Attachment 7 JOFOC 519-24-400-NRM Install Fire Alarm Bldg. 25.pdf

Effective Date: 11/15/24 Page 1 of 5

REVISION: 01

Acquisition ID#: 36C25726Q0032

DEPARTMENT OF VETERANS AFFAIRS

JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR BRAND NAMED ITEMS IN ACCORDANCE

WITH FAR 6.103-1.

Acquisition Plan Action ID: 36C25726Q0032 JOFOC Number: FY26 - NCO 17 – 359

1. Contracting Activity: Department of Veterans Affairs, Regional Procurement Office West, Network

Contracting Office, VISN 17, WTVAHCS Medical Center, 300 Veterans Blvd. Big Spring, TX 79720.

2. Nature and/or Description of the Action Being Processed: The Department of Veterans Affairs is seeking approval for a construction contract for the installation/upgrade of fire alarm system in Building 25 located at the West Texas Veterans Affairs Healthcare System (WTVAHCS), 300 Veterans Blvd. Big Spring, TX 79720, to replace the current Honeywell system with a new Siemens fire alarm system, and link the system with the main building for monitoring as required by the drawings and specifications. This is a turkey project, brand name only, and is necessary because the current system does not communicate with the main building on campus which is a Siemens product. This contract action involves the procurement of necessary labor and materials to ensure full installation, integration, and functionality of the fire alarm system in accordance with the Veteran’s Administration (VA) safety and compliance standards.

Project scope of this action is to demolish and replace the existing fire alarm system in building 25 with system components that are compatible with the existing Siemens fire alarm control unit in building 24. VA requests that the downtime of the fire alarm system in building 25 is limited to no more than 96 consecutive hours, whereas the contractor is responsible for coordination with the VA when the outage is expected to occur. Existing system must remain online until the new system is installed and tested. Demolition scope is to reuse existing conduit and backboxes, if they meet requirements. Once new system is in place and operational the contractor will be responsible for the demoing items on the specifications and drawings. Existing dampers are to be removed or physically held open to prevent the dampers from closing. Phasing will be a large component of this action and the project’s successful completion is dependent upon a coordinated phasing which permits the construction to proceed in an efficient and orderly manner while allowing building 25 staff to perform their duties with a minimum of disruption. Care must be taken during construction to maintain acceptable emergency egress as well as access to equipment in the plant. Every effort will be made to not affect patient care.

3. Description of Supplies/Services Required to Meet the Agency’s Needs: The Department of Veterans Affairs requires the exclusive use of Siemens fire alarm equipment as essential to meet its fire safety and security needs throughout Building 25. The contractor will completely prepare sites for building operations, including demolition and removal of existing structures, and furnish labor and materials and perform work for replacement of fire alarm system in building 25, as required by drawings and specifications. The period of performance for this action will be 85 days after award.

4. Statutory Authority Permitting Restricted Competition: FAR 6.103-1 Only one responsible source and no other supplies or services will satisfy agency requirements. Implemented under authority 41 Uprocedures4(a)(1) pertains to the use of procedures other than competitive procedures in the context of procurement for civilian federal agencies authorizing the head of an executive agency to

Effective Date: 11/15/24 Page 2 of 5

Acquisition ID#: 36C25726Q0032 use procedure other than competitive procedures when, only one responsible source, unique capability, exclusive rights, or proprietary information.

Competition is restricted on this procurement for the reasons below:

(X) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

( ) Unusual and Compelling Urgency ( ) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert

Services ( ) International Agreement ( ) Authorized or Required by Statute ( ) National Security ( ) Public Interest

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 Department of Veterans Affairs (VA) WTVAHCS campus has determined that Siemens fire alarm equipment manufactured by Siemens is the only capable product and essential in meeting the campus’s unique requirements for fire safety and system interoperability as the main Siemens panel within building 24 can only operate with Siemens equipment. The campus already utilizes Siemens fire alarm equipment throughout its facilities, and the selection of Siemens as a brand name provider is essential to maintain compatibility, ensure operational efficiency, and avoid substantial additional costs and delays associated with integrating an alternative system. Essential reasons for need for Siemens include:

• Compatibility with Existing Infrastructure at the WTVAHCS campus is trying to standardized on Siemens fire alarm systems across its buildings/campus, making Siemens uniquely suited and essential to provide the necessary components and support required for any expansions, upgrades, or maintenance of the fire alarm infrastructure. Siemens systems are designed with proprietary hardware and software protocols that integrate seamlessly within the established network of fire alarm devices on campus, includes control panels, detectors, notification devices and other fire safety equipment.

o Siemens hardware is built to ensure high compatibility and reliable communication between various system components.

o Siemens software protocols are developed to ensure secure, reliable, and fast communication within the network, user-friendly, with intuitive interfaces for system configuration, monitoring, and maintenance.

o Siemens fire alarm systems are designed to work as an integrated solution, which means that the hardware and software are optimized together seamlessly. This integration simplifies system installation, configuration , and management and allows the system to efficiently monitor and respond to fire incidents, ensuring prompt and coordinated action to protect life and property.

o Siemens uses advanced networking technologies to enable communication between devices. This might include IP-based networking, fiber optics, and other advanced communication methods.

o Siemens network infrastructure is designed to support scalable and reliable communication, making it suitable for both small and large installations.

o Siemens products are also designed with scalability in mind, allowing for easy expansion of the system as the needs of the facility grow.

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Acquisition ID#: 36C25726Q0032 o Additional devices can be integrated into the existing network without significant disruptions.

o Proprietary protocols ensure that new devices are fully compatible with existing system components, maintaining the overall integrity and performance of the fire alarm system.

o Siemens systems are designed to comply with relevant industry standards and regulations, ensuring that they meet safety requirements and are compatible with other compliant systems when necessary.

o Overall Siemens systems are known for their robustness, reliability, and ease of integration, making them a popular choice for fire safety solutions in various settings. Therefore, Siemens fire alarm system and components are the essential products to use at the WTVAHCS 300 Veterans Blvd. Big Spring, Tx.

• Unacceptable delays in meeting safety requirements Switching from the Honeywell system to the Siemens system will introduce some delays, but these are not expected to be unacceptable. The entire campus is already outfitted with the Siemens fire alarm system, and this building is the final one to be converted. Our engineering staff are well-versed in the Siemens system as upgrades have been ongoing for the past 2-3 years. The successful completion of this project depends on a coordinated phasing approach, which allows construction to proceed efficiently and orderly while enabling Building 25 staff to continue their duties. The work is scheduled to commence during the holiday season when fewer staff are on duty, facilitating an easier transition for construction activities. The potential delay in achieving a fully operational fire alarm system could compromise the safety of patients, staff and visitors on the WTVAHCS campus.

• Justification for brand-specific requirement

The justification for specifying Siemens fire alarm equipment is based on the WTVAHCS campus's existing reliance on Siemens technology. The current Honeywell system cannot communicate with the Siemens fire alarm system in Building 24 due to proprietary protocols and diagnostic incompatibility. Integrating third-party equipment introduces significant risks such as system malfunctions, non-compliance with standards, and maintenance challenges.

Therefore, using Siemens equipment is essentially critical for ensuring a functional, compliant, and reliable fire alarm system.

The exclusive use of Siemens systems ensures seamless functionality, centralized control, and uninterrupted fire safety services across the campus. This specification is not intended to limit competition but is essential for meeting the campus's unique requirements for interoperability, cost-effectiveness, and timely implementation. Utilizing Siemens systems allows the campus to leverage existing infrastructure, avoid unnecessary costs, and maintain the reliability and consistency of its fire safety operations.

Accordingly, Siemens is the only product that will meet this requirement, as the WTVAHCS campus would incur substantial costs by switching to a brand other than Siemens. The risks currently present with the Honey well system would be significantly reduced by purchasing the Siemens fire alarm system, allowing the entire campus to communicate through a single, unified system. This would also prevent unacceptable delays in meeting fire safety requirements. Procuring the Siemens fire alarm system ensures that the WTVAHCS campus can maintain a cohesive and reliable fire alarm system, aligned with the VA’s long-term operational standards and safety objectives.

Effective Date: 11/15/24 Page 4 of 5

Acquisition ID#: 36C25726Q0032

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: The requirement for Siemens fire alarm system equipment is specific and essential to the WTVAHCS campus need for compatibility with its existing Siemens fire alarm infrastructure and building 25 is one of the last buildings to be converted and updated. A brand-name justification was determined necessary due to the proprietary nature of Siemens technology, which does not permit interchangeability well with other bands and can be costly. Service-Disabled Veteran Owned Small Businesses (SDVOSB) can purchase Siemens products directly from Siemens or via authorized channels. This action will be procured as a Request for Quote (RFQ) 100% set-aside

SDVOSB.

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

Reasonable: The solicitation for this action will follow FAR 13-Simplified Acquisition Procedures for Noncommercial Acquisitions. Based on market research there are multiple SDVOSBs that can fulfil this requirement. The determination of price fair and reasonableness will be based on receipt of adequate competition and comparison to the independent government cost estimate. I will not be requesting cost /pricing data from the contractor in accordance with FAR 15.403-2(b)(1) Exceptions to certified cost or pricing data requirements, as I expect adequate competition. Award will be made in accordance with FAR 13.203.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons

Market Research Was Not Conducted: Market research conducted in accordance with FAR Part 10, VA Acquisition Regulation (VAAR) 810.001-70 Market Research Policy, and VHAPG Part 810.001, confirms that Siemens brand fire alarm equipment is uniquely capable of meeting the VA’s specific requirements for fire detection, alarm integration, and system compatibility at the WTVAHCS, Big Spring campus. The market research included reviewing potential fire alarm system suppliers, evaluating compatibility requirements, and assessing the costs and feasibility of integrating alternative brands with the VA’s existing infrastructure. Research indicated that Siemens is the only brand able and it is essential to provide a fully compatible solution without requiring extensive reconfiguration of the existing fire alarm system, since this is the last building to be converted to the Siemens brand fire alarm system.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: Additional compatibility concerns confirm that using any fire alarm system other than Siemens would compromise the operational integrity of the WTVAHCS campus fire safety system. The WTVAHCS campus has trained its personnel on Siemens protocols, and existing equipment is fully compatible with Siemens’s proprietary technology. Switching to another brand would require retraining personnel, redesigning system interfaces, and ensuring that fire safety functions meet the VA’s compliance requirements—all of which would result in substantial duplication of cost and unacceptable delays.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: Not applicable.

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: The government will continue to conduct market research to ascertain if there are changes in the marketplace that would enable future actions to be completed, but the trend would seem that will not change as so many vendors have their own software and equipment. It is possible that Siemens will allow fire alarm/suppression companies to have access to their program to add/manage devices

Effective Date: 11/15/24 Page 5 of 5

Acquisition ID#: 36C25726Q0032 and controls, but this usually requires special permissions or arrangements directly with Siemens. To ensure compliance and system integrity, it’s recommended to work with authorized Siemens representatives for any modifications or management of the fire alarm system. No follow-on has been planned for or expected in the near future.

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.

Name Date Title Facility

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

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

Name Date Title Facility https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPM/VHAPM_Part_806.3.aspx