Approved Sole Source Justification Memo for Emergency Elevator Replacement_Redacted.pdf

Request for SDVOSB/VOSB Sole Source Justification Format IAW VAAR 819.7008

Acquisition Plan Action ID: 36C242-25-AP-3783

VHAPG Part 819.7008/7009 Sole Source Awards to SDVOSB/VOSB Page 1 of 5 Revision: 04 Effective Date: 11/15/2024

DEPARTMENT OF VETERANS AFFAIRS

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

1. Contracting Activity:

Department of Veterans Affairs, VISN 02, Network Contracting Office 2, VA New York Harbor Healthcare System Brooklyn Campus, 800 Poly Place, Rm 228, Brooklyn, NY 11209-7104.

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

Approval is requested to award a sole source contract to Service-Disabled Veteran Owned Small Business (SDVOSB) general contractor, Elevated Technologies Inc. (ETI), UEI MYS9ZCJUSZ25, 126 Seven Farms Drive, Suite 160-B, Charleston, SC 29492 to restore/replace three (3) passenger elevators and one (1) service elevator on the VA New Jersey Healthcare System Lyons campus experiencing major and severe mechanical problems. Passenger elevators in buildings 6 and 53 are inoperable with obsolete parts that are difficult to acquire or no longer available to purchase for replacement. As such, this project requires the upgrade and modernization of the elevators in both patient buildings (6 and 53).

Elevators included in the scope of the project are elevator no. P1 in building 6 and elevators S1, P1, and P2 in Building 53 due to the following facts:

Currently the elevators in question are 40-50 years old and are well past their life expectancy. These elevators are all used as passage elevators, and they are experiencing major and severe mechanical problems. One even caught fire (Building

53) over the weekend in June 2025.

The four (4) elevators operation conditions are deplorable and beyond repair due to the scarcity of all parts (mechanical, electrical equipment and other parts). Many of which are obsolete.

The majority of existing elevator controls are obsolete and no longer serviceable. As a result, replacement parts and service are no longer useful. All obsolete elevator controls should be renewed as soon as possible with modern, non-proprietary controls. The existing controls prevent compliance with ASME A17.1

These elevators currently require secondary braking device. These elevators are single plunger style brakes a secondary back up braking mechanism is needed for safety.

Elevators� machine bearings require replacement.

Elevators� cables experience moderate to severe rouging and corrosion that require replacement.

Currently, building 6, motor is nonfunctioning and we are unable to find replacement parts due to the age and scarcity of the parts. Building 6 is a patient building and when

Request for SDVOSB/VOSB Sole Source Justification Format IAW VAAR 819.7008

Acquisition Plan Action ID: 36C242-25-AP-3783

VHAPG Part 819.7008/7009 Sole Source Awards to SDVOSB/VOSB Page 3 of 5 Revision: 04 Effective Date: 11/15/2024

41 USC §3304(a)(5), 38 U.S. Code § 8127(c), as implemented by FAR 6.302-5 (Authorized or Required by Statute). COs may use the non-competitive (sole source) procedures authorized in VAAR 819.7008 (DEVIATION) up to $5,000,000.

(X) 819.7008 Sole source awards to a certified service-disabled veteran-owned small business.

5. Demonstration that the Contractor�s Unique Qualifications and/or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

Authority allows sole source awards to SDVOSB/VOSB based on 38 U.S.C. 8127(c) and that the SDVOSB/VOSB concern has been determined to be a responsible source to meet the requirement.

ETI is a Service-Disabled Veteran Owned Business (SDVOSB) specializing in elevator upgrades, repairs and maintenance. They have completed work at multiple VAMCs nationwide including VISN 2 facilities, where they have full understanding and knowledge of specific VA requirements, needs, and mission. Open competition will seriously delay this work, which may, if the elevators fail, lead to partial closure of the medical center and a major impact on patient care that includes all dental service and could potentially affect building 53, veterans� ability to move in and out of their domiciliary.

Wheelchair and low mobility Veterans who reside in building 53 rely on the elevators to get them from their rooms to other areas of the campus which includes their ability to get food and to get to their medical appointments. Furthermore, rapid response access for medical, police, or fire department teams to clinical, behavioral or fire emergencies may also hinder without inoperable bank of elevators. A determination that a sole source award to this SDVOSB concern to meet the subject requirement was made. The Contracting Officer expects to award at a fair and reasonable price, and that the contractor is responsible.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable, including whether a notice was or will be publicized as required by FAR Subpart 5.2 and, if not, which exception under FAR 5.202 applies:

The Contracting Officer conducted a market survey for Service-Disabled Veteran Small Business (SDVOSB) on the Small Business Administration (SBA) Small Business Search database using North American Industry Classification System (NAICS) 236220 and keyword elevator repair. The search yielded 18 prospective SDVOSB contractors. Only ETI has situational knowledge and experience as well as familiarity with the elevators and their ongoing issues as the current maintenance services provider. With a long lead time required to acquire the necessary materials for this work and the deplorable condition of the elevators, the Contracting Officer determined that there is not sufficient time to compete the requirement. The award of a sole source contract to SDVOSB ETI is needed to address this emergency mission critical requirement.

Exception under 5.202: The contracting officer need not submit the notice required by

5.201 when - (a) The contracting officer determines that