining the security of the facility. In addition, the necessity of providing a lock set which has a cylinder that can be operated by the facility master key allows the VA locksmith shop to respond to all key request and maintenance issues quickly and efficiently. A single source manufacturer also allows for prompt technical support whenever problems are encountered.

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

See Section VI above.

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:

Solicitations for future requirements will utilize “brand name or equal” language, if it is in the Government’s best interest to do so. The current requirement must be solicited using a brand name description because the Government needs to create an exact copy of a system/item that is currently in use.

12. Requirements Certification: I certify the supporting data, including the statement of the

Government’s minimum needs and other rationale for other than full and open competition is complete and accurate to the best of my knowledge. (FAR Subpart 6.303-1(b))

Joshua Schneider Date Project Engineer, Engineering Service VAMC – Cincinnati, OH

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13. Approvals in accordance the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Ronald T. Heidemann Date Contracting Officer Network Contracting Office (NCO) 10 http://vaww.pclo.infoshare.va.gov/PMWeb/VHAPM_Part_806.3.aspx