Attach V - Brand Name Justification.pdf

Request for Sole Source Justification Format > SAT Cincinnati VAMC Honeywell Fire Alarm System

VHAPG Part 806.3 OFOC Page 1 of 6 Revision: 03 Effective Date: 04/15/24 Acquisition ID No.: 36C250-25-AP-2121

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan ID: 36C250-25-AP-2121

1. Contracting Activity:

Department of Veterans Affairs, VISN 10, Cincinnati Veterans Affairs Medical Center, 3200 Vine Street, Cincinnati, OH 45220. Network Contracting Office (NCO) 10, 3140 Governor’s Place Blvd, Ste. 210, Kettering OH 45409.

PR: 539-25-3-6905-0014.

2. Nature and/or Description of the action being Processed:

Construction project No. 539-22-101 - Upgrade Fire Alarm at Cincinnati VAMC. The purpose of this project is to update and improve the fire alarm devices and panels that serve the campus. The action will be awarded as a new, firm-fixed-price contract. The justification of updating the fire alarm system is to adhere to national fire protection act (NFPA) standards and to replace older panels and devices that are at risk of failing.

This request is for approval to use other than full and open competition to solicit Brand Name Only Fire Alarm Devices for the acquisition of a Honeywell XLS 4000 fire alarm system and components manufactured by Honeywell International, Inc.

3. Description of the Supplies or Services Required to Meet the Agency's Needs:

The devices and components needed for this acquisition include, but are not limited to:

ceiling speakers, relays, control panels, strobe lights, NAC panels, building status monitors, flow switch monitors, pull stations, smoke detectors and duct detectors. A list of all affected components is too lengthy to include here but is in the contract file.

Cited below are the top ten components by estimated subtotal:

Item Description est. qty (ea.)

Fire Alarm Ceiling Speaker 607 Fire Alarm - Relay 87 Fire Alarm Control Panel 13 Fire Alarm - Strobe 736 Fire Alarm NAC Panel 24 Fire Alarm Building Status 8 Fire Alarm - Flow Switch Monitor 77 Fire Alarm - Pull Station 166 Fire Alarm - Smoke Detector 283 Fire Alarm - Duct Detector 74

VHAPG Part 806.3 OFOC Page 2 of 6 Revision: 03 Effective Date: 04/15/24 Acquisition ID No.: 36C250-25-AP-2121

The estimated value of the brand name sole source portion of this requirement is:

total acquisition cost. The estimated period of performance for the base bid is 360 days. Delivery dates are unknown at this time as they are dependent on many factors including, award, notice to proceed and submittals.

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

(X) (1) 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;

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

FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or

Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3;

( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4 ( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by

FAR 6.302-5;

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

( ) (7) 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):

The facility is currently serviced by a Honeywell XLS 1000 fire alarm system. All existing devices, panels, sensors and alarms that currently protect the facility are Honeywell products. Additionally, the facility currently has a long-term service agreement with Honeywell to maintain the system.

Honeywell, like other fire alarm manufacturers, makes products that are proprietary and not interoperable with other manufacturer’s devices. Any new fire alarm devices must tie into and communicate effectively with the existing Honeywell system. Each device in a fire alarm system, whether it’s a smoke detector or supervisory switch, constantly communicates with the main panels of the fire alarm system. This allows the system to monitor every device, so that it cannot only receive alarms, but also detect failures of the device as well – a critical feature of any fire alarm system. In addition, the software allows for a graphics package, which displays the floor plans of the entire facility depicting all fire alarm devices. This allows for fast response to any alarm situation, as the system can tell first responders the exact location of any activated device. In addition to the fact that software conflicts would make it difficult or impossible for devices by another manufacturer to communicate with the existing Honeywell System, it would also void the warranty of the entire fire alarm system currently in place.

Since the entire system is not being replaced at this time, it is essential that any new devices added to the fire alarm system integrate with existing Honeywell devices.

VHAPG Part 806.3 OFOC Page 3 of 6

Products made by other manufacturers will not integrate fully with the existing Honeywell system and is the reason why full and open competition will not meet agency requirements and a brand name justification is necessary.

The fire alarm devices that are to be installed as part of this project represent an upgrade and extension of the existing Honeywell fire alarm system at the facility.

Approximately 58% of the 3,221 fire alarm devices at the facility will be upgraded and an additional 561 new units will be installed.

Accordingly, Honeywell International, Inc. is the only firm capable of providing the supplies and services described in paragraph 3 above without the Veterans Health Administration experiencing substantial duplication of cost that could not be expected to be recovered through competition and unacceptable delays in fulfilling its requirements.

For the above reasons, the Government has determined the use of a brand-name description for the Honeywell XLS 4000 fire alarm system is essential to the requirement, thereby precluding consideration of a product manufactured by another company.

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

Market Research for the project overall is outlined in paragraph eight below.

Concerning the fire alarm system, research concluded that there are several manufacturers of industrial-grade fire alarm systems on the market. For reasons outlined in paragraph five above, the Government has determined that the use of a brand-name description for the fire alarm system is essential to the Government’s requirement and precludes other products. This brand-name description will not hinder the competition pool for the set-aside as all interested and capable construction businesses may procure the cited fire alarm system from a variety of different suppliers.

7. Determination by the CO that the Anticipated Cost to the Government will be

Fair and Reasonable:

The anticipated price will be considered fair and reasonable if it is consistent with the government estimate. A fair and reasonable determination may also be made if multiple bids are received which indicates adequate price competition exists. The steps taken to ensure that the price is fair will include analysis of the government estimate and the presence of at least two bids that would indicate competitive forces are in effect.

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

Market research was conducted from January to April of 2025. The SBA’s Veteran

Small Business Certification (VetCert) was searched using NAICS code 236220

VHAPG Part 806.3 OFOC Page 4 of 6

(construction). This resulted in 3,480 SDVOSB and VOSB registered businesses. The same search criteria, restricted to the states of Kentucky, Ohio and Indiana were entered into the SBA’s Dynamic Small Business Search engine, resulting in 154 potential SDVOSB firms. There are at least three firms that appear in both databases, see paragraph 11. These businesses have all satisfactorily completed construction projects at VHA facilities in VISN 10.

The Buy American Act applies to this acquisition. The acquisition is exempt from

Trade Agreements, as it is a small business set-aside.

Based on this information and market research conducted in 2025, it is determined two or more SDVOSB are reasonably expected to prepare bids for this solicitation;

therefore, the VA Rule of Two can be met.

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

To avoid a brand-name request, the facility would need to solicit the replacement of all devices without specifying a manufacturer. However, to do this would be wasteful because 1,347 existing fire devices do not require replacement or upgrade at this time.

To overhaul the entire system would cost roughly twice what the facility currently has budgeted for. Further, replacing all the devices would unnecessarily increase the time to complete this project and adversely burden the medical facility and the treatment of its patients.

10. Listing of the Sources Interested in the Acquisition:

Armcorp Construction, Inc.

Calvary Contracting, Inc.

Eagle Contracting, Inc.

11. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required:

For the overall project there is no barrier to competition. For the brand-name justification, there is nothing that can be done at this time because only portions of the system are being replaced. Thus, for the reasons of safety, product integration, operability and warranty a brand-name justification is necessary.

In the future, if the facility needs to overhaul the entire fire alarm system at one time, the agency will identify the salient characteristics of the system and solicit the acquisition without restriction. This would avoid the necessity of a brand-name sole source request.

VHAPG Part 806.3 OFOC Page 5 of 6 Revision: 03 Effective Date: 04/15/24 Acquisition ID No.: 36C250-25-AP-2121

12. Requirements Certification:

I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and 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.

Zachary Schmidt Date Chief of Engineering Cincinnati VAMC

13. Approvals in Accordance with the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Luke A. Turner Date Contracting Officer Network Contracting Office (NCO) 10

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition.

Julie A. Stout Date Acting Division Chief – Construction and Leasing Branch Chief Construction, Architecture and Engineering Network Contracting Office (NCO) 10

Marie L. Smith Date Director of Contracting Network Contracting Office (NCO) 10

ZACHARY

SCHMIDT

Digitally signed by

ZACHARY SCHMIDT

Date: 2025.04.10 19:30:09 -04'00'

LUKE TURNER Digitally signed by LUKE TURNER Date: 2025.04.04 15:34:11 -04'00'

4/10/25

JULIE

STOUT

Digitally signed by JULIE

STOUT

Date: 2025.04.17 09:00:37 -04'00'

MARIE

SMITH

Digitally signed by MARIE

SMITH

Date: 2025.04.20 19:22:41 -04'00'

VHAPG Part 806.3 OFOC Page 6 of 6

c. VHA RPO HCA Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and recommend approval (if over $75 million) or approve ($750K to $75 million) for other than full and open competition.

Daryl A. Berg Date Executive Director, RPO Central Head of Contracting Activity

DARYL

BERG

Digitally signed by DARYL

BERG

Date: 2025.04.25 08:54:20 -05'00' 4/25/25