Attachment VIII - Justifications and Approvals.pdf

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A)

For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID:

Arjo Patient Lifts

36C250-23-AP-3650

1. Contracting Activity: Department ofVeterans 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 the Arjo Patient Lift System, for use on Project No. 539-19- 101, Reconfigure Primary Care to PACT Model. This project will be awarded as a 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 Reciuired to Meet the A2ency's Needs:

The following is a general outline of construction activities and is not inclusive of all tasks needed to successfully fulfill the contract. The subject project involves the renovation of an existing Primary Care Clinic to align with the Patient Aligned Care Team Design Space Module Design Guide. New Arjo patient lift systems will be installed in several of the renovated exam and procedure rooms, as required to allow nursing staff to safely transport patients without injury. Arj o patient lifts are utilized throughout the Cincinnati VAMC facility; due to staff familiarity from a functional and maintenance standpoint, it would be in the best interest of the Medical Center to construct these new rooms to match the existing patient lift infrastructure throughout the facility. The estimated value of the Arjo Patient Lift System is(TTI and the estimated value of the Reconfigure Primary Care to PACT Model project is j._F

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 authoritv:

Nursing staff rotate among the patient rooms. Therefore, it is important from a patient care perspective to keep the equipment consistent on a single Inpatient Unit. Such consistency is a critical element in providing efficient and safe patient care. Since the Nursing staff is familiar with the operation of the existing Arjo Patient Lift Units currently being used on their ward, it is in the Medical Center's best interest to install matching patient lift systems in the new patient rooms.

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 patient lift manufacturer to have their own unique functions and operations, which puts a burden on the Nursing Staff to have mix of different manufactures through a single inpatient bed unit. There is just too much at risk from a patient safety standpoint to attempt to intermingle manufacturers on patient lift system. This solicitation will be publicized via SAM.gov. The Approved Justification and Approval (J&A) for Arjo Patient Lift System will be posted with the solicitation.

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 Arjo patient lift systems are currently located throughout the entire hospital. In addition, six (6) Service-Disabled Veteran Owned Businesses (SDVOSB's) were contacted to inquire if they would be able to provide these patient lifts. All had indicated they would be able to provide these types of lifts. The cost for services will be compared with commercially published price lists and catalogs for similar products.

9. Any Other Facts Supportin2 the Use of Other than Full and Open Competition:

Maintenance, while secondary to the issues ofpatient and staff safety, is another important factor to consider. Engineering is charged with maintaining these units. A malfunctioning unit needs to be placed back into service as quickly as possible. Attempting to introduce a different manufacturer with different operational and functional requirements would no doubt compromise the ability of maintenance staff to respond to their tasks efficiently.

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 Makin2 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 systemlitem 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.

CONNER Digitally signed by CONNER

5/2/2023APPELGATE Date: 2023.05.02 08:42:28 -0400

Conner Appelgate Date Project Engineer, Engineering Service VAMC - Cincinnati, OH

13. Approvals in accordance with FAR 6.304

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

LU KE TU RN ER Digitally signed by LUKE TURNER Date: 2023.05.04 13:34:35 -04'OO'

Luke Turner Contracting Officer Network Contracting Office (NCO) 10

Date

Justification and Approval

For

Other Than Full and Open Competition (>SAT)

Tridium Niagara System Building Management Controls System

36C250-23-AP-3650

Acquisition Plan Action ID:

1. Contractmnn 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 Descrintion 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 the Tridium Niagara Building Management Controls System, for use on Project No. 539-19-101, Reconfigure Primary Care to PACT Model. This project will be awarded as a 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 Sunolies/Services Required to Meet the Aencv's Needs:

The following is a general outline of construction activities and is not inclusive of all tasks needed to successfully fulfill the contract. The subject project involves the renovation of an existing Primary Care Clinic to align with the Patient Aligned Care Team Design Space Module Design Guide. The expansion of the existing Building Management Controls System involves many new Direct Digital Automatic Temperature Control System (DDATCS) devices that are manufactured by Tridium, including controls/communications panels, sensors, actuators, automatic control valves, meters, computer hardware/software, amming, graphics, owner training, etc. The Estimated Value of the DDATCS is I and the estimated value of the Reconfigure Primary Care to PACT Model project is ji;.

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(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;

Q(4) International Agreement per FAR 6.302-4 Q(5) Authorized or Required by Statute FAR 6.3 02-5;

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

()(7) Public Interest per FAR 6.302-7;

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The DDATCS devices that are to be installed as part of this project represent an extension of the existing Tridium Niagara DDATCS at the facility. As such, each new device must tie into and communicate with the existing Facility DDATCS, which is manufactured by Tridium. Each device in a DDATCS, whether it's a temperature sensor or control panel, constantly communicates with the front end of the DDATCS. This allows the system to monitor each and every device, so that it cannot only receive information, but also send control commands to the devices. Software conflicts would make it difficult to impossible for devices by another manufacturer to communicate with the existing Tridium Niagara system.

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Research has shown that in the industiy, it is standard for each 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 attempt to intermingle manufacturers on a DDATCS; this facility has Tridium Niagara DDATCS, and oniy devices that work with it should be added.

7. Determination by the Contractmnn Officer that the Anticinated 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. Descrintion 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 this DDATCS devices. All had indicated they would be able to provide these types of devices. The cost for services will be compared with commercially published price lists and catalogs for similar products.

9. Any Other Facts Sunnortmun the Use of Other than Full and Onen Comnetition:

The ability of the Tridium Niagara Framework to integrate the existing facilities controls systems together makes this the logical 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. Listmnn of Sources that Exnressed. in Writmnn. an Interest in the Acquisition:

See Section VI above.

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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 systemlitem 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.

CONNER Digitally signed by CONNER

APPELGATE

APPELGATE Date: 2023.05.02 11:24:13 -0400 51212023 Conner Appelgate Project Engineer, Engineering Service VAMC - Cincinnati, OH

Date

13. Arrnrovals in accordance with YHAFAR Part 806.3 OFOC SOP FAR 6.304

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

LUKE TURNER Digitally signed by LUKE TURNER Date: 2023.05.04 13:37:56 -04'OO'

Luke Turner Date Contracting Officer

For

Other Than Full and Open Competition (>SAT)

Pevco Pneumatic Tube System

Acquisition Plan Action ID:

36C250-23-AP-3650

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 the Pevco Pneumatic Tube System, for use on Project No.

539-19-101, Reconfigure Primary Care to PACT Model. This project will be awarded as a 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 following is a general outline of construction activities and is not inclusive of all tasks needed to successfully fulfill the contract. The subject project involves the renovation of an existing Primary Care Clinic to align with the Patient Aligned Care Team Design Space Module Design Guide. A new Pevco pneumatic tube system is required to be installed and integrated into the existing pneumatic tube s stem within the hospital. The estimated value of the pneumatic tube system relocation is 1 anjçstimated value of the Reconfigure Primary Care to PACT Model project is

4. Statutory Authority Permittin2 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;

5. Demonstration that the Contractor's Unigue Qualifications or Nature of the Actuisition Recjuires the Use of the Authority Cited Above (applicability of authority):

The new pneumatic tube equipment necessary to accomplish the relocation that is to be installed as part of this project represent an extension of the existing pneumatic tube system at our facility. As such, each new device must tie into and communicate with the existing pneumatic tube system, which is manufactured by Pevco. Software/hardware conflicts would make it impossible for equipment by another manufacturer to communicate and function with the existing pneumatic tube system.

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 pneumatic tube systems to have their own proprietary software and equipment which prohibits communication between different manufacturers. The Pneumatic Tube System is used to quickly and efficiently deliver samples to the Clinical Lab for testing. Break downs in this system can result in delays in test results which could lead to complications in patient care delivery. There is just too much at risk from a patient safety standpoint; this facility has a Pevco Pneumatic Tube System, and we should only add equipment to it that is manufactured by Pevco. 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 Pevco Pneumatic Tube System is currently located throughout the entire hospital. In addition, six (6) Service-Disabled Veteran Owned Businesses (SDVOSB 's) were contacted to inquire if they would be able to provide this pneumatic tube system.

All had indicated they would be able to provide this system. The cost for services will be compared with commercially published price lists and catalogs for similar products.

9. Any Other Facts Supportin2 the Use of Other than Full and Open Competition:

Maintenance and system familiarity, while secondary to the issues ofpatient safety, are other important factors to consider. Engineering is charged with maintaining this system, and Nursing Service & Clinical Lab Service is responsible for administering the system.

Attempting to introduce pieces of equipment from a different manufacturer with different software would no doubt compromise the ability of the pneumatic tube system to operate dependably and void the system warranty.

10. Listing of Sources that Expressed, in Writin2, an Interest in the Acquisition:

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.

CON N ER Digitally signed by CONNER

APPELGATE

APPELGATE Date: 2023.05.02 11:18:34 -0400'

5/2/2023 Conner Appelgate Date Project Engineer, Engineering Service VAMC - Cincinnati, OH

13. Approvals in accordance with FAR 6.304

a. Contractin2 Officer's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

LUKE TURNER Digitally signed by LUKE TURNER Date: 2023.05.04 13:36:06 -04'OO'

Luke Turner Contracting Officer

Date

For

Other Than Full and Open Competition (>SAT)

Lamiflow Technologies Airflow Indicators

36C250-23-AP-3650

Acquisition Plan Action ID:

1. Contractmnn 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.

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Engineering Service is requesting approval to use other than full and open competition to solicit a Brand Name Only for Lamiflow Technologies Airflow Indicator usage on Project No. 539-19-101, Reconfigure Primary Care to PACT Model. This project will be awarded as a 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. Descriution of Sunulies/Services Required to Meet the Aencv's Needs:

The following is a general outline of construction activities and is not inclusive of all tasks needed to successfully fulfill the contract. The subject project involves the renovation of an existing Primary Care Clinic to align with the Patient Aligned Care Team Design Space Module Design Guide. To maintain consistency with the rest of the facility and familiarity for staffusage, the facility has standardized on Lamiflow Technologies airflow indicators for all pressurized spaces. The Estimated Value of the airflow indicators is IJLI and thstirnated value of the Reconfigure Primary Care to PACT Model project is '-, _____.,___t fTrrro TFflmri 111T'1 tfl'F1IJ 'TZ fl1 fl I r1iT.uiii,un in

(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;

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

Q(4) International Agreement per FAR 6.302-4 Q(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 Oualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (annlicabilitv ofauthoritv:

This project includes rooms that are required to be always pressurized. A pressure indicator is required to visually determine that the room is held at the correct pressure relationship.

The facility standardized Lamiflow Technologies airflow indicators to allow staff to quickly and easily verify the spaces are appropriately pressurized. This consistency improves staff efficiency and accuracy when visually confirming room pressure.

6. DescriDtion of Efforts Made to ensure that offers are solicited from as many notential sources as deemed oracticable:

Research has shown that in the industry, it is standard for each pressure indicator manufacturer to have their own unique functions and means ofvisual indication. Having a mix of different manufacturers or products puts a burden on the Nursing Staff to have mix of different manufactures through a single inpatient bed unit. There is just too much at risk from a patient safety standpoint to attempt to intermingle manufacturers on the airflow indicator system. This solicitation will be publicized via sam.gov.

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

Detennination 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. Descrintion 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 Lamiflow Technologies airflow indicators are currently in use throughout 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 Lamiflow Technologies airflow indicators. All had indicated they would be able to provide this type of indicators. The cost for services will be compared with commercially published price lists and catalogs for similar products.

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Equipment familiarity is the important factor to consider. Attempting to introduce new airflow indicators from different manufactures would compromise the ability of staff to quickly recognize whether spaces are properly pressurized.

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 Aencv May Take to Remove or Overcome any

Barriers to Comnetition before Making subsequent acouisitions 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.

CONNER Digitally signed by CONNER

APPELGATE

APPELGATE Date: 2023.05.02 11:13:48 -0400'

5/2/2023 Conner Appelgate Date Project Engineer, Engineering Service VAMC - Cincinnati, OH n u 'x'iti i wtw ii 'i 1 1 T7LDI*1iJ IISI'[IJ J #

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

LU KE TU RN ER Digitally signed by LUKE TURNER Date: 2023.05.04 13:35:38 -04'OO'

Luke Turner Contracting Officer Network Contracting Office (NCO) 10

Date

Rev: 13 Effective Date: 02/01/22

For

Other Than Full and Open Competition

Johnson Controls Physical Access Controls System (PACS)

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 Bein2 Processed:

Engineering Service is requesting approval to use other than full and open competition to solicit a Brand Name Only for the Johnson Controls Physical Access Controls System, for use on Project No. 539-19-101, Reconfigure Primary Care to PACT Model. This project will be awarded as a 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 following is a general outline of construction activities and is not inclusive of all tasks needed to successfully fulfill the contract. The subject project involves the renovation of an existing Primary Care Clinic to align with the Patient Aligned Care Team Design Space Module Design Guide. The Jonson Controls PACS will be installed and integrated into the existin hospital access infrastructure. The estimated value of the Johnson Controls PACS is and the estimated value of the Reconfigure Primary Care to PACT Model 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 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;

Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

The Physical Access Control System (PACS) devices that are to be installed as part of this project represent an extension of the existing Johnson Controls PACS at our facility. As such, each new device must tie into and communicate with the existing Facility PACS, which is manufactured by Johnson. Each device in a PACS, whether it's a card reader or control panel, constantly communicates with the front end of the PACS. This allows the system to monitor each 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 PACS. Software conflicts would make it difficult to impossible for devices by another manufacturer to communicate with the existing Johnson System and could result in circumventing the Physical Security of the Medical Center.

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 PACS to have their own proprietary software which prohibits communication between different manufacturers.

There is just too much at risk from a Security Standpoint to attempt to intermingle manufacturers on a PACS; this facility has a Jolmson PACS, and we should only add devices to it that are manufactured by Johnson. 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 (TFB). 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 Physical Access Control System is currently located throughout the entire hospital. In addition, six (6) Service-Disabled Veteran Owned Businesses (SDVOSB 's) were contacted to inquire if they would be able to provide this Physical Access Control System. All had indicated they would be able to provide this type of system. The cost for services will be compared with commercially published price lists and catalogs for similar products.

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

Maintenance and system familiarity, while secondary to the issues ofwarranty or UL Listing, are other important factors to consider. Engineering is charged with maintaining this system, Police Service is responsible for administering the system, and the rest of the facility is charged with responding appropriately. Attempting to introduce a PACS of a different manufacture with different software would no doubt compromise the ability of Police Service to maintain the physical security of the Facility efficiently, let alone the other issues ofhow it would be able to communicate with the existing PACS.

10. Listing of Sources that Expressed, in Writin2, an Interest in the Acquisition:

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.

CON N ER AP PELGATE Digitally signed by CONNER APPELGATE Date: 2023.05.09 07:46:34 -04'OO'

Conner Appelgate Project Engineer, Engineering Service VAMC - Cincinnati, OH

13. Approvals in accordance with FAR 6.304

Date

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

LU KE TU RN ER Digitally signed by LUKE TURNER

Date: 2023.05.08 16:21:27 -04'OO' LukeTurnerDate Contracting Officer Network Contracting Office (NCO) 10

Julie A. Stout 356695 5/10/2023

Julie Stout Date Branch Chief

For

Other Than Full and Open Competition (>SAT)

Honeywell Fire Alarm System

Acquisition Plan Action ifi: 36C250-23-AP-3650

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 the Honeywell Fire Alarm System, for use on Project No.

539-19-101, Reconfigure Primary Care to PACT Model. This project will be awarded as a 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 following is a general outline of construction activities and is not inclusive of all tasks needed to successfully fulfill the contract. The subject project involves the renovation of an existing Primary Care Clinic to align with the Patient Aligned Care Team Design Space Module Design Guide. A Honeywell fire alarm system will need to be installed and integrated into the exiting hospital infrastructure. The estimated value of the Fire Alarm System isi*,__Janl the estimated value of the Reconfigure Primary Care to PACT Model 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 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;

The fire alarm devices that are to be installed under 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 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 fire alann 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 Ut Listed Fire Alarm System is a Life Safety Code requirement. Maintaining the warranty and Ut 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 Alann 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 Contractin2 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. In addition, six (6) Service-Disabled Veteran Owned Businesses (SDVOSB 's) were contacted to inquire if they would be able to provide this Fire Alann System. All had indicated they would be able to provide this type of system. The cost for services will be compared with commercially published price lists and catalogs for similar products.

9. Any Other Facts Supportin2 the Use of Other than Full and Open Competition:

Maintenance and system familiarity, while secondary to the issues ofwarranty or Ut 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 different 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.

CONNER Digitally signed by CONNER

APPELGATE

APPELGAT Date: 2023.05.02 10:04:26 5/2/2023L_ 0400'

Conner Appelgate Date Project Engineer, Engineering Service VAMC - Cincinnati, OR

13. Approvals in accordance with FAR 6.304

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

LUKE TU RN ER Digitally signed by LUKE TURNER Date: 2023.05.04 13:36:53 O4b001

Luke Turner Date

For

Other Than Full and Open Competition (>SAT)

Corbin Russwin Locksets

Acquisition Plan Action ID: 36C250-23-AP-3650

1. Contractint 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 Corbin Russwin Lockset usage on Project No. 539- 19-101, Reconfigure Primary Care to PACT Model. This project will be awarded as a 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 A2ency's Needs:

The following is a general outline of construction activities and is not inclusive of all tasks needed to successfully fulfill the contract. The subject project involves the renovation of an existing Primary Care Clinic to align with the Patient Aligned Care Team Design Space Module Design Guide. Each new patient room will have installed on each door a uncombinated removable core cylinder. Cylinders are removable with a special key or tool without disassembly of knob or lockset. Each lock core must meet the medical center policy for key locks. One grand master key is available to open all doors b authorized individuals. The estimated value of the Corwin Russwin Lock Sets value of the Reconfigure Primary Care to PACT Model

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;

Page 1 of4

( ) (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 Uniciue Qualifications or Nature of the Acciuisition ReQuires the Use of the Authority Cited Above (applicability of authority):

To meet needs stated above the medical center cunently utilizes a "Corbin-Russwin HO Keyway Great Grand Master Key System", single master key system is essential to the Governments requirements, thereby precluding consideration of a product manufactured by another company. In addition, the core system is a requirement of VA engineering policy MP-3. As the Cincinnati VA Medical Center continues to move toward consolidation, patient and staff safety concerns remain at the forefront of design decisions when selecting systems. Accordingly, Corbin-Russwin is the only manufacture capable of providing the lock cylinders described in section 3 above without the Veteran's Health Administration experiencing substantial duplication of cost that could not be expected to be recovered through competition. To change to a different locking system would require numerous master keys potentially causing delays in accessing all area of the campus in event of emergencies. The lock set requested allows the facility to expand and renovate as required and maintain the ability to meet patient and staff safety requirements.

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

The A/E Contractor John Poe Architects' (WA) plans specifically mentioned the continued use of Corbin Russwin Door Lock Sets. Efforts were not made to solicit from other lock manufacturers, because it is JPA's expert opinion that utilizing other lock manufacturer's locksets would decrease the consistency and reliability of the facility's operations. This in turn would cause the patient care provided to our veterans to suffer. JPA was determined to be a responsible design firm during the Indefmite Delivery Indefinite Quantity (IDIQ) process. This solicitation will be publicized via SAM.gov. The approved Justification and Approval (J&A) for Corbin Russwin lock sets will be posted with the solicitation.

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

Page 2 of4

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 (JFB). 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 Corbin Russwin Locksets are currently located throughout the entire hospital. In addition, six (6) Service-Disabled Veteran Owned Businesses (SDVOSB's) were contacted to inquire if they would be able to provide these locksets. All had indicated they would be able to provide these types of locksets.

The cost for services will be compared with commercially published price lists and catalogs for similar products.

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

All door lock manufacturers have propriatary keyways on their lock cylinders, which by their very nature are designed to be operable only by a key of the same cut and shape. Because the keyways are propriatary, only that manufacturer can create a key which will fit it's own lock cylinder. The reason(s) for propriataiy keyways is the very same reason door locks are needed - it's one of security. Also for reasons of security, it is not desirable to have mulitple lock manufacturers for mulitple doors - not only is it inefficient to try and keep track which lock is manufactured by which manufacturer, it is also critical for Police Service to have a master key at it's disposal which can operate any lockset at the factilty. The presence of multiple manufactured keyways would not allow this critical need to happen. Since the Cincinnati VA Medical Center currently has locksets manufactured by Corbin Russwin, then all additional locksets must match the Corbin Russwin keyway - and only locksets manfactured by Corbin Russwin can do that. Door lock sets play a critical role in maintaining the security of the facility. In addition, the necessity ofproviding a lock set which has a cylinder that can be operated by the facility master key, a single source manufacturer of the door lock sets allows the VA locksmith shop to respond to all key request and maintenance issues quickly and efficiently. A single source manufacturer also allows for prompt technical support whenever problems are encountered.

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

As described in Section 6 above, market research, in accordance with FAR Part 10, was conducted by synopsis of the proposed acquisition and reviewing interested vendors listed on the SAM.gov.

Page 3 of4

11. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Makin2 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 the supporting data, including the statement of the Government's minimum needs and other rationale for other than full and open competition is complete and accurate to the best of my knowledge. (FAR Subpart 6.303-1(b))

CONNER Digitally signed by CONNER

APPELGATE

APPELGATE Date: 2023.05.02 10:03:13 5/2/2023 -0400'

Conner Appelgate Date Project Engineer, Engineering Service VAMC - Cincinnati, OH

13. Approvals in accordance with FAR 6.304

a. Contractin2 Officer's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

LU KE TU RN ER Digitally signed by LUKE TURNER Date: 2023.05.04 13:37:13 -04'OO'

Luke Turner Date Contracting Officer

For

Other Than Full and Open…