Attachment XII - J A - Redacted.pdf

VHAPG Part 806.3 OFOC

Revision: 03 Effective Date: 04/15/24

Acquisition ID# 36C250-26-AP-0096

Request for Sole Source Justification Format >SAT

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval

For

Other Than Full and Open Competition (>SAT)

Tridium Facility Explorer (FX) ---Application Specific Controllers, Advanced Application Controllers, and Supervisory Controllers

Remediate Temperature Controls 539-21-108

Acquisition Plan Action ID: 36C250-26-AP-0096

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 Order Number: 539-26-1-6920-0001

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 operate 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 of being installed by several contractors, promotes ease of upkeep and repair, and eliminates 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, including both supervisory controllers and field controllers. The Estimated Value of using Tridium FX Explorer in this particular 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 6.302-3;

( ) (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 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 have 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 the maintenance needs of the facility, as these can be installed and modified by several local temperature control contractors (available to all who complete the manufacturers’ training).

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

Research has shown that in industry, it is standard for most BAS systems to have their own proprietary software which hinders maintenance operations by requiring the local

VA personnel to learn and maintain proficiency with numerous different software programming tools, while also requires stocking of countless different controllers.

Although these systems communicate through the BACNet protocol, the proprietary software still causes communication faults. The maintenance staff discovered that controllers from different companies have resulted in failures in the BAS leading to unacceptable environmental conditions to staff and patients. To avoid this deleterious situation, standardization on a certain brand of BAS is a necessity. Field controllers that were designed to be compatible with Facility Explorer Java Application Control Engines

(JACEs) are already installed in the majority of the facility. The maintenance staff has been properly trained on these systems and are familiar with their operation. Facility

Explorer is prominent and established in the local market. The capabilities of Facility

Explorer, and the availability in the local market, provide the Cincinnati VA with a system that can be serviced by multiple vendors, now and in the future. There are at least

3 other VA’s (Roudebush VA in Indianapolis Indiana, Danville VA in Illinois, and Hines

VA in Illinois) who all standardize Facility Explorer. This solicitation will be publicized via sam.gov. Market Research companies contacted were: Jett’s Mechanical, LLC., Calvary Contracting, Inc., Armcorp Construction Company, Inc. and

JohnsonDanforth, Inc.

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 and price will be analyzed based on the

IGE and other non-price related factors. 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. The cost for services will be compared with commercially published price lists and catalogs for similar products.

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 conducted previously for prior projects concerning this subject.

Facility Explorer by this manufacturer is currently in use in this hospital. In addition, the majority of the field controllers in the facility were built to be compatible with Facility

Explorer. This brand of BAS can be installed by many different controls contractors in the local area. Market research has been previously conducted on prior projects concerning this subject. Facility Explorer by this manufacturer is currently in use in this hospital. In addition, the majority of the field controllers in the facility were built to be compatible with Facility Explorer. Also, four (4) Service-Disabled Veteran Owned

Businesses (SDVOSB’s) were contacted to inquire if they would be able provide this system. All had indicated they would be able to provide this system.

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

The capability of the Tridium Facility Explorer (FX) and the number of local contractors available to install these controllers makes modernizing the new Tridium Facility Explorer

(FX) a logical, plausible choice. 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 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 a standardization 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.

Kevin Henderson Date

Project Engineer, Engineering Service

VAMC – Cincinnati, OH

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.

Ron Heidemann Date

Contracting Officer

Network Contracting Office (NCO) 10

b. One Level Above the Contracting Officer (Required over SAT but not exceeding

$750K): I certify the justification meets requirements for other than full and open competition.

Julie Stout Date

Branch Chief Construction/A&E

Network Contracting Office (NCO) 10 https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPM/VHAPM_Part_806.3.aspx