Sole Source Justification - Valcom Overhead Paging System.pdf

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

VALCOM OVERHEAD PAGING SYSTEM

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 the overhead paging system, manufactured by Valcom, 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. Such an expansion will require the expansion of the existing overhead paging system, consisting of speakers and wiring. The estimated value of the overhead paging system is $15,000. 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 Cincinnati VA Medical Center campus uses an overhead paging system manufactured by Valcom to provide local and campus wide pages from select common sources. The Valcom system utilizes a proprietary 24V low voltages distribution system to minimize the need for large power amplifiers. The system also utilizes network interface modules to allow paging to be uniform across the entire campus.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Valcom is not a proprietary or “territory” based dealer and there are multiple integrators/contractors in the area who are able to provide competitive pricing. 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 was not conducted. The cost for services will be compared with commercially published price lists and catalogs for similar products.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: The introduction of a secondary paging system within the campus will severely degrade the capabilities for campus wide paging and system uniformity. Maintenance and system familiarity are other important factors to consider. Engineering is charged with maintaining this system, and the rest of the facility is charged with responding appropriately. Attempting to introduce a new paging system with different hardware would no doubt compromise the ability of Staff respond to their tasks efficiently, let alone the issues of how it would be able to communicate with the existing paging system.

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