Determination_to_solicit_from_a_single_source_under_SAT__FAR_13_140R4024Q0017_fully_signed_1.pdf

140R4024Q0017 Page 1 of 3

WBR 1413.106-1 Template 1 eFile - B02

(11/2020)

DETERMINATION TO SOLICIT FROM A SINGLE SOURCE

Pursuant to Federal Acquisition Regulation (FAR) 13.106-1(b)(1)(i), for purchases not exceeding the Simplified Acquisition Threshold (SAT) Contracting Officers may solicit from only one source if the circumstances of the contract action deem only one source is reasonably available (e.g., urgency, exclusive licensing agreements, brand name, or industrial mobilization).

Pursuant to FAR 13.106-1(b)(1)(ii), when a single source is identified to provide a portion of the purchase as a Brand-Name, the documentation in paragraph 3 must state that this determination is only for a portion of the requirement.

1. Agency and Contracting Activity.

U.S. Department of the Interior, Bureau of Reclamation, Upper Colorado Region, Albuquerque Area Office.

2. Name and Address of Single Source.

Trane U.S. Inc. (Trane) brand products and services.

3. Description of Supplies/Services and Estimated Cost.

The Bureau of Reclamation (Reclamation), Upper Colorado Region, Brackish Groundwater National Desalination Research Facility (BGNDRF), has a need to repair their Trane Voyager - 15 Ton Packaged Heat Pump Unit Model Number WCD180B4OCHA, Serial Number 642101046D, and Manufacturer Date of 10/2006. A Trane Service Technician has inspected the unit and stated that the repairs required to get the unit functional include removing and replacing the reversing valves, the thermal expansion valves, and the filter dryers.

The estimated total cost for the Trane Voyager Heat Pump Unit repairs is $8,694.85.

4. Description of Circumstances, including why only one source is reasonably available.

The purchase of Trane products and services will ensure equipment used (valves, filters) are compatible with the existing unit for a successful repair and that the contractor is familiar with Trane Trace program alarms that may need to be cleared as part of the service contract.

There are many manufacturers that provide heat pump equipment and services; it is necessary for the Government to purchase Trane brand heat pump equipment and services for proper function with the other existing Trane brand HVAC equipment.

Purchasing non-Trane brand equipment poses the risk of incurring unforeseen costs after award if the required parts needed for repair are not compatible with the existing heat pump.

Acquiring Trane brand services and equipment would mitigate the risk of this occurrence and prevent the Government from incurring unforeseen costs.

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5. Determination of Fair and Reasonable Price.

IAW FAR 13.106-3(a)(1) Determination of fair and reasonable price will be made using adequate price competition. If no adequate competition is obtained, market research, current pricelists, catalogs, or advertisements, comparison with similar items in a related industry, and comparison to the independent Government estimate will be used to determine a fair and reasonable price.

6. Description of Market Research.

The market research performed by the government’s technical expert, Malynda Cappelle, verifies that Trane equipment and familiarity with the Trane Voyager 15 Ton Package Heat Pump Unit will ensure the heat pump repair is successful and allow for the system control alarms to be cleared as part of this service contract. BGNDRF technical expert attempted to get quotes from small businesses in New Mexico and El Paso County using Google and Dynamic Small Business Search using NAICS code 238220. Two vendors responded, the first verified capabilities but did not provide a quote after it was indicated the unit did not need to be replaced only repaired, and the second vendor indicated they would sub-contract.

Trane can perform the repairs on the heat pump if the requirement is solicited as full and open.

Market research conducted by the Contract Specialist in January 2024 of the Small Business Administration’s (SBA) Dynamic Small Business Search (DSBS) database under NAICS 238220 found 202 small businesses in New Mexico and 29 small businesses in NM related to HVAC; however, the capability narratives suggest not all perform the HVAC repairs required for this solicitation. The Contract Specialist emailed three vendors to determine capabilities: I.T.S. Refrigeration & Heating. Inc., Four States Equipment & Service Inc., and Creative Solutions Mechanical, LLC. and a response was received from only one vendor indicating they can perform the HVAC repairs.

Similar service requirements have been entered into between Trane U.S. Inc. and the Bureau of Reclamation using the same solicitation procedures, brand name, full and open competition without a small business set-aside. Purchase Order 140R4020P0067 in the amount of $21,514.07 to Trane U.S. Inc. was award in FY20 to replace the Trane Tracer Building Automated System (BAS) of the existing HVAC unit and Reclamation was satisfied with the service Trane U.S. Inc. provided.

Based on the historical data, market research, and previous solicitation results, the Contracting Officer determined it is in the Government’s best interest to solicit the requirement as full and open competition without a small business set-aside. Doing so would help promote and ensure adequate competition is received from any interested vendors that can provide all the required products and services to meet the customer’s requirements at a fair and reasonable price.

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SIGNATURES

PREPARED BY:

Name: Valerie Jiron

Date: 1/11/2024

CONTRACTING OFFICER (CO) (FAR 13.106-1(b)):(All Values)

Name: Kristen Ruiz

Jimenez Date: 1/12/2024

X

X

VALERI

E JIRON

Digitally signed by VALERIE

JIRON

Date: 2024.01.11 12:34:05 -07'00'

KRISTEN

RUIZ

JIMENEZ

Digitally signed by KRISTEN

RUIZ JIMENEZ

Date:

2024.01.12 06:54:31 -07'00'