A17_J_A_Under_the_SAT_FAR_13_JA25-00248_Final_Copy_Redacted_1.pdf
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- Solicitation number
- 140A0125P0038
About this file
This document is a Single Source Determination using Simplified Acquisition Procedures (SAP) for emergency HVAC repairs at the Walter Miner Law Enforcement Center in Eagle Butte, South Dakota. The Bureau of Indian Affairs, Cheyenne River Agency, requires urgent replacement of HVAC air handlers for Building 1 and 2, citing critical safety concerns due to potential extreme summer temperatures exceeding 100 degrees, which could endanger staff, detainees, and sensitive law enforcement equipment.
Temperature Technology, Inc. (X31FNEVCYL23), a local ISBEE contractor with an existing HVAC maintenance contract, was selected as the sole source vendor. The contract (Solicitation Number 140A0125P0038) has a performance period of 7/24/2025-8/29/2025, with a 3-4 week lead time for parts. The justification emphasizes the urgent nature of the repairs, limited market research conducted, and the potential risks of delaying the HVAC system replacement, including health hazards and potential damage to critical emergency response systems.
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5. Rationale. Provide an explanation that supports the reason cited in #4.
6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable, including whether a notice was or will be publicized as required by Subpart 5.2 and, if not, which exception under 5.202 applies.
7. Originating Office Attestation:
I certify that the technical data which forms a basis for this justification is complete and accurate and meets the Government’s minimum needs.
8. Contracting Officer certification that the justification is accurate and complete to the best of the contracting officer’s knowledge and belief:
I hereby certify that this justification is accurate and complete to the best of my knowledge and belief.
Contracting Officer
The nature of the requirement has been deemed urgent and following competitive procedures would result in Safety issues. The urgency in this replacement is that during the Summer months the weather can reach temperatures of over 100 degrees during the day. When internal building temperatures rise it creates a life and health hazard to the employees as well as detainees. This can create a situation where staff and detainees must be released for their safety. There are often elderly and detoxing detainees occupying the detention area which can experience critical medical emergencies under extreme temperatures. The internal cooling temperature is also necessary to prevent critical law enforcement dispatch systems, computer systems, and servers from overheating causing irreparable damage to necessary emergency response equipment. There is also a 3 to 4 week day lead time to get the parts to repair the HVAC. Temperature Technology, Inc an ISBEE that has a current contract for HVAC Maintenance Services with the BIA, Cheyenne River Agency already in place (140A0123P0078).
Due to the urgent nature of this action, limited market research was conducted.
Additionally, there are no further barriers to competition for HVAC repair other than the urgency in this circumstance. Future requirements of this nature will continue to be publicized and competed. The exception at FAR 5.202(a)(2) applies.
Arliss Moran
Cheyenne River Agency Facilities Manager
Bureau of Indian Affairs
Brian Roberts
Bureau of Indian Affairs
File details come from the government source that posted it. Updated .