Attachment 1 P03 FAR6_JA_OVER_SAT_Redacted.pdf

VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP

OFOC SOP Revision 11 Page 1 of 4 Original Date: 03/22/11 Revision 11 Date: 02/11/2021

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID:

1. Contracting Activity:

Department of Veterans Affairs, Services Area Office East (SAO-E), Network Contracting Office 4 (NCO4) provides contracting support for the Corporal Michael J. Crescenz Veterans Affairs Medical Center, 3900 Woodland Ave, Philadelphia, PA 19104.

Reference 2237 No.:

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

The proposed action will be a new firm-fixed-price contract to provide all labor and materials replace the failed Indenticard 9000 “Swipe” card access systems on defined doors throughout the medical center.

This procurement is in accordance with FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2.

The estimated value of this requirement is

3. Description of Supplies/Services Required to Meet the Agency’s Needs:

The contractor will provide services and associated materials to replace the failed Indenticard 9000 “Swipe” card access systems on defined doors throughout the medical center. This system is no longer supported by the original equipment manufacturer and therefore is inoperable and determined to be not repairable. The service is expected to be completed within 21 days after contract award.

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;

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Revision 11 Date: 02/11/2021

( ) (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):

This is a brand name only requirement. In accordance with FAR 6.302-1(c)(ii)(A) the brand name is only applicable to the portion of the requirement that pertains to Indenticard PremiSys Pro PIV card reader and the requirement for associated employee license and or certifications to work on that equipment/system.

The Philadelphia Medical Center has already purchased and installed operational Indenticard PremiSys Pro proximity card access system throughout the facility. No other systems/brands are compatible with the PremiSysPro system currently installed. The Identicard PremiSys system is a physical access control system that utilizes software to allow for programming of access rights via software for each door. This software controls a network of doors that is monitored by a central software system that is controlled by the Police. The Police provide access rights into this software for staff who are authorized entry to those specific areas. The vendor will program the new card readers to integrate existing Indenticard PremiSYS system so the newly installed PIV readers will tie into the existing central software.

The Medical Center could install a different access system from a different manufacturer but that would result in reinstalling a new system for the entire campus and leased facilities which is cost prohibitive and represent substantial duplication of costs that is not expected to be recovered through removing the brand name and opening this acquisition to all brands/manufacturers.

Additionally, replacing existing system would represent an unacceptable delay in obtaining the proper access control throughout the facility.

The subject project involves the replacement of the existing Indenticard 9000 “Swipe” card access system that is currently inoperable and not repairable on specific doors as outlined in the statement of work. These doors were running on the old version of the Indenticard system. This system is now inoperable and has failed. It does not allow employees access to areas that are controlled by this older version card access system. Given the number and type of rooms affected and the lack of operation of these readers, there has been significant impacts to security and access. The current areas that are being replaced under this contract will tie into the existing PremiSys Pro system. The expansion of the existing Security Access Control System involves PACS devices, consisting of Controls/Communications Panels, Electronic Security Management System, Door Control Modules, Card Reader/Keypad Combination, Portal Control Devices, Door Status Indicators, and Entry Control Devices. In order to maintain the integrity of the system and ensure proper and valid installation, the individuals replacing and installing the PremiSys Pro system shall be certified on the system.

It is essential that the PremiSysPro system be the only product/service provided as it will allow the Medical Center to have a seamless security system without the unnecessary cost of replacing the entire system and components that are already installed at the medical center. The impacts to security necessitate the need for urgency to have these areas under controlled access. Accordingly, The PremiSysPro is the only brand capable of providing the supplies and services described in Section III above without the Veteran’s Health Administration experiencing unacceptable delays in

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Revision 11 Date: 02/11/2021 fulling its requirement and also without experiencing substantial duplication of cost that could not be expected to be recovered through competition and unacceptable delays in fulfilling its requirements.

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

The proprietorship of the system software limits competition however, the PremiSysPro is available via multiple authorized vendors/servicing agents. A Sources Sought was posted to SAM on 8/3/2021 and closed on 8/9/2021. There were four vendors that responded and provided information that determined them capable of providing this service.

This brand name justification will be posted with the solicitation IAW FAR 6.302-1(c)(ii)(C).

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

Reasonable:

The anticipated cost will be considered fair and reasonable at time of award.

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

As described in Section 6 above, market research, in accordance with FAR Part 10, was conducted by using multiple techniques to include the Sources Sought described above.

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

See paragraph #5 above.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition:

The vendors that expressed an interest in the Sources Sought were outlined in the market research document found in the eCMS file.

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:

Due to the proprietary nature of the hardware and software that make up this system, the only option would be to completely transition from the current access system to another access system, which would not be cost efficient and timely as discussed in Section 5 above.

When the existing access system no longer meets the VA’s requirements, additional market research will be conducted for a replacement solution via internet research and review of technical publications which will include consideration of maintenance, life cycle costs, training costs, and replacement costs. The Philadelphia VA will continue to monitor the market for solutions that meet the VAMC’s future needs.