Attachment VI - J_A x2.pdf

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval

For

Other Than Full and Open Competition

Project # 539-21-111 – Upgrade

Terminal Units

Acquisition Plan Action ID: 36C250-21-AP-4284

1. Contracting Activity: Department of Veterans Affairs, Network Contracting Office (NCO)

10, 260 E. University Avenue, Cincinnati, OH 45219.

The Requesting Agency is VISN 10, VAMC Medical Center, Engineering Service (138), 3200 Vine Street, Cincinnati, OH 45220.

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

Engineering Service is requesting approval to use other than full and open competition to solicit a Brand Name Only for an expansion of the Fire Alarm System, manufactured by

Honeywell, for use on Project No. 539-21-111, Upgrade Terminal Units. This project will be awarded as a new Firm-Fixed Price contract. This Justification and Approval (J&A) is submitted pursuant to the authority of 10 U.S.C 2304 (c) (1) or 41 U.S.C. 253 (c) (1), which provides that full and open competition need not be obtained where there is “only one responsible source and no other supplies or services will satisfy agency requirements.”

Federal Acquisition Regulation (FAR) Part 6.302-1(c) “Only one responsible source and no other supplies or services will satisfy agency requirements.”

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

The subject project in this instance upgrades or replaces various air terminal units and air handling units in Building 1 of the facility. As a result, the project will provide fire alarm system modifications/additions such as reprogramming and fire alarm devices as required to support these HVAC alterations.

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 FAR 6.302-1;

( ) (2) Unusual and Compelling Urgency per FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per FAR 6.302-3;

( ) (4) International Agreement per FAR 6.302-4

( ) (5) Authorized or Required by Statute FAR 6.302-5;

( ) (6) National Security per FAR 6.302-6;

( ) (7) Public Interest per 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 fire alarm devices that are to be installed and programming modifications to be made as part of this project represent an extension of the existing Fire Alarm System at our facility.

As such, each new device must tie into and communicate with the existing Facility Fire

Alarm System, which is manufactured by Honeywell. Each device in a fire alarm system, whether it’s a smoke detector or supervisory switch, constantly communicates with the front end of the fire alarm system. This allows the system to monitor each and every device, so that it cannot only receive alarms, but also can detect failures of the device as well – which is a critical element in any fire alarm system. In addition, the software allows for a graphics package, which displays the floor plans of the entire facility depicting each and every fire alarm device. This allows for fast response in any alarm situation, as the system can tell Fire

Fighters and VA Police the exact location of the device in alarm. Besides the fact that software conflicts would make it difficult to impossible for devices by another manufacturer to communicate with the existing Honeywell System, it would void the warranty and the UL

Listing of the fire alarm system. A UL Listed Fire Alarm System is a Life Safety Code requirement. Maintaining the warranty and UL Listing of the Fire Alarm System is critical and cannot be jeopardized.

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

Research has shown that in the industry, it is standard for each fire alarm system to have their own proprietary software which prohibits communication between different manufacturers.

There is just too much at risk from a Life Safety Code Standpoint to attempt to intermingle manufacturers on a Fire Alarm System; this facility has a Honeywell Fire Alarm System, and we should only add devices to it that are manufactured by Honeywell. This solicitation will be publicized via sam.gov.

7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable:

Determination of fair and reasonableness of cost will be based upon a complete price analysis and Independent Government Cost Estimate. The anticipated cost will be considered fair and reasonable. This project will be issued as an Invitation for Bid (IFB). Tradeoffs and

Evaluation Factors are not applicable for this project.

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

Reasons Market Research Was Not Conducted:

Market research has been previously conducted for prior projects, concerning this subject.

The Honeywell Fire Alarm System is currently in use throughout the entire hospital.

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

Maintenance and system familiarity, while secondary to the issues of warranty or UL Listing, are other important factors to consider. Engineering is charged with maintaining this system, and the rest of the facility is charged with responding appropriately. Attempting to introduce a fire alarm manufacture with different software would no doubt compromise the ability of

Staff respond to their tasks efficiently, let alone the issues of how it would be able to communicate with the existing fire alarm system.

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

See Section 6 above.

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:

Solicitations for future requirements will utilize “brand name or equal” language, if it is in the Government’s best interest to do so. The current requirement must be solicited using a brand name description because the Government needs to create an exact copy of a system/item that is currently in use.

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.

Brad Herald Date

Project Engineer, Engineering Service

13. Approvals in accordance with VHAPM Part 806.3 OFOC SOP

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

Luke Turner Date

Contracting Officer

Network Contracting Office (NCO) 10

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

For

Other Than Full and Open Competition (>SAT)

Tridium Niagara System Building Management Controls System

Acquisition Plan Action ID:

1. Contracting Activity: Department of Veterans Affairs, Network Contracting Office (NCO)

10, 260 E. University Avenue, Cincinnati, OH 45219.

The Requesting Agency is VISN 10, VAMC Medical Center, Engineering Service (138), 3200 Vine Street, Cincinnati, OH 45220.

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

Engineering Service is requesting approval to use other than full and open competition to solicit a Brand Name Only for Direct Digital Automatic Temperature Control System (DDATCS) manufactured by Tridium, for use on Project No. 539-21-111. This project will be awarded as a new Firm-Fixed Price contract. This Justification and Approval (J&A) is submitted pursuant to the authority of 10 U.S.C 2304 (c) (1) or 41 U.S.C. 253 (c) (1), which provides that full and open competition need not be obtained where there is “only one responsible source and no other supplies or services will satisfy agency requirements.”

Federal Acquisition Regulation (FAR) Part 6.302-1(c) “Only one responsible source and no other supplies or services will satisfy agency requirements.”

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

The expansion of the existing Building Management Controls System involves many new DDATCS devices, including controls/communications panels, sensors, actuators, automatic control valves, meters, computer hardware/software, programming, graphics, owner training, etc.

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 FAR 6.302-1;

( ) (2) Unusual and Compelling Urgency per FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per FAR 6.302-3;

( ) (4) International Agreement per FAR 6.302-4

( ) (5) Authorized or Required by Statute FAR 6.302-5;

( ) (6) National Security per FAR 6.302-6;

OFOC SOP Revision 11 Page 2 of 4

( ) (7) Public Interest per 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 intent of this is to update the existing controls systems at the campus to improve overall building optimization. Having all the DDATCS working in concert with each other will be critical in meeting energy goals and reducing building maintenance. Expanding the existing

Tridium Niagara Framework at this facility and integrating the two other existing DDATCS into the Niagara Framework allows the system to monitor each and every device, so that it cannot only receive information, but also send control commands to the devices. The requirement for Tridium Niagara framework is not a limiting requirement, as it is used by various manufacturers of DDCATCS controls and various temperature control contractors

(available to all). This framework was created for the purpose of integrating the existing disparate systems with different communications protocols into one cohesive and collaborate system seamlessly. The new Tridium-based panels specified as part of this construction contract are required to have an open license, which will afford the VA multiple choices for future service or system expansion.

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

Research has shown that in the industry, it is standard for most DDATCS to have their own proprietary software which prohibits communication between different manufacturers. There is just too much at risk from an operations standpoint to upgrade the two-existing proprietary

DDATCS and not integrate all three into one cohesive and collaborative DDATCS with

Tridium Niagara Framework as the head end. The Tridium Niagara Framework is the most prominent DDATCS in the local market that does allow communication with the existing controls at the Cincinnati VAMC campus. This system is an extension of the existing campus-wide DDC control system, which is based on the Tridium Niagara 4 platform. The capabilities of the Niagara Framework platform, and the availability in the local market, provides the Cincinnati VA with a system that can be serviced by multiple vendors, now and in the future. The VA facilities in Cleveland, Chillicothe and Dayton, all have the Tridium

Niagara Framework for their main DDATCS, which shows the prevalence and versatility in this local market. This solicitation will be publicized via sam.gov.

OFOC SOP Revision 11 Page 3 of 4

7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable:

Determination of fair and reasonableness of cost will be based upon a complete price analysis and Independent Government Cost Estimate. The anticipated cost will be considered fair and reasonable. This project will be issued as an Invitation for Bid (IFB). Tradeoffs and

Evaluation Factors are not applicable for this project.

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

Reasons Market Research Was Not Conducted:

Market research has been previously conducted for prior projects, concerning this subject.

The Tridium Building Management Controls System is currently in use in the hospital. In addition, six (6) Service-Disabled Veteran Owned Businesses (SDVOSB’s) were contacted to inquire if they would be able to provide the Tridium system. All had indicated they would be able to provide this type of system.

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

The ability of the Tridium Niagara Framework to integrate the existing facilities controls systems together makes this logical follow-on to the system to utilize for the upgrade.

Maintenance and system familiarity, while secondary to the issues of warranty or UL Listing, are other important factors to consider. Engineering is charged with maintaining this system.

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

See Section VI above.

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:

Solicitations for future requirements will utilize “brand name or equal” language, if it is in the Government’s best interest to do so. The current requirement must be solicited using a brand name description because the Government needs to create an exact copy of a system/item that is currently in use.

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.

Brad Herald Date

Project Engineer, Engineering Service

OFOC SOP Revision 11 Page 4 of 4

VAMC – Cincinnati, OH

13. Approvals in accordance with VHAFAR Part 806.3 OFOC SOP FAR 6.304

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

Luke Turner Date

Contracting Officer

Network Contracting Office (NCO) 10