Attch V - JCI J-A Redacted.pdf

VHAPG Part 806.3 OFOC Page 1 of 3 Revision: 03 Effective Date: 04/15/24 Acquisition ID#: 36C250-25-AP-3253

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval For

Other Than Full and Open Competition

Johnson Controls Physical Access Controls System (PACS)

Acquisition Plan Action ID: 36C250-25-AP-3253

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 No. 539-25-4-6905-0016

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

The implementation of this project will help to meet security requirements for the Canteen and Police spaces, as dictated in the Physical Security Resilience Design Manual (PSRDM) for the Cincinnati and Ft. Thomas Campuses. Project No. 539-25-502 Install Card Readers, the PSRDM requirements are not being met by specific areas across the campuses. Installing access controls and associated security features will not only improve the physical security of these spaces but will help improve compliance with PSDRM 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 contractor is responsible for providing all tools, labor, material, and equipment necessary for the installation of card readers and security cameras on both Cincinnati VAMC and Ft. Thomas campuses to help bring the Canteen and Police offices up to current security standards. Both the door to the Police armory and the cash vault inside the Canteen office need additional security hardware to meet current day requirements. The expansion of the existing Security Access Controls System involves PACS devices consisting of Controls/Communications Panels, Electronic Security Management System, and Video Surveillance. The Johnson Controls PACS will be installed and integrated into the existing hospital access infrastructure. The estimated value of the Johnson Controls PACS 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

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Acquisition ID#: 36C250-25-AP-3253

( ) (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 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 camera 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.

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, 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 previously conducted for prior projects, concerning this subject. The Physical Access Control System is currently located throughout the entire hospital. In addition, four (4) 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.

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 http://www.sam.gov/

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Acquisition ID#: 36C250-25-AP-3253 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 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.

Paige Bach 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.

Ronald T. Heidemann Date Contracting Officer Network Contracting Office (NCO) 10