Finalized JOFOC for end of life Arctic Freeze Chiller parts.pdf

U.S. Embassy Tallinn J&A for End-of-Life Chiller parts

JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN

COMPETITION

1. I recommend that Embassy Tallinn use other than full and open competition for Arctic chiller spare parts. The estimated cost is $19,766.58, including associated international logistics.

2. Nature and/or description of the action being approved:

Facility Management (FAC) requests the approval of the Embassy’s Contracting Officer to allow the acquisition of Arctic chiller parts from the sole supplier of these spare chiller parts. Specific parts are needed to match and replace broken and/or worn parts in the current chiller model. Only one vendor can supply the specific parts for the unit.

3. A description of the supplies or services required to meet the agency’s needs:

Supplies include spare parts for Embassy Chiller. These supplies specifically include transmitters, solenoid valves, crankcase heaters, filter driers, switches, sensors, valves, contactors, pumps, relays, shaft sleeves, and seals.

Post relies on this chiller to cool areas throughout the Chancery. The successful operation of the chiller is critical to create a safe working environment. It is critical to maintain the current unit.

4. An identification of the statutory authority permitting other than full and open competition.

41 USC 253(c)(1), FAR 6.302-1, Only one responsible source and no other supplies or services will satisfy agency requirements.

5. A demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited.

Arctic Chiller Group maintains strict control over the supply of certified chiller parts. They are the only vendor that can provide all parts as the Embassy requires.

These spare parts are critical for the Embassy chiller and without spare parts, we risk the reliability of the equipment that is so important. Due to the restricted supply chain, the Embassy is required to use this supplier. Other spare parts from other chiller companies are not compatible as this highly technical equipment requires the exact part numbers as shown in the purchase requisition. The manufacturer maintains high quality control of the spare parts to ensure they work when required in emergency situations.

6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable.

Post performed online research and reached out directly to manufacturer.

U.S. Embassy Tallinn J&A for End-of-Life Chiller parts

Parts are only available via the licensed vendor/representative Boland International.

Service technicians and OBO regional support have been contacted in order to coordinate details for this procurement.

7. A determination by the Contracting Officer that the anticipated cost to the

Government will be fair and reasonable.

Contracting officer determined this price to be fair and reasonable based off analysis of the quote and comparison to prior acquisition cost as well as similar models.

8. A description of the market survey conducted and the results or a statement of the reasons a market survey was not conducted.

Regional Facilities team and procurement performed research using open-source internet search as well as Post’s records on prior comparable purchases. Back in 2022 Post did thorough research on its own and determined that there is only one source on the market that can fulfill the need due to equipment being end of life.

9. Any other facts supporting the use of other than full and open competition.

The exact parts are needed to avoid a situation where service terms would be voided by using not matching replacement components.

10. A listing of sources, if any, that expressed, in writing, an interest in the acquisition.

None

11. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required.

Post is in the processing of doing new A&E design to replace the existing chiller and change out the current system. Until that time, efforts must be made to keep existing core building systems operable.

U.S. Embassy Tallinn J&A for End-of-Life Chiller parts

CERTIFICATIONS

I certify that this justification is accurate and contains complete data necessary to support the recommendation for other than full and open competition.

Date Anthon W. Petty Facility Manager

Facility Management (FAC)

I certify that this submission is accurate, and that it contains complete information necessary to enable other officials to make an informed recommendation for approval or disapproval.

Date Hind Tazi Contracting Officer

12/10/2024

CERTIFICATIONS