Attachment IX - Sole Sources-Imperial Electric.pdf

Attachment 1: Request for Sole Source Justification Format >SAT

VHAPG Part 806.3 OFOC Page 1 of 3

Revision: 03 Effective Date: 04/15/24

Acquisition ID#: 36C250-24-AP-6373

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A)

For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C250-25-AP-0556

1. Contracting Activity: Department of Veterans Affairs, VISN 10, Richard L. Roudebush

VA Medical Center (RLR VAMC), 1481 W 10th St, Indianapolis, IN 46202. The 2237/PR is

583-25-1-650-0006.

2. Nature and/or Description of the Action Being Processed: The proposed action is a brand name sole source for elevator controllers and hoist machines for “Upgrade A Wing & D

Wing Elevators 583-22-101” at the RLR VAMC in Indianapolis, Indiana.

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

Roudebush VA Medical Center needs to upgrade 12 elevators of various types and configurations in Building #1 of the medical center campus. Imperial Electric is part of the

RLR VAMC's infrastructure. The RLR VAMC must use Imperial Electric’s elevator hoist machines to ensure compatibility with our current elevator system.

The contract has a period of performance of 690 calendars from notice to proceed.

The estimate for the sole-sourced items is $235,880.00.

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):

Imperial Electric are highly specialized proprietary components.

Imperial Electric is the preferred manufacturer of elevator hoist machines for both gearless

(A Wing) and geared (D Wing P8-P10) elevators. These machine types are widely used in

VA hospitals and can be packaged using the above-referenced motion control equipment with a manufacturing engineer solution. The electrical drives employed with the machines

VHAPG Part 806.3 OFOC Page 2 of 3

Acquisition ID#: 36C250-24-AP-6373 are reliable, and replacements (and refurbishments) can be stocked or sourced quickly. Both machine types also offer fully above-slab rope deflection, which benefits maintenance and repair efforts in the long term, as alternative upper hoistway access is not required.

By selecting Imperial Electric, we are not only avoiding substantial duplication of cost for the Veteran’s Health Administration but also ensuring minimal delays in meeting its requirements. This underscores the efficiency of our project and reassures the stakeholders about its cost-effectiveness.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: The RLR VAMC must use Imperial Electric’s elevator hoist machines to ensure compatibility with our current elevator system. There are no oter manufacturers capable of making hoist machines that are compatible with the elevators currently used throughout the RLR VAMC. Without Imperial Electric’s hoist machines a substantial duplication of cost and effort woud be required to successfully complete this project. Both the AE and Engineering have contacted other manufactures to confirm whether or not they could provide the required contraollers with no success.

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

Reasonable: The Contracting Officer will ensure that the price will be fair and reasonable by using price analysis techniques, such as comparison against the independent Government estimate and other price analysis techniques identified in FAR 15.404-1(b).

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

Reasons Market Research Was Not Conducted: The initial search yielded ten companies capable of providing the above mentioned product.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: This project will enhance patient safety and transport at the Indianaoplis RLR VAMC. The elevator components must be from Imerial Electric to work well with the VA’s current infrastructure.

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

a. Calvary Contracting, 4125 Gibson Dr. Tipp City, OH

b. Lyles Construction, 861 W Lake John Hay Rd, Salem, IN

c. Stapleton Enterprise, 4514 Leighton, IN

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: Not actions can be taken

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.

VHAPG Part 806.3 OFOC Page 3 of 3

Acquisition ID#: 36C250-24-AP-6373

Nathaniel W. Boyd

Design and Construction Section Chief

Indianapolis RLR 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

Contracting Officer

NCO 10

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