36C25219C0106-001.pdf

VHAPM Part 806.3 OFOC SOP Revision 08 Page 1 of 4 Original Date: 03/22/11 Revision 08 Date: 04/18/2018

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C252-19-AP-1759

1. Contracting Activity: Department of Veterans Affairs, VISN 12 Network Contract Office 12 -

Southern Tier Construction Team.

a. Project Name: 537-18-211B Replace Failed Operating Room Chillers #1 and #2

b. Project Location: Jesse Brown VA Medical Center (Station 537), Chicago IL

c. 2237# 537-19-2-6988-0037

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

Contractor shall provide all tools, materials, components, labor, and supervision for replacement of the Bed Tower Chiller #1 and #2.

This action will be awarded as a new firm-fixed price contract.

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

Work requires the fabrication of two replacement chillers, built to order, and the removal and installation on the roof of the Bed Tower Building 42. The Statement of Work includes but not limited to the following tasks:

1. Provide protection to area of work on Bed Tower Roof;

2. Remove Chillers #1 and #2, associated valves, heat trace, and insulation;

3. Dispose of the existing chiller refrigerant;

4. Dispose of old chillers;

5. Provide and install equivalent new chillers;

6. Remove and replace the existing electrical heat trace that is associated with the chillers;

7. Remove and replace four (4) existing 6” motor operated valves chilled water valves (at the unit);

8. Remove and reconfigure as necessary the 6” chilled water supply line and chilled water return line to accommodate the replacement chiller. Insulate the chilled water pipes within the area well.

9. Provide chill water: pressure, temperature, and flow meters and integrate in the BAS. Include on chiller BAS graphics;

10. Provide refrigerant with full charge;

11. Provide factory startup of each chiller;

12. Test operations and provide report that includes sub cooling, superheat, loop static pressure, loop operating pressure, compressor amps, condenser fan amps, oil pressure, refrigerant pressure, and glycol mixture;

13. Provide full native BACnet connection to the JBVAMC BAS front end;

14. Connect the BAS controls and monitoring. Update the BAS graphics to match the new Chiller;

15. Demonstrate operation to VA COR at BAS front end. Provide connection and integration of all alarms to BAS.

VHAPM Part 806.3 OFOC SOP Revision 08 Page 2 of 4

Revision 08 Date: 04/18/2018

Structural Steel

1. The contractor shall provide and install two new W12x14 supports, remove the existing support

(HHS 12 x 8x58 GALV), and install the new replacement support (HHS 12 x 8 x 5/16 GALV) as per drawings S1, S-2, and S-3;

2. Structural Steel work is required to create enough work to allow removal and installation of the chiller. Work shall be sequenced:

a. Installation of new supports (Drawing S-1)

b. Removal of the existing support (Drawing S-2)

c. Removal/Placement of chillers (Task 1A)

d. Installation of new replacement support (Drawing S-3) e.

Chiller Loop

1. Once both Chillers are installed: Drain the existing chilled water system, clean strainers, purge with clean water, then provide and install 40% propylene glycol in system loop. Estimate (8) 55-gallon drums of 100% propylene glycol for the system loop for both Chiller 1 and Chiller 2;

2. Work to be completed on weekends when OR’s are not in service, schedule shutdown with COR.

The Period of Performance / Urgency of this action is based on fabrication of the chillers is 8 – 12 weeks. The weather forecast calls early summer temperatures expected mid-April. The process needs to start immediately so the work can be completed before summer. The estimated value of the acquisition is $675,000.00.

4. Statutory Authority Permitting Other than Full and Open Competition:

( ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per FAR 6.302-1;

(X) (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 Jesse Brown VA Medical Center Operating Rooms requires chilled water year around to modulate Operating Room inside temperature and humidity to meet the VA Design Guide. A disruption in chilled water will halt the Surgical Program. Therefore, an immediate award will reduce the possibility of summer weather related surgical cancellations at the Jesse Brown VA Medical Center.

The following is background information relating this action:

The chillers have been in service for 10 years and the service life is 12 – 15 years. Freeze damage occurred in January 2018 and repairs were made. However, the freeze damage decreased the remaining service life of the chillers. Chiller #1 has completely failed and must be replaced. Chiller #2 has failed multiple times since October 2018. In January 2019, a Report of Findings completed by Trane determined that Chiller #2’s Circuit 1 of 2 is not operating correctly and Circuit 2 of 2 does not have the capacity to handle the summertime load, therefore, both chillers must be replaced. This report indicated further damage to Chiller #2 then initially realized by the Engineering Staff. Failure of Chiller #2 will result in no chiller water for the surgery suites, leading temperatures to rise to levels

VHAPM Part 806.3 OFOC SOP Revision 08 Page 3 of 4

Revision 08 Date: 04/18/2018 that are unacceptable for safety and comfort to patients and surgeons. When temperature are too high in the surgery suites, surgeries are cancelled. It is in the best interest of the Government to mitigate any potential issues with this project by replacing both chillers sequientially so that replaced Chiller #1 will come online and be operational while Chiller #2 is replaced, thus creating sufficient capacity when both chillers are replaced.

Conclusion:

Due to the current known condition of Chiller #2, the failure of Chiller #1, the lead time for the Chillers and the upcoming warm summer months this unusual and compelling urgency precludes full and open competion and delay in award of a contract would result in serious injury to the Government resulting in the possibility of canceled surgeries which would impact the mission of the VA.

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

Replacement of Chiller #1 was solicited under the facility’s Job Order Contract (JOC). However, the Request for Proposal (RFP) was cancelled once it was determined that Chiller #2 was significantly damaged. The IGE places the work above the JOC’s maximum threshold.

The requirement will not be synopsis to fedbizopps.gov because the Contracting Officer determined the action as unusual and compelling in accordance with FAR 6.302-2 as described herein and the time requirements would delay award of a contract.

A solicitation will be sent to three SDVOSBs that have completed work at the facility and routinely submit bids for projects solicited under Invitation for Bids (IFB). Familiarity with the Jesse Brown VA Medical Center and it’s specific processes and policy will mitigate potential delays in project execution.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and

Reasonable:

The anticipated cost will be fair and reasonable as it is anticipated that the Government will received three bids and price competition will exist. Additionally, the received bids will be compared against the IGE and price analysis will be performed.

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 on 2/4/2019 under NAICS 238220. The VIP database was quiered using the paramaters of NAICS code 238220, SDVOSB set-aside, and strict geographic restriction of Illinois, Indiana, and Wisconsin. 49 SDVOSBs were returned. Past experience from projects solicited under the NAICS code 238220 with a SDVOSB has typically resulted in at least two bids. The four SDVOSBs that will receive the solicitation appeared on the market research findings and are verified in VIP.

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

The lead time for manufacturing the chillers is 12 weeks, putting the replacement work in May, when the temperatures are rising. Soliciting this requirement with full and open competition would place award and commencement of work into June or later. The further chillers operate into the summer, the higher demand places a higher risk of failing on Chiller #2.

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

N/A

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Revision 08 Date: 04/18/2018

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:

The facility will ensure that the chillers receive maintenance in order to preserve the chillers’ lifecycle. Once the lifecycle is near the end, the facility will plan for their replacement timely and accordingly.

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.

Michael Schiro Date Supervisory General Engineer Jesse Brown VA Medical Center

13. Approvals in accordance with 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.

Megan Manis Date Contracting Officer Great Lakes Acquisition Center

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $700K): I certify the justification meets requirements for other than full and open competition.

Jason Hardy Date Branch Chief, Southern Tier Construction

Great Lakes Acquisition Center

VHAMIWManisM Typewritten Text 4/5/2019

VHAMIWManisM Typewritten Text 4/8/2019