Sole Source Justification - Johnson Controls PACS.pdf

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

JOHNSON CONTROLS PHYSICAL ACCESS CONTROLS SYSTEM (PACS)

Acquisition Plan Action ID: 36C250-20-AP-2347

1. Contracting Activity: Department of Veterans Affairs, VISN 10, Cincinnati Medical Center.

Purchase Request 539-21-1-2001-0006.

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 Physical Access Control System (PACS) manufactured by Johnson Controls, for use on Project 539-333, Construct 3rd Floor Bldg. #2 and Renovate 1st Floor. 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 renovates 4,000 SF of space on the first floor building 1 to create additional Primary Care space and construct 20,000 SF of administrative space creating a 3rd floor on the CLC building. This project will free up space on the first floor of the Medical Center than can be used for direct patient care consisting of Controls/Communications Panels, Electronic Security Management System, Door Control Modules, Card Reader/Keypad Combination.

Portal Control Devices, Door Status Indicators, and Entry Control Devices. The estimated value of the PACS System is $90,000. The estimated cost of the Construct 3rd Floor Bldg. #2 and Renovate 1st Floor project is $7,965,638.00.

4. Statutory Authority Permitting Restricted Competition:

FAR 13.5 Simplified Procedures for Certain Commercial Items. The statutory authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. § 1901 and is implemented by FAR 13.106-1(b)(2) for restricting competition on this procurement. Competition is restricted on this procurement for the reason below:

(X) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

( ) Unusual and Compelling Urgency ( ) Industrial Mobilization, Engineering, Developmental or Research Capability or

Expert Services ( ) International Agreement ( ) Authorized or Required by Statute ( ) National Security ( ) Public Interest

VHACOSDEMORY1

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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): The PACS devices that are to be installed as part of this project represent an extension of the existing Johnson Controls PACS at our facility. As such, each new device must tie into and communicate with the existing Facility PACS, which is manufactured by Johnson. Each device in a PACS, whether it is a car reader or control panel, constantly communicates with the front end of the PACS. This allows the system to monitor each and every device, so that it cannot only receive alarms, but also can detect failures of the device as well – which is a critical element in any PACS. Software conflicts would make it difficult to impossible for devices by another manufacturer to communicate with the existing Johnson System, and could result in circumventing the Physical Security of the Medical Center.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Research has shown that in the industry, it is standard for each PACS to have their own proprietary software which prohibits communication between different manufacturers. There is just too much at risk from a Security Standpoint to attempt to intermingle manufacturers on a PACS; this facility has a Johnson PACS, and we should only add devices to it that are manufactured by Johnson. This solicitation will be publicized via beta.sam.gov.

7. Determination by the CO 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.

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 conducted for prior projects, concerning this subject. The Johnson Controls PACS system is currently located throughout the entire hospital.

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

Maintenance and system familiarity, while secondary to the issues of warranty or UL Listing, are other important factors to consider. Engineering is charged with maintaining this system, Police Service is responsible for administering the system, and the rest of the facility is charged with responding appropriately. Attempting to introduce a PACS of a different manufacture with different software would no doubt compromise the ability of VA Police to maintain the physical security of the Facility efficiently, let alone the other issues of how it would be able to communicate with the existing PACS.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: See Item 6 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 that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.

Justin Beaudoin Date Project Engineer, Engineering Service VAMC – Cincinnati, OH

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

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

Yvonne Demorest Date NCO 10 Contracting Officer https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPM/VHAPM_Part_806.3.aspx