B08_REDACTED_FINAL_Justification and Approval Other than FOB_v1.pdf

Control Number: UDALL-24-06

Justification and Approval for Soliciting from a Single Source

Program/Equipment: Udall Foundation Executive Office

Authority: FAR Subpart 13.106-1(b)(1)(i) Only one source reasonably available (Brand Name).

Amount: $ COMPLETION DATE: 15 June 2024

Total: $ **NOTE: The total amount stated above is inclusive of materials, labor, and all other ODCs.

Prepared by:

Typed Name: Sara Moeller Phone: (520) 901-8568

Title: Administrative Officer Date: 27 March 2024

E-mail: moeller@udall.gov

Contracting Officer:

Typed Name: Terri L. Harrison Phone: (520) 901-8565

Date Reviewed: 27 march 2024

E-Mail: harrison@udall.gov

Reviews: I have reviewed this justification and find it adequate to support other than full and open competition.

Legal Counsel and Special Competition Advocate

Typed Name: Gwendolyn T. D. Franks Phone: (520) 901-8552

Signature: _________________________________ Date: _28 March 2024_

GWENDOLYN FRANKS

Digitally signed by GWENDOLYN

FRANKS

Date: 2024.03.28 16:21:04 -07'00'

Justification and Approval for Soliciting from a Single Source

1. Contracting Activity: Morris K. Udall and Stewart L. Udall Foundation, 434 E.

University Blvd. Suite 300, Tucson, AZ 85705

2. Description of Action: The Udall Foundation needs window shades for two conference rooms located at the Tucson Headquarters (434 University Blvd., Suite 300, Tucson AZ 85705).

Services will include the purchase of window shades and for installation. Due to the architecture and terms of the lease for the building, specifications for the shades were provided by the building’s property management company. These specifications are required, and the installation of the shades will need to be completed in a manner that is approved by the property management company. The operation of the shades will need to be simplistic so that all staff can easily raise and lower the shades. Currently, there are no shades in the conference room, and there have been technological and climate control challenges associated with the rooms. In conference calls, physical features of staff members are not visible due to lighting issues, creating accessibility issues, and making remote engagement with stakeholders and other staff challenging. Additionally, the conference rooms are often hotter in temperature than other rooms due to the direct sunlight that enters through the windows all day. Installation of these shades will ensure that the agency’s audiovisual technologies are functional, and that energy usage related to heating and cooling of the rooms is lowered. Because the agency does not have staff with expertise in window shade installation, contracting out this work will ensure that the installation is done in a manner that is consistent with both property management and industry standards. The applicable NAICS code for this requirement is 337920 – Blinds and Shade Manufacturing. The Product Service Code is 7195. This contract will provide for delivery and installation of the window shades, expected to be installed not later than 31 May 2024. The contract type is Firm Fixed Price with a final completion date of 31 May 2024. The estimated cost for this contract is $ total, according to the Independent Government Cost Estimate (IGCE), which was independently derived from other industry available pricing.

Funding from the NCECR FY 2024 Projects Fund will be used and these funds do not expire.

3. Description of Supplies/Services: The contractor shall provide window shades and installation services for two conference rooms located at Udall Foundation headquarters (434 E.

University Blvd., Suite 300, Tucson, AZ 85705). The shades must be from the MechoShade system in a roll down product. This product shall be chalk color (white), Chelsea Blackout (0250). The windows are 11’ high and 2-4’ wide. The smallest conference room (Tucson) has 4 external windows: 3 windows that are approximately 11’ high and 3.33’ wide and a fourth window that is approximately 11’ high and 2.58’ wide. The medium conference room (Rincon) has 6 external windows: 5 windows that are approximately 11’ high and 3.33’ wide and a fourth window that is approximately 11’ high and 2.33’ wide. The shades must be controlled by a standard chain that is human powered, and the shade roll size should cover two windowpanes at once for maximum light control. The shade roll must be attached to the underside of gypsum board extension at the top of the window and have the roll start on the glazing side for maximum tightness to the window. There is light gauge framing along the gypsum board extension that the shades must be attached to with the appropriate fasteners. Blackout material to cover mullions (mullions are 2-4’). The contractor must perform a site visit prior to purchase of the shades to confirm all specifications, measurements and other needed information for the proposed shades and installation.

4. Authority Cited: FAR Subpart 13.106-1(b)(1)(i) Only one source reasonably available (Brand Name).

5. Reason for Authority Cited: The Udall Foundation requires the window shades to fulfill several agency needs with regards to this requirement. The conference rooms needing the window shades are located on the south side of the building. Currently, there are no shades in these two conference rooms. Since moving into the building in early 2023, staff has identified technological and climate control challenges in these rooms. In conference calls, physical features of staff members are not visible due to lighting issues, creating accessibility issues, and making remote engagement with stakeholders and other staff challenging. Additionally, the conference rooms are often hotter in temperature than other rooms, due to the direct sunlight that enters through the windows all day, especially throughout the hot summer months in southern Arizona. Shades for all of the external windows in the two conference rooms will ensure that the agency’s audiovisual technologies are functional for all meeting types. In addition, the Udall Foundation will be able to reduce energy usage related to heating and cooling of the rooms.

There is only one set of specifications for window shades that have been approved by the building property management company under the requirements of the lease terms. The Government has analyzed and evaluated the use of potential alternatives, such as allowing bids for alternate types of window shades and concluded that this is not a viable option due to the terms of the current lease. Because the agency does not have staff with expertise in window shade installation, contracting out this work will ensure that the installation is done in a manner that is consistent with both property management and industry standards.

6. Efforts to Obtain Competition: This action will be competed in accordance with FAR Part 12, Acquisition of Commercial Products and Commercial Services, utilizing simplified acquisition procedures. This action will be a total small business set-aside, based upon the value of the requirement.

7. Actions to Increase Competition: There are currently no additional actions to increase competition, as this action will be competed in accordance with FAR Part 12, Acquisition of Commercial Products and Commercial Services, utilizing simplified acquisition procedures.

This action will be a total small business set-aside, based upon the value of the requirement.

8. Market Research: Market research was performed using internet search engines.

MechoShades does not publicly list their pricing so search terms were used to derive price estimates for the window shades and associated brackets and equipment. A combination of open-source pricing from home improvement sites, as well as historical documents that included MechoShades pricing, were used to derive the price estimates in the IGCE. Additionally, a search of small businesses within the local commuting area were researched through the Small

Business Administration’s dynamic search tool and there were 4 or more small businesses within this industry.

9. Interested Sources: in coordination with provided feedback on the window shades in the original building design and were consulted during the initial build out of the Udall Foundation’s Tucson Headquarters. To date, is the only known interested source for this requirement. All other interested sources, that are small businesses, will be able to provide a quote for this requirement.

10. Other Facts: Nothing additional.

11. Technical Certification and Requirements Certification:

I certify 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.

Typed Name: Sara Moeller Date: 28 March 2024

Title: Administrative Officer Signature: ______________________

12. Fair and Reasonable Cost Determination:

I hereby determine that the anticipated cost to the Government for this contract action will be fair and reasonable. A price analysis will be completed in accordance with FAR Subpart 15.404- 1(a)(2) and 15.404-1(b), to include comparison with historical prices paid for these services and the Independent Government Cost Estimate (IGCE). Certified cost and pricing data will not be obtained based upon meeting the exception at FAR Subpart 15.403-1(a), which states that certified cost and pricing data shall not be obtained for acquisitions at or below the simplified acquisition threshold. The total dollar value for this action is $ and is below the simplified acquisition threshold.

Typed Name: Terri L. Harrison Date: 28 March 2024

Title: Contracting Officer Signature: ______________________

13. Contracting Officer Certification:

I certify that this justification is accurate and complete to the best of my knowledge and belief.

Typed Name: Terri L. Harrison Date: 28 March 2024

Title: Contracting Officer Signature: ______________________

TERRI

HARRISON

Digitally signed by TERRI HARRISON DN: c=US, o=U.S. Government, ou=Morris K.

Udall Scholarship & Excellence Foundation, cn=TERRI HARRISON, 0.9.2342.19200300.100.1.1=95451003963637 Date: 2024.03.28 08:43:49 -07'00'

TERRI HARRISON

Digitally signed by TERRI HARRISON DN: c=US, o=U.S. Government, ou=Morris K. Udall Scholarship & Excellence Foundation, cn=TERRI

HARRISON,

0.9.2342.19200300.100.1.1=95451003963637 Date: 2024.03.28 08:44:20 -07'00'

SARA MOELLER

Digitally signed by SARA

MOELLER

Date: 2024.03.28 08:46:29 -07'00'

Approval

Based on the foregoing justification, I hereby approve the Tribal Cultural Landscapes Assessment report on another than full and open competition basis pursuant to the authority of FAR Subpart 13.106-1(b)(1)(i) Only one source reasonably available (Brand Name), subject to availability of funds, and provided that the services herein described have otherwise been authorized for acquisition.

Date: __28 March 2024__ Signature: _______________________________

TERRI HARRISON

Digitally signed by TERRI HARRISON DN: c=US, o=U.S. Government, ou=Morris K. Udall Scholarship & Excellence Foundation, cn=TERRI HARRISON, 0.9.2342.19200300.100.1.1=95451003963637 Date: 2024.04.01 08:13:17 -07'00'