A08 SSJ PCEC AH.pdf

Sole Source Justification (SSJ) FAR RFO 12.201-1, Simplified procedures

1. Acquisition Title: Pryor Clinic Expansion Construction

Division: Indian Health Service (IHS), Billings Area Office (BAO), Department of Facilities Management (DFM)

Contracting Activity: HIS, OEHE/DES

Author: LCDR Stephen Friedman, COR II

Basis for approval: Individual.

2. Nature and/or Description of the Action being Approved: IHS/BAO/DFM requests a sole-source justification for solicitation 75H70126R00024 with Automated Logic. The Government projects award for September 2026 using fiscal year 2024 funds. This SSJ is only for the fire alarm system products and maintenance services portion of a large construction project currently under solicitation.

- The intent is to issue a solicitation amendment only for the fire alarm system products and maintenance services portion of the current construction services RFP that closes on 08/04/2026.

3. Description of Supplies and/or Services: The purpose of solicitation 75H70126R00024 is to provide construction services to renovate the Pryor Clinic in Pryor, Montana. The project will renovate approximately 8,655 square feet of existing space in the Pryor Clinic.

This SSJ is only for the fire alarm system products and maintenance services portion of the construction work.

Solicitation 75H70126R00024 is published under FAR RFO Parts 15 and 36. The fire alarm system products and maintenance services portion is considered commercial in nature.

Automated Logic provides fire alarm system products and maintenance services. The Crow Service Unit, inclusive of all 3 sites (Pryor Clinic, Lodge Grass Clinic, Crow/Northern Cheyenne Hospital) has a service contract with Automated Logic. This action is an attempt at meeting the Tribe’s needs while being fiscally responsible. If a different contractor is used, the service unit will have to modify their current systems to be compatible with the new different system. This will lead to additional complications, complexity, and cost.

4. Statutory Authority Cited and Rationale: This sole source acquisition is being conducted pursuant to a statutory authority cited at RFO - FAR 6.103 for actions using FAR RFO 12.201-1, Simplified procedures, as specified below.

Only one responsible source and no other supplies or services will satisfy agency requirements.

[41 U.S.C. 3304(a)(1); see RFO – FAR 6.103-1]

The Crow Service Unit, inclusive of all 3 sites (Pryor Clinic, Lodge Grass Clinic, Crow/Northern

Cheyenne Hospital) has a service contract with Automated Logic. All three healthcare facilities run on Automated Logic’s Building Automation System (BAS) software, WebCTRL. The local technicians are intimately familiar with the systems at these remote locations and can therefore provide the highest level of service. The BAS software and associated hardware are proprietary to Automated Logic. Replacement of this system at any of the Service Units would result in substantial operational disruption and impose significant complications on the personnel, processes, and maintenance workflows for which facilities management staff are responsible. The Service Unit has requested Automated Logic as their sole-source contractor for these services because they are the company that tests and services their current systems. This action is an attempt at meeting the Tribe’s needs while being fiscally responsible. If a different contractor is used, the service unit will have to modify their current systems to be compatible with the new different system. This will lead to additional complications, complexity, and cost.

- The Supervisory Facilities Operations Specialist stated that the current system was placed in service approximately 20 years ago at a cost of approximately $250K and estimates the replacement cost at around $500K.

5. Special Considerations for Certain Contract Extensions or Bridge Contracts: Not Applicable

6. Actions to Increase Competition:

a. A Synopsis Was Published: Solicitation 75H70126R00024 is in progress as an ISBEE set-aside. This SSJ is only for the fire alarm system products and maintenance services portion of this large construction project with an estimated total value of $7,224,925.66.

The fire alarm system products and maintenance services portion was not synopsized.

- This J&A only covers the $99,375.00 portion of the fire alarm system products and maintenance services.

The intent is to publish a solicitation amendment specifying the sole source nature of this portion of the requirements.

b. Responses Were Received: Over 40 RFI’s were received as part of the solicitation and site visit.

The fire alarm system products and maintenance services portion was not questioned until a vendor asked about it on 07/14/2026. The question was:

“I noticed Automated Logic has existing controls in Pryor Clinic. After browsing the RFP and addendums, I cannot find a clear answer if other controls contractors are approved to bid the project. Just reaching out to see if there was a formal substitution request form or what the substitution process looks like.”

The Government responded “We have a SU wide service contract with Automated Logic for all 3 sites on the Crow SU. Therefore, we would like to stay with Automated Logic.”

This question raised the issue and the Service Unit wants to resolve this issue for all offerors.

c. Sources Expressing Interest: Due to the proprietary nature of the installed Automated

Logic system, no other sources are capable of providing the required compatible components and maintenance services.

d. Actions to Foster Competition for Future, Similar Requirements: None relevant to this

RFP. Many components are currently hardwired into the facility’s proprietary Automated Logic fire system, which severely restricts open competition for the fire alarm system products and maintenance services portion. Based on the proprietary nature of the services, the Service Unit will not change the fire alarm system products and maintenance services provider.

7. Market Research: Market research in accordance with far part 10 was conducted by synopsis of the proposed acquisition, advising industry of the pending acquisition and soliciting inquiries from interested parties. A solicitation was posted to SAM.gov and numerous interested parties submitted RFI’s and interest, but only after the 07/14/2026 question did the issue of the SSJ came to the Service Unit’s attention.

8. Procurement history:

- Contract 75H70925P00046 expired on 01/31/2026.

- There is no contract in place at this time.

- Billings AO is working on the Automated Logic Contracting Services replacement contract(now getting CPIC approval).

- The upcoming contract, if approved, will be awarded as a sole-source to Automated LogicContracting Services.

- If there are emergencies, the individual service units will issue sole source contracts toAutomated Logic Contracting Services.

a. Contractor: Automated Logic Contracting Services, Inc. (UEI: DFB2TDLGDMT4)

Contract or Order Number: 75H70925P00046 Award Date and Period of Performance: 02/01/2025 – 01/31/2026 Value (including all options): $99,375.00 Competitive Status: Not Competed Authority formerly relied upon if Not Competed: Only One Source-Other (Far 6.302-1 Other)

9. Additional Information or Other Facts: None.

10. Technical or Requirements Program Management Certification: I certify 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.

LCDR Stephen Friedman Contracting Officer Representative

12. Fair and Reasonable Price Determination: As the contracting officer, I hereby determine that the anticipated price to the Government for this contract action will be fair and reasonable, based upon the following:

☒ (1) Price reasonableness based on competitive quotations or offers.

☒ (2) If only one response is received, include a statement of price reasonableness in the contract file. The contracting officer may base the statement on—

☐ (i) Market research.

☒ (ii) Comparison of proposed price with prices found reasonable on previous purchases.

☐ (iii) Current price lists, catalogs, or advertisements. However, inclusion of a price in a price list, catalog, or advertisement does not, in and of itself, establish fairness and reasonableness.

☐ (iv) A comparison with similar items in a related industry.

☐ (v) The contracting officer’s personal knowledge of the item being purchased.

☒ (vi) Comparison to an independent Government estimate.

☐ (vii) Any other reasonable basis, as follows:

(ii) Referencing the existing service contract).

13. Contracting Officer (CO) Certification and Approval: I hereby certify that this justification is accurate and complete to the best of my knowledge and belief. [Always required; CO approval authority is limited to $900 thousand.]

Prepared by: Approved by:

Daniel Cotto Andrew Hart Contract Specialist Contracting Officer