Attachment X - JCI Sole Source J-A - Redacted.pdf

VHAPG Part 806.3 OFOC Page 1 of 4

Revision: 03 Effective Date: 04/15/24

Acquisition ID# 36C250-26-AP-0239

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval

For

Other Than Full and Open Competition (>SAT)

Johnson Controls Physical Access Controls System (PACS)

Repair and Replace Doors (539-22-202)

Acquisition Plan Action ID: 36C250-26-AP-0239

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.

Purchase Request Number: 539-26-1-6905-0002.

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

The facility has an existing Physical Access Control System (PACS) manufactured by

Johnson Controls used for security and access control. Each device on this system is in communication with the front panel which can show access history, give and remove access to personnel, as well as show alarms on different doors. To maintain consistency and have the new devices integrated into the existing system, they must also be manufactured by

Johnson Controls due to their proprietary software. Only materials manufactured by

Johnson Controls are compatible with their system. This is a security measure as well, all doors must be on the same system, in this case, tie into existing, so that our personnel only have to monitor one system to see all controlled doors within the facility.

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

This project will replace numerous doors, frames, and door hardware at the Cincinnati VA, on both the Cincinnati and Ft Thomas campuses. The expansion of the existing Security Access Controls System involves PACS devices consisting of Controls/Communications Panels, Electronic Security Management System, Door Control Modules, Card Reader/Keypad Combination, Portal Control Devices, Door Status Indicators, and Entry Control Devices. The Estimated Value of the PACS System is.

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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):

The 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 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 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 Johnson PACS, and we should only add devices to it that are manufactured by Johnson. This solicitation will be publicized on www.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:

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.

http://www.sam.gov/

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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 Johnson Controls PACS System is currently in use throughout the entire hospital. This facility has standardized this Physical Access System throughout the hospital in order to function properly for patient safety. In addition, four (4) 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.

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, 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 of how it would be able to communicate with the existing PACS.

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 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))

Paige Bach Date

Project Engineer, Engineering Service VAMC –

Cincinnati, OH

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13. Approvals in accordance with VHAFAR 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.

Ron Heidemann Date

Contracting Officer

Network Contracting Office (NCO) 10