Attachment VI - JAs.pdf

Sole Source Justification

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition

Acquisition Plan Action ID: 36C250-24-AP-1950

1. Contracting Activity:

Department of Veterans Affairs Network Contracting Office (NCO) 10 260 East University Avenue Cincinnati, Ohio 452 19-2637 513-559-3712 Station Code: 36C250

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

The Cincinnati VAMC requires air-to-air heat pumps and associated components in order to provide both heating and cooling to various spaces at Fort Thomas. Due to the electrical limitations, heat strips cannot be used. As a result, the facility requires heat pumps that can provide sufficient heating capacity at very low temperatures to keep rooms warm in the winter. If these heat pumps are not used, the facility would realize comfort problems in those areas served by the heat pumps.

3. Description of Supplies/Services Reciuired to Meet the Agency's Needs:

Cold Weather Hyper Heating Heat Pumps from Mitsubishi plus corresponding indoor units and accessories The Estimated Value ofusing Mitsubishi heat pumps in this particular __=-J

The Estimated Value of the Replace Fort Thomas Boilers project is

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 6.3 02-3;

( ) (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 6.3 02-7;

VHAPG Part 806.3 OFOC Page 1 of 3 Revision: 01 Effective Date: 04/01/23

5. Demonstration that the Contractor's Unique Oualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

The Mitsubishi SMART MULTI Hyper Heating Heat pumps can provide 100% heat capacity down to 5 F and 75% heat capacity down to -13 F. Such cold temperature operation allows the unit to still provide heat even at cold temperatures without the need for heat strips.

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, most heat pumps lose their heating capacity in freezing temperatures. As a result, heat strips are required which place an additional load on the electrical infrastructure. Coming on the market are cold weather heat pumps that can provide heating in lower temperatures. Even with these heat pumps, the heating capacity drops off significantly below 5 F. Given that Cincinnati has experienced temperatures as cold as -12 F in the past, a heat pump must provide the most heat possible in very cold weather.

After much research of various heat pump providers, it was found that the Mitsubishi Hyper Heating Heat Pumps still provide sufficient capacity down to -13 F. This represents the best in the market and would be the only model that could provide sufficient heat in very cold weather. This solicitation will be publicized via sam.gov.

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

Fair and reasonable for this name brand item will be determined with the bids as received.

The CO expects to receive fair and reasonable bids, with that determination being made in comparison with the government's estimate or through competition.

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

No market research conducted regarding this brand name item.

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

None.

10. 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:

None.

VHAPG Part 806.3 OFOC Page 2 of 3

11. Reguirements 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.

yE' ii NJ H E' D ERSO' Digitally signed by KEVIN HENDERSON I\ V II l I 1 " Date: 2024.03.24 12:23:53 -04'OO'

Kevin Henderson Date Project Engineer Cincinnati VA Medical Center

12. 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.

J Ul 'EDigitallysignedbyLI JULIESTOUT

ST0UTDate: 2024.03.26 I I 08:35:30 -0400'

Julie A. Stout Date Contracting Officer NCO 10 Contracting

VHAPG Part 806.3 OFOC Page 3 of 3

Justification and Approval (J&A) For

Other Than Full and Open Competition

Acquisition Plan Action ID: 36C250-24-AP-1950

1. Contracting Activity:

Department of Veterans Affairs Network Contracting Office (NCO) 10 260 East University Avenue Cincinnati, Ohio 452 19-2637 513-559-3712 Station Code: 36C250

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

The Cincinnati VAMC has experienced major difficulties with its Building Automation Systems (BAS) that supervises and controls the conditioned environment for patients and staff. Without proper conditioning, infection control problems can arise from inadequate pressurization, improper humidification leads to increased infection rates and other problems, and inappropriate thermal environment can make areas in the hospital unhabitable. It is crucial that the BAS functions efficiently, is properly maintained, and communicates with all components effectively. Unfortunately, the current BAS is not operating in this fashion currently as the BAS is an amalgamation of different systems that do not fully communicate, are difficult to maintain, and operates poorly. This has resulted in various problems throughout the facility, resulting in the Air Conditioning (AC) Shop being inundated with an overabundance of maintenance calls and hospital staff dissatisfied with their spaces. The Cincinnati VA needs to standardize to one BAS system that can eliminate these difficulties.

The new system is the only one available that is capable of utilizing components of two of the existing systems currently installed at the hospital, minimizing waste and maximizing the project budget. The new system is capable ofbeing installed by several contractors, promotes ease ofupkeep and repair, and eliminate communication glitches.

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

All new projects going forward shall be based on the Facility Explorer line of equipment for all new BAS controller hardware/software, configuration! programming, graphics, owner training, etc including both supervisory controllers and field controllers. The Estimated Value of using Tridium FX Explorer in th

The Estimated Value of the Replace Fort Thomas Boilen

VHAPG Part 806.3 OFOC Page 1 of 3

4. Statutory Authority Permittint 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 6.3 02-3;

( ) (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 Unkiue Qualifications or Nature of the Acciuisition Retjuires the Use of the Authority Cited Above (applicability of authority):

The intent of this is to standardize the BAS controls systems at the campus to ease compatibility/communication issues, reduce maintenance issues with an overburdened staff, and having a better control and supervision over the thermal environment in the hospital.

Having a standardized type of BAS to become familiar with and to keep in stock, will be critical in meeting maintenance needs of the facility, as these can installed and modified by several local temperature control contractors (available to all who complete the manufacturers training). This 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:

The system is available for purchase to all interested and capable vendors that plan to bid the project. This is a brand name only justification and will not limit competition.

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

Fair and reasonable for this name brand item will be determined with the bids as received.

The CO expects to receive fair and reasonable bids, with that determination being made in comparison with the government's estimate or through competition.

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

No market research conducted regarding this brand name item.

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

None.

VHAPG Part 806.3 OFOC Page 2 of 3

10. 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:

None.

11. Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department ofVeterans 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.

KEVIN HENDERSON

Kevin Henderson Project Engineer Cincinnati VA Medical Center

Digitally signed by KEVIN HENDERSON Date: 2024.03.01 17:34:02 -0500'

Date

12. Approvals in accordance with the VIIAPM 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.

JUE DIgitally signed by

JULIE STOUT

STOUT Date 2024.0306 0&45,28 -0500'

Julie A. Stout Contracting Officer NCO 10 Contracting

VHAPG Part 806.3 OFOC Revision: 01 Effective Date: 04/01/23

3/6/2024 Date

Justification and Approval (J&A) For

Other Than Full and Open Competition

Acquisition Plan Action ID: 36C250-24-AP-1950

1. Contracting Activity:

Department of Veterans Affairs Network Contracting Office (NCO) 10 260 East University Avenue Cincinnati, Ohio 452 19-2637 513-559-3712 Station Code: 36C250

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

Replace FTD Boilers, 539-20-10 1, will need Fire Alarm Devices to be moved, installed and linked with the rest of the campus. The Fort Thomas location and the Cincinnati VA Medical Center have Honeywell Fire Alarms System installed and operation through the facility.

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

Installing any other brand fire alarm system would not allow that portion of the facility to connect with the rest. Allowing for a Brand Name Only justification of the Honeywell System will all continued consistency throughout the facility concerning safety, reporting, functionally and serviceability. The Estimated Value of using Honeywell Fire System in this

The Estimated Value of the Replace Fort Thomas Boilers

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

(X) (1) Only One Responsible Source and No Other Supplies or Services Will Satisf' 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 § 3 304(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;

VFJAPG Part 806.3 OFOC Page 1 of 3

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 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. The system is available for purchase to all interested and capable vendors that plan to bid the project. This is a brand name only justification and will not limit competition.

7. Determination by the CO that the Anticipated Cost to the Government wifi be Fair and Reasonable:

Fair and reasonable for this name brand item will be determined with the bids as received.

The CO expects to receive fair and reasonable bids, with that determination being made in comparison with the government's estimate or through competition.

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

No market research conducted regarding this brand name item.

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

None.

VHAPG Part 806.3 OFOC Page 2 of 3

10. 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:

None.

11. 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.

yE" N HE" D ERSO"1 Digitally signed by KEVIN HENDERSON I V fl Date: 2024.03.01 17:41:18-0500'

Kevin Henderson Date Project Engineer Cincinnati VA Medical Center

12. 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.

Dlglthlly.igned byJULIE

L E STO' 1T5T0T. U I U Date: 2024.03.06 08 4743 -0500

Julie A. Stout Contracting Officer NCO 10 Contracting

VHAPG Part 806.3 OFOC Revision: 01 Effective Date: 04/01/23

3/6/2024 Date

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