AHU spare parts NCP-FULLY SIGNED.pdf

SINGLE SOURCE JUSTIFICATION NOT EXCEEDING THE SIMPLIFIED ACQUISTION

THRESHOLD

SECTION 1: IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY

Department of State Contracting Activity

☐ Office of Acquisitions Management

☐ Foreign Service Institute

☐ Office of Foreign Missions

☐ U.S. Mission to the United Nations ☒ Overseas Post Mexico City

Requiring Activity PR16075986 - MEX/FAC/7112/NEC/SPARES/AHU

SECTION 2: NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED

FAC requires approval for the procurement of Original Equipment Manufacturer (OEM) spare parts under manufacturer name for the NEC Air Handling Units (AHU). The required manufacturers are: NSK, SKF, MOBIL, CAMFIL and AUTOMATION DIRECT

SECTION 3: DESCRIPTION OF SUPPLIES/SERVICES REQUIRED TO MEET THE AGENCY’S NEEDS

FAC requests approval to procure Original Equipment Manufacturer (OEM) spare parts for the NEC AHUs.

The NEC HVAC system comprises integrated Air Handling Units (AHUs) that were engineered, commissioned, and maintained using manufacturer-specified components. This level of integration means that every element of the system — from mechanical assemblies and control interfaces to performance calibration and operational tolerances — was designed to function as a cohesive, brand-specific ecosystem. Replacement parts must precisely match the brand and model of the originally installed equipment to ensure full compatibility, sustain system performance, and preserve manufacturer warranties. Introducing non-OEM components carries significant risk: it may compromise system efficiency, necessitate costly reconfiguration or re-certification, and void existing warranties — leaving the Government without manufacturer support in the event of equipment failure. Accordingly, OBO has reviewed, approved, and directed that purchases be strictly limited to the specific models and brands identified in the approved parts list, funded under the allocated budget.

Maintaining an adequate inventory of these OEM-approved spare parts is essential to the uninterrupted operation of the NEC. When HVAC components fail, the ability of FAC personnel to respond swiftly and restore full functionality is critical to sustaining Embassy operations, occupant comfort, and facility integrity. Without readily available OEM parts, technicians face extended procurement lead times, sourcing uncertainty, and the risk of prolonged system downtime — all of which carry direct operational and financial consequences. A stocked inventory of manufacturer-specified replacement components empowers FAC personnel to execute timely, confident repairs that meet system requirements and comply with OBO guidance. Procuring these OEM spare parts represents the most operationally sound, warranty-compliant, and cost-effective approach to protecting the long-term value and reliability of the NEC HVAC infrastructure.

The estimated value of this procurement is $29,842.00 USD. All replacement parts must match the brand and model of the originally installed equipment to ensure compatibility with the AHU system, maintain critical life-safety functions, and preserve manufacturer warranties. Maintaining this inventory will enable the FAC team to perform expedited component replacements, minimizing service disruptions and ensuring continuity of

Embassy operations.

MANUFACTURER Part # Item description Qty AutomationDirect ABM1E93Z11 Limit Switch 15

CAMFIL 30/30 CL2 24X24X2 / 49880005 AIR FILTER 30/30 PANEL 540

CAMFIL DU4V-ES-2424-MV13 / 855081011 AIR FILTER DU4V-ES-2424-MV13 90

MOBIL

MOBIL Electric Motor Grease: Polyrex

EM / 124050 GREASE 100

NSK 6208 ZZ C3 BEARING 20

SKF 6209 2Z/C3 HT51 BEARING 20

SKF 6211 2Z/C3 HT51 BEARING 30

SKF 6212 2ZC3 HT51 BEARING 20

SECTION 4: IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING OTHER THAN

FULL AND OPEN COMPETITION

In accordance with Federal Acquisition Regulation (FAR) 13.106-1(b)(1), the Contracting Officer has deemed only one source reasonably available based on the following:

☐ Urgency

☐ Exclusive licensing agreements

☒ Brand-name

☐ Industrial mobilization

☐ Other:

SECTION 5: DEMONSTRATION THAT THE PROPOSED CONTRACTOR’S UNIQUE

QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES USE OF THE AUTHORITY

CITED

The OEM spare parts requested for AHU units are essential to ensuring the proper operation, safety, and long-term reliability of the NEC's HVAC infrastructure. Each component has been specifically identified and sourced from the original equipment manufacturers to guarantee full compatibility with the installed AHU systems — compatibility that cannot be assured through alternative suppliers or substitute products. No equivalent substitute has been identified that would satisfy the Government's minimum technical requirements while maintaining the integrity of the installed equipment. Procuring parts from any other source risks introducing incompatibilities that could degrade system performance, require costly reconfiguration, and void existing manufacturer warranties, leaving the Government without recourse in the event of equipment failure.

Furthermore, failure to maintain an adequate inventory of these specified OEM components would significantly constrain FAC technicians' ability to execute timely repairs, increasing the likelihood of extended system downtime, operational disruption to Embassy functions, and avoidable long-term costs. Procuring these manufacturer-specified spare parts is therefore the only course of action that ensures warranty compliance, operational continuity, and the protection of the Government's investment in NEC AHU infrastructure.

SECTION 6. DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST

TO THE GOVERNMENT IS FAIR AND REASONABLE

By signing the justification, the Contracting Officer makes a determination that the price to the Government is anticipated to be fair and reasonable.

SECTION 7. CERTIFICATIONS

All reviews and approvals should be completed in the order listed unless otherwise authorized or required.

REQUIREMENTS CERTIFICATION

I certify that the facts and representations under my cognizance which are included in this Justification and its supporting acquisition planning documents, except as noted herein, are complete and accurate to the best of my knowledge and belief.

Requirements Cognizance:

SIGNATURE:

David Marshall Date Facility Manager Facility Management Office (FAC)

CONTRACTING OFFICER CERTIFICATION

07/06/2026 20:20 GMT

Marshall, David (MarshallDP2@state.gov)

I certify that this submission is accurate to the best of my knowledge, and that it contains complete information necessary to enable other officials to make an informed recommendation for approval or disapproval.

SIGNATURE:

Morgan Osborne Date Contracting Officer General Services Office (GSO)

07/06/2026 20:52 GMT

Osborne, Morgan (OsborneML@state.gov)