Attachment 9 Brand Name Justification Danville IL EHRM IU Construction.pdf

Project No. 550-21-700 EHRM Infrastructure Upgrades – Construction – Danville FHCS

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DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) for Other Than Full and Open Competition

Acquisition Plan Action ID: 36C776-25-AP-0393

1. Contracting Activity:

Veterans Health Administration (VHA), Program Contracting Activity Central (PCAC) The proposed procurements for the Electronic Health Record Modernization (EHRM) Infrastructure Upgrades Construction project within the VA Illiana Healthcare System (VAIHCS) located in Danville, IL.

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

This justification is to support the EHRM Infrastructure Upgrades Construction project within the VA Illiana Healthcare System (VAIHCS) at the Danville VA Medical Center (VAMC) that will be awarded as a firm-fixed price contract. This justification is for other than full and open competition for the procurement of certain construction materials. The use of a particular brand name for the items listed below accommodates standardization of these items throughout the facility.

a. Security camera and monitoring system

i. Motorola Avigilon

b. Physical security access control system

i. Lenel S2

c. Locksets

i. Medeco Intelligent Key System

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

The scope includes everything necessary to complete the EHRM Infrastructure Upgrades Construction project in Danville, IL that meets the requirements of the Department of Veterans Affairs. There are three (3) brand name items listed for which the VA is not able to accept equal or alternate items. The value of the items is listed below. The VAAR construction magnitude for the entire project is between $20,000,000 and $50,000,000.

a. Security camera and monitoring system

i. Motorola Avigilon

ii. Value:

iii. Description: The perimeter security cameras ties into the existing Avigilon perimeter security system and will be required to provide electronic digital video imaging for VA police and security monitoring to maintain proper operation of the video surveillance system.

b. Physical security access control system

i. Lenel S2

ii. Value:

iii. Description The Lenel S2 Physical Access Control System (PACS) includes card readers and communication components that are compatible with existing infrastructure to ensure seamless integration and continued functionality. This system is essential for safeguarding access throughout the

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VA medical center, ensuring that only authorized personnel can enter secured areas and helping to maintain a safe environment for patients, staff, and visitors.

c. Locksets

i. Medeco Intelligent Key System - Handle: Yale, PB5405LN x 626 x LC SKU :

PB5405LN x 626 x LC YALE Lever: 1, 5400LN Pacific Beach, Dull Chrome, Different, Mechanical, Lever, Cylindrical, 3 hr

ii. Value: Medeco

iii. Description The Medeco Intelligent Key System utilizes high-security, interchangeable core locksets paired with Yale PB5405LN cylindrical lever handles. These mechanical locks are designed for durability, fire-rated for up to 3 hours, and provide enhanced key control through a restricted keyway system. This keying solution ensures secure access management across the VA medical center, supporting physical security protocols and the ability to quickly adapt access permissions as needed.

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

(X) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per 41 USC §3304(a)(1) as implemented by FAR 6.302-1;

( ) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by FAR 6.302-2;

( ) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3;

( ) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4

( ) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by FAR 6.302-5;

( ) National Security per 41 USC §3304(a)(6) as implemented by FAR 6.302-6;

( ) Public Interest per 41 USC §3304(a)(7) as implemented by 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):

These items have been standardized throughout the VA Illiana Healthcare System (VAIHCS) located in Danville, IL. Installing a different manufacturers’ systems will create significant duplication in costs for the facility, and in most cases the equipment will not function properly. The specific impact for not using the brand name items is listed below:

a. Security camera and monitoring system

i. Motorola Avigilon

ii. Impact: Any other device or equipment not of the existing manufacturer may not provide correct interface and operability with existing monitoring, recording, and control equipment. The video surveillance system is crucial for safeguarding patients, visitors, staff, and the facility against unlawful and unauthorized activities. Modifications of the existing system without the correct original equipment manufacturer (OEM) components and service can compromise the integrity of the entire system. Factory trained and authorized service must be located and supported by OEM within a limited travel time to provide emergency service support.

b. Physical security access control system

i. Lenel S2 - HID, SE RPK40-H, Smart Keypad Reader SKU :

921PHRNEK00068 Piv CLASS SE RPK40-H Smart Keypad Reader, 125 kHz

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HID Prox, AWID and EM4102, 13.56 MHz Contactless PKI-Based FIPS 201, RS485 FDX, Pigtail, v1, Flash Off, FIPS 75-BIT, 8-BIT MSG

ii. Impact: Using devices or equipment from a manufacturer other than the existing one may result in interface issues and loss of operability with the current Physical Access Control System (PACS). The PACS is essential for enabling authorized VA personnel to access restricted areas needed for direct patient care and for protecting the facility’s critical operations. Any modifications to the system without the correct OEM components can compromise the integrity of the entire security infrastructure. It is crucial that factory-trained and authorized service support be readily available within a limited travel radius to respond to emergencies.

VA technicians, who are already trained and experienced with the Lenel S2 system, are familiar with its programming and operations. The facility currently relies on the PIV system for 100% of its access control infrastructure. Introducing devices from competing manufacturers would increase the complexity of system management due to differences in communication protocols, user interfaces, and software. This would significantly burden VA technicians, who would be required to maintain and troubleshoot multiple incompatible systems, and such devices would not be able to integrate with the existing PACS.

c. Locksets

i. Medeco - Handle: Yale, PB5405LN x 626 x LC SKU : PB5405LN x 626 x LC

YALE Lever: 1, 5400LN Pacific Beach, Dull Chrome, Different, Mechanical, Lever, Cylindrical, 3 hr

ii. Impact: Currently the Medeco brand interchangeable core keying system is being installed in phases throughout VAIHCS main campus. It is necessary that all lockset hardware components added onto the existing system match the brand to facilitate proper interchangeability under the current VAIHCS great grandmaster key access system. Supportability of the added locksets in the Construction of the Data Center and Telecommunication Rooms (TRs) will be accomplished with minimal additional investment in the existing system’s single standardized parts inventory.

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

In accordance with the Competition in Contracting Act (CICA), the components listed above are identified as brand name; however, the overall procurement will be competed as a Service-Disabled Veteran-Owned Small-Business (SDVOSB) set-aside. Justification for Other Than Full and Open Competition for required Brand Name products will be posted to Contract Opportunities with the solicitation. General Contractors will have opportunity to compete brand name requirements among authorized retailers, if available.

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

The Government estimate was prepared by the VA team and confirmed by the Contracting Officer’s Representative (COR). The anticipated price to the Government for the items requested to be brand name is approximately

The items for which brand name approval is being requested are subsequent components to the overall construction project. This procurement will be competed and based on competition; the CO will make a determination of fair and reasonable pricing prior to award.

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8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted:

The market research for the equipment was conducted and prepared by the COR and shared with the CO for further review. The CO was in concurrence with information provided in the estimate that supported the brand name items. Approval of the items as brand name only is critical for the overall efficiency of the completed project and the entire VA Illiana Healthcare System (VAIHCS) located in Danville, IL.

Market research was conducted from February 2025 to March 2025 to ensure requirements of the Buy American Act was met for each of the brand name items that were included for the EHRM Infrastructure Upgrades Construction project at the VA Illiana Healthcare System (VAIHCS) located in Danville, IL. The research involved reviewing the items information that was available through the company websites including product certifications and technical documentation. Additionally, the CO had reached out directly to each manufacturer and spoke with a representative verifying details on their particular items.

1. Security camera and monitoring system

i. Motorola Avigilon

ii. Findings: The Avigilon digital video cameras are manufactured in in Plano, Texas. A news article was also published on October 5, 2017 discussing a new 50,000 square foot facility where all Avigilon products sold in the USA would be manufactured at that facility. Therefore, there are no concerns regarding the “Buy American” compliance. (See Attachment 1 Avigilon Digital Video Cameras).

2. Physical security access control system

i. Lenel S2 - HID, SE RPK40-H, Smart Keypad Reader SKU : 921PHRNEK00068

Piv CLASS SE RPK40-H Smart Keypad Reader, 125 kHz HID Prox, AWID and EM4102, 13.56 MHz Contactless PKI-Based FIPS 201, RS485 FDX, Pigtail, v1, Flash Off, FIPS 75-BIT, 8-BIT MSG

ii. Findings: The HID LenelS2 keypads are manufactured in Austin, Texas.

According to Issue 25 of the HID Global Corporation certification list, this site is responsible for the design, manufacturing, marketing, sales, support, and distribution of Secure Identity Solutions. The certificate is valid from August 21, 2023, through August 21, 2026. Therefore, there are no concerns regarding the “Buy American” compliance. (See Attachment 2 – HID PIV Card Reader).

3. Locksets

i. Medeco - Handle: Yale, PB5405LN x 626 x LC SKU : PB5405LN x 626 x LC

YALE Lever: 1, 5400LN Pacific Beach, Dull Chrome, Different, Mechanical, Lever, Cylindrical, 3 hr

ii. Findings: The Medeco locksets are manufactured in Salem, Virginia, where the company operates a state-of-the-art facility focused on producing high-security locking solutions. Medeco is a well-established American brand known for its precision-engineered locks, often used in government, commercial, and residential applications requiring enhanced security. Additionally, Yale locksets are manufactured in the United States, further supporting domestic production standards. Both manufacturers confirm that their products meet the necessary requirements for U.S.-based sourcing. Therefore, there are no concerns regarding the “Buy American” compliance. (See Attachment 3 – Medeco Locksets and Yale Handle)

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