Attachment_13-14_Shaw_AFB_B216_HVAC_J_and_A_final_Redacted.pdf

Justification and Approval (J&A) for Other Than Full and Open Competition

March 2018 Page 1 of 4

NOTE: If a Justification and Approval was approved for the preceding acquisition, a copy of the approved J&A for the predecessor action must be included in the staff package for approval of the instant J&A. This applies to all J&A staff packages that are submitted for review and approval at a level above the contracting officer. The predecessor J&A will be used as a reference document by the approving official.

Is this a new or amended J&A Document? New Amended ( Prior to Award Only! )

Is this a Bridge Action as defined in the AF Bridge Action Reduction Plan? Yes No

Funding level for this acquisition: < $700K > $700K and < $13.5M > $13.5M and < $93M > $93M

Contracting Activity: 20th Contracting Squadron

Purchase Request / Local ID Number: CTO20/VLSB 06-0020

Program / Project (and PE, if applicable): Repair CONS/LRS HQ B216

Program Type (PEO or Other Contracting): Other Contracting

Authority: 6.302-1 – 10 USC 2304(c)(1), Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

Estimated Contract Cost (including options): J&A Type: Class Individual

COORDINATION (AFFARS 5306.304(a) )

Date

03 Sep 2019

Project Lead / Program Mgr / Requiring Activity

MATTHEW J. WENGER, GS-12, DAF

20 CEN/CENM (803) 895-9618

Signature

Date

03 Sep 2019

Contracting Officer

BETSY T. MATSUOKA, GS-13, DAF

20 CONS/PKC (803) 895-5391

Signature

Date

04 Sep 2019

Local Legal Reviewer

DANIEL J. BREEN, GS-13, DAF

20 FW/JA (803) 895-1560

Signature

Date

04 Sep 2019

Small Business Specialist/Competition Advocate

RANDALL E. MAY, GS-14, DAF

20 CONS/CD (803) 895-9812

Signature

APPROVAL (AFFARS 5306.304(a) )

Date

04 Sep 2019

Chief of the Contracting Office (COCO)

JOSHUA W. NABORS, MAJOR, USAF

20 CONS/CC (803) 895-5402

Signature

WENGER.MATTHEW.J.1

542834672

Digitally signed by

WENGER.MATTHEW.J.1542834672

Date: 2019.09.03 09:52:25 -04'00'

Digitally signed by

MATSUOKA.BETSY.T.1184768611

Date: 2019.09.03 10:56:25 -04'00'

BREEN.DANIEL.J.12470

59411

Digitally signed by

BREEN.DANIEL.J.1247059411

Date: 2019.09.04 08:19:08 -04'00'

MAY.RANDALL.E.10807

27085

Digitally signed by

MAY.RANDALL.E.1080727085

Date: 2019.09.04 08:38:28 -04'00'

NABORS.JOSHUA.W.12

50983731

Digitally signed by

NABORS.JOSHUA.W.1250983731

Date: 2019.09.04 09:29:59 -04'00'

Solicitation No. FA480319BA003 J&A_Attachment 13-14

VLSB, 06-0020, Repair CONS/LRS B216

March 2018 Page 2 of 4

I. Contracting Activity.

Department of the Air Force, Air Combat Command, 20th Fighter Wing, 20th Mission Support Group, 20th Contracting Squadron, 321 Cullen Street, Shaw Air Force Base (AFB), SC 29152

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

Shaw AFB, 20th Civil Engineering Squadron (20 CES) has a brand name requirement to procure Daikin Variable Refrigerant Flow (VRF) Heating, Ventilation, & Air Conditioning (HVAC) systems for project VLSB 16-0020 - Repair CONS/ LRS HQ Building (B)216.

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

This individual J&A covers Shaw AFB VRF system in B216 for the project VLSB 16-0020 - Repair CONS/LRS HQ B216. The intent of this J&A is to help standardize the VRF system manufacturer and model used throughout Shaw AFB. The civil engineers at 20 CES have determined that the HVAC system for this project must be a VRF which allows for zonal control of the HVAC system. This project will required one floor to be in construction mode while the other floors are being inhabited with temperature control. The standard approved Chiller systems for Shaw AFB does not have the capability needed to control the temperature by zones/floors.

This J&A will help reduce the total cost of ownership to Shaw AFB by eliminating inefficiencies and duplication in cost by standardizing to one manufacturer's system/model. Currently, 75% (6 out of 8) of the existing VRF systems are Daikin. This purchase will increase our total system count to nine (9). We recently had another manufacturer's system installed as a brand name "or equal" on-base that uses a proprietary system that only a manufacturer's trained technician with specialized proprietary software can trouble shoot maintenance issues. This new VRF system in the first year has had several warranty calls on which if it continues this trend after the warranty period, will cost the Government significant delay time and money to get an approved contractor in to trouble shoot and potential repair the system.

The Daikin system does not have proprietary software. Training and troubleshooting guides are available that the Government has access to allow us to work on their systems with organic HVAC maintainers. Over time, by using Daikin VRF system all the repairs and troubleshooting can be done in-house as the primary repair option. This will result in saving to Shaw AFB of approximately every year in contract service cost. The increased availability of trained maintainers will improve the sustainment of Shaw AFB's equipment, machinery, and critical communications systems that relies on temperature control environment. Standardizing to one system for VRF will increase process efficiencies by allowing CE pre-planning for building design, improve life cycle maintenance and replacement of expensive critical equipment. It will also leverage spending on spare parts inventory by not having to maintain parts for different manufacturers on-site.

IV. Statutory authority permitting other than full and open competition.

The Competition in Contracting Act (CICA) at 10 U.S.C. 2304(c)(1), as implemented by FAR 6.302-1(a)(2) and required by FAR 6.303-2(b)(4), states when supplies or services required by the agency are available from a limited number of responsible sources and no other type of supplies or services will satisfy agency requirements, full and open competition need not be provided for.

V. Demonstration that the contractor's unique qualifications or nature of the acquisition requires the use of the authority cited above (applicability of authority).

Shaw AFB is required to use the “brand name exception” to CICA. This brand name acquisition is integral to generate significant estimated cost savings in training expenses and efficiency improvements in mission performance not otherwise available under full and open competition. The training costs of Shaw AFB maintenance personnel would be greatly reduced under the standardization of VRF systems mentioned in paragraph III above. All HVAC technician receives initial training at Sheppard AFB (the “school house”) which includes basic instruction on HVAC systems for

Solicitation No. FA480319BA003

March 2018 of 4 common maintenance and operations across the inventory of Air Force. There is no detailed instruction on fault diagnosis and repair because the Air Force's numerous inventory of VRF manufacturers' systems. The unique difference in the manufacturers' processes cannot be trained to ensure trainees master all manufacturers. Therefore Air Force personnel require additional training at their duty location on base-specific manufactures' systems.

Implementation of this J&A will help: (1) facilitate to standardize Shaw AFB on one VRF system which reduces training costs by an estimated $16K per year and increases mission performance efficiencies, (2) will ensure training will be more defined, (3) will increase the responsiveness and effectiveness of in-house maintainers resulting in fewer and shorter downtimes for building HVAC systems, and (4) will lead to a more cost effective delivery of mission capability by ensuring Shaw AFB maintainers are fully trained. Therefore, award to any other source than specified in Section II would result in continuing substantial duplication of cost and lowered mission performance to the Government that is not expected to be recovered through competition. Finally, approval will generate demand efficiencies by reducing the equipment and parts inventories for CE and the personnel required to sustain them.

VI. Description of efforts made to ensure that offers are solicited from as many potential sources as practicable.

While this solicitation limits the HVAC to one specific manufacturer's VRF system, it does not limit the number of contractors that can submit a bid on the Invitation for Bid for Repair CONS/LRS HQ B216. All bidders will have to procure the same system making the VRF system price/cost neutral assuming they are all able to procure the system at comparable pricing from the manufacturer.

VII. Determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

While this procurement will be a brand name for the VRF HVAC, it does not limit the submission to the overall Design Built project Repair CONS/LRS HQ B216 to a single source. The Government will evaluate all bids based on the bottom line bid submission of CLIN 0001 of which this VRF HVAC system is one small component.

VIII. Description of the market research conducted and the results, or a statement of the reasons market research was not conducted.

Separate market research on the various VRF systems was not conducted as part of the overall project Repair CONS/LRS HQ B216. The Shaw AFB is already deeply invested in the Daikin system based on the current 75% inventory of systems. This J&A is to continue to standardized the VRF system used at Shaw AFB to allow the Air Force to gain the efficiency of which staying with one standard system provides.

IX. Any other facts supporting the use of Other Than Full and Open Competition.

In order to increase mission performance, costs savings, and innovation in business methods, VRF system standardization supports the National Defense Strategy objective to innovate business decisions for saving taxpayer dollars.

X. List of any sources that expressed, in writing, an interest in the acquisition.

None at the time of this J&A writing.

XI. 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.

The only barriers to competition under this J&A have been generated by historical purchases. This J&A action only recognizes that past competitive awards have established the number and mix of VRF systems at Shaw AFB. Shaw Air Force will continue to perform data driven analysis over time to look for market changes that may increase competition amongst VRF system manufacturers or an easier to maintain system. Additionally, as standard industry practice involves manufacturers, selling through vendors, competition will be maintained at the Dealer/ Distributor level.

Solicitation No. FA480319BA003

March 2018 Page 4 of 4

XII. 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.

XIII. 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.

Solicitation No. FA480319BA003