(CUI) Limited Sources Justification_9CES Trane Techs Service (redacted)_Redacted.pdf

Limited Sources Justification and Approval (J&A)

CONTROLLED UNCLASSIFIED INFORMATION

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( See guidance at the end of this document for completing the following sections. )

I. Contracting Activity.

This Limited Sources Justification is prepared by the 9th Contracting Squadron (9 CONS), Beale Air Force Base (AFB), California, in support of the 9th Civil Engineer Squadron (9 CES), Operations Flight. The Contracting Officer responsible for this action is TSgt Angel Delgado / 530.634.8149. The requiring activity seeks to establish a limited sources order in accordance with FAR 8.405-6.

II. Nature and/or description of the action being processed.

The action being processed is the award of a new firm-fixed-price contract to Trane U.S. Inc. The requirement calls for two full-time on-site Certified Trane HVAC/R Technicians to be embedded within the 9 CES Operations Flight, HVAC/R Shop at Beale AFB. The contract will consist of one 12-month base period with three 12-month option periods. The anticipated period of performance is from 29 September 2025 through 28 August 2029.

Historically, 9 CES has addressed HVAC/R service needs reactively by utilizing the Government Purchase Card or submitting purchase requests to the contracting office when Trane-certified support was required.

This reactive approach contributed to extended downtime in critical Tier 1 facilities whenever HVAC/R failures occurred, which in turn compromised facility operability and hindered mission capability. By transitioning to a proactive approach through the use of embedded Trane-certified technicians, the 9 CES will be positioned to detect potential failures early, minimize downtime, and preserve the operability of mission-essential facilities. The proactive model also ensures compliance with warranty requirements and extends the life cycle of HVAC/R assets, thereby reducing long-term replacement costs to the Government.

III. Description of supplies/services required to meet agency needs.

The 9 CES is responsible for the operation and maintenance of HVAC/R systems across Beale AFB and its associated locations. Of these, systems are tied to Tier 1 facilities with a high mission dependency index. These systems are critical to ensuring continuity of operations. Failures or degraded performance of HVAC/R units in these facilities have direct and adverse impacts on mission execution.

Trane equipment comprises the majority of HVAC systems across the installation due to the Air Force's standardization initiative. In accordance with the Justification Review Document Other Than Full and Open Competition, Control Number LRL-FY23-30, signed and finalized on 10 September 2024 by AFCEC, SAF/AQC, and the Assistant Secretary of the Air Force, Beale AFB has consolidated approximately 75 percent of its HVAC/R inventory to Trane systems.

The total anticipated contract value is , which includes the base year and all three option years. The contract will be funded with Operation and Maintenance, Air Force (3400) appropriations. The requirement consists of one advanced-level Certified Trane HVAC/R Technician and one lower-level Certified Trane HVAC/R Technician to be on-site full-time once fully staffed.

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IV. Identification of the justification/rationale for limiting sources and demonstration of the contractor's unique qualifications to provide the required supply/service.

This requirement is being processed pursuant to FAR 8.405-6(a)(1)(i)(B), which permits limited sources when only one source is capable of providing the required services due to the unique or specialized nature of the work.

The central issue is that Trane systems at Beale AFB require access to proprietary software, factory service bulletins, mandatory retrofit requirements, and warranty enforcement that only Trane factory-certified technicians can provide. Trane's Adaptiview and CH530 control panels, Earthwise purge systems, and R'newals programs are exclusive to the manufacturer, and the supporting software, updates, and technical service channels are restricted to Trane offices. Embedding Trane-certified technicians enables the 9 CES to shift from a reactive posture --where downtime is prolonged while awaiting off-site service --to a proactive maintenance strategy where failures can be anticipated and prevented. While other vendors may be able to respond to emergency calls, they do not possess the proprietary tools, data access, or factory authorization required to preserve warranties or to employ predictive diagnostics that extend system life and reduce mission risk.

The Department of the Air Force has also issued a Class Brand Name Justification mandating standardization of HVAC/R systems to Trane equipment. This policy seeks to reduce inefficiencies, improve responsiveness, and ensure mission-critical systems remain operational across Air Force installations. As a result, Beale AFB has standardized the majority of its HVAC/R systems to Trane, including units supporting Tier 1 facilities.

Although other HVAC/R contractors may be technically capable of performing general maintenance, none possess the proprietary authorizations or certifications necessary to access and service Trane systems in a warranty-compliant manner. Accordingly, restricting this acquisition to Trane is the only course of action that meets both the technical and legal requirements of the Air Force while safeguarding mission-critical infrastructure.

V. Determination by the ordering activity Contracting Officer that the order represents the best value consistent with

FAR 8.404(d).

In accordance with FAR 8.404(d), the Contracting Officer remains responsible for determining that the order represents best value to the Government. While the General Services Administration has previously negotiated pricing for Trane's schedule contract, the Contracting Officer will conduct an independent price analysis using FAR 15.404-1(b)(2) techniques. This analysis will include comparison to historical GSA schedule rates, evaluation of an Independent Government Cost Estimate, and review of labor category structures. The Contracting Officer will also seek discounts where possible to ensure the Government obtains fair and reasonable pricing.

Best value is determined not solely on price but also on the ability to meet mission-essential requirements.

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Trane is uniquely capable of ensuring compliance with OEM warranty provisions and Air Force standardization policy. The use of certified technicians enables proactive maintenance strategies that reduce downtime, extend system life cycles, and ensure uninterrupted operation of Tier 1 facilities. For these reasons, the proposed order represents the best value to the Government.

VI. Description of the market research conducted and the results, or explain why market research was not conducted.

Market research was conducted in accordance with FAR Part 10. The requiring activity reviewed mandatory sources of supply, including UNICOR, AbilityOne, and AFICC Launch Pad. The AFICC Launch Pad reflects the Department of the Air Force's Class Brand Name Justification, which identified Trane as the sole source qualified to meet standardization and warranty compliance requirements.

Additionally, the Air Force Civil Engineer Center issued a policy memorandum on 16 May 2019 directing Base Civil Engineers to standardize HVAC chiller systems at the installation level. Beale AFB conducted its analysis in response to this policy and identified Trane as its standard manufacturer.

To further promote competition, a Notice of Intent to Sole Source to Trane was posted on SAM.gov from 26 August through 10 September 2025. The notice received two responses from small businesses.

However, neither respondent was able to demonstrate proprietary certifications or OEM authorizations required to provide warranty-compliant service. Based on this research, it was concluded that Trane remains the only source capable of meeting the requirement.

VII. Other facts supporting the justification.

A proprietary letter from Trane, dated 5 September 2025, affirms the exclusive nature of its software, diagnostic tools, and certification program. The letter confirms that no other entities are authorized to perform warranty-compliant services on Trane systems. Attempting to contract with any other provider would expose the Government to warranty voidance, increased system downtime, and elevated life-cycle costs.

VIII. Actions the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services.

The 9 CONS will continue to conduct market research prior to exercising each option year and before pursuing any follow-on acquisitions. Should Trane authorize other vendors to perform certified services or should the Department of the Air Force rescind its standardization policy, future acquisitions will be competed among all authorized providers to the maximum extent practicable. Until such barriers are removed, restricting this requirement to Trane remains necessary to ensure warranty compliance, system standardization, and mission readiness.

IX. Certification by the Contracting Officer.

As evidenced by my signature above, I have determined this document to be both accurate and complete to the best of my knowledge and belief.

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X. Certification by the technical/requirements personnel.

As evidenced by my (our) signature(s) above, I (we) certify that any supporting data contained herein, which is my (our) responsibility, is both accurate and complete.

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GUIDANCE

I. Contracting Activity.

Fully identify the contracting activity responsible for the proposed contracting action. Include the name/phone number of the Contracting Officer. Specifically identify as a “Limited Sources” Justification. Identify purchase request number, if applicable.

II. Nature and/or description of the action being processed.

State whether the action is a new order or by modification to an existing order. Identify the GSA schedule number, the Blanket Purchase Agreement (BPA) number, the order number for the current action, and the Contactor(s). Indicate the Period of Performance (PoP). Also identify the type of the order/line items on the order (e.g. Firm Fixed Price, Labor Hour, etc).

III. Description of the supplies/services required to meet agency needs.

Specifically describe the supplies and/or services to be acquired including the price and quantity of each item in the order and state the total estimated value of the order. For services, state whether the services are performance-based and, if not, provide rationale for not being performance based. Also state the delivery/performance schedule/period for the items under the order.

IV. Identification of the justification/rationale for limiting sources and demonstration of the contractor's unique qualifications to provide the required supply/service.

This section is normally the most detailed part of the justification. To assist you in preparing this justification, an introductory sentence and the four circumstances of FAR 8.405-6 that justify restricting the number of schedule holders are provided below. Select the appropriate cite, then provide, in narrative form, a detailed explanation supporting the specific circumstance cited for limiting the number of schedule holders.

(Introductory sentence) FAR 8.405-6 requires an ordering activity to justify its actions when restricting consideration of schedule contractors to fewer than required in FAR 8.405-1 or FAR 8.405-2.

After selecting the appropriate cite, next select one of the four sentences below and provide a detailed explanation supporting the specific circumstance cited.

FAR 8.405-6(a)(1)(i)(B), “Only one source is capable of responding due to the unique or specialized nature of the work”. (Provide a detailed justification with supporting documentation, as evidence of the “unique or highly specialized” nature of the procurement.

The user/customer typically provides this supporting information. Recommend attaching supporting documentation to the back of the document. General statements are not acceptable.)

FAR 8.405-6(a)(1)(i)(C), “The new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures.” The original order was not issued under sole source or limited source procedures. (Provide details on the previously competed order and explain how this order is a logical follow-on to that order. Explain fully the connection between the previous work/order and the current one.

The user/customer typically provides this supporting information. General statements are not acceptable.)

FAR 8.405-6(a)(1)(i)(A), “An urgent and compelling need exists, and following the ordering procedures would result in unacceptable delays.” (Provide a detailed justification with supporting documentation that explains the exact urgency of the requirement and the schedule impact if time were to be taken to follow FSS ordering procedures. The user/customer typically provides this supporting information. Recommend attaching supporting documentation to the back of the document. General statements of urgency are not acceptable.)

FAR 8.405-6(b)(1), “The item is peculiar to one manufacturer. A brand name item, whether available on one or more schedule contracts, is an item peculiar to one manufacturer.” (Brand name specifications should not be used unless the particular brand name, product or feature is essential to the Government's requirements. Therefore, explain why the particular brand item is essential to the Government's requirements, and why other companies' similar items, or products lacking the particular feature, do not meet, or

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General statements are not acceptable.)

V. Determination by the ordering activity Contracting Officer that the order represents the best value consistent with

FAR 8.404(d).

This section needs to be tailored based upon whether the order is for supplies/services not requiring a statement of work (FAR 8.405-1) or if the order is for services requiring a statement of work (FAR 8.405-2).

For FAR 8.405-1 orders the best value determination needs to be based upon the supply or service offered under MAS contracts by surveying at least three schedule contractors through the GSA Advantage! on-line shopping service, or by reviewing the catalogs or price lists of at least three schedule contractors. The ordering Contracting Officer's review of the Contractor's price list(s) and any price reductions sought is also required. (Contracting Officer should seek additional price discounts/concessions based on the specific order requirements on all orders over the micro-purchase threshold.) In addition to price, when determining best value, the ordering activity may consider, among other factors, past performance, special features of the supply or service required for effective program performance, trade-in considerations, probable life of the item selected as compared with that of a comparable item, warranty considerations, maintenance availability, environmental and energy efficiency considerations, and delivery terms.

When an order contains brand name specifications, the Contracting Officer shall post the Request for Quote (RFQ) along with the basis of the justification as required by FAR 8.405-6(b)(3).

For FAR 8.405-2 orders for services requiring a statement of work, FAR 8.405-2(d) requires that an evaluation be performed based on the criteria provided to the schedule contractors. Therefore, the justification must address how the FAR 8.404(d) requirement for an evaluation of the proposed level of effort and mix of labor will be conducted and include a statement that the Contracting Officer will perform a price reasonableness determination as part of the best value determination.

VI. Description of the market research conducted and the results, or explain why market research was not conducted.

Discuss market research that was conducted among schedule holders and the market research results that led to the conclusion to go sole source or to limit the number of schedule holders to be solicited. The narrative in this section should provide a high level of confidence that the requirements of FAR 8.405-1 and FAR 8.405-2 could not be met. If no market research was conducted, state so and provide the rationale.

VII. Other facts supporting the justification.

When FAR 8.405-6(a)(1)(i)(C) is cited for an follow-on acquisition as the basis for the justification, include an estimate of the cost that would be duplicated and the basis and derivation of the estimate, or provide details on why a delay to solicit additional schedule holders would be unacceptable.

Provide any other facts supporting the Limited Sources Justification.

VIII. Actions the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services.

Describe all efforts to be taken to remove or overcome any barriers that preclude the agency from meeting the requirements of FAR 8.405-1and FAR 8.405-2 before any subsequent acquisition for the supplies or services is made. If no actions are planned, so state and provide reasons.

IX. Certification by the Contracting Officer.

The contracting officer's signature on the signature page evidences that he/she has determined this document to be both accurate and complete to the best of his/her knowledge and belief.

X. Certification by the technical/requirements personnel

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As evidenced by their signatures on the signature page, the technical/requirements personnel have certified that any supporting data contained herein which is their responsibility is both accurate and complete.