JA Geothermal Pump Replacement_Approved with signatures_12.2.24.pdf

Justification and Approval for Other Than Full and Open ompetition

1. Agency/Contracting Activity:

2. Description of Action:

Nature: New Requirement Follow-on Requirement

Modification to Existing Purchase Order/Contract Number-

Pricing: Firm-Fixed Price Time & Materials Cost

Other:

Funds: OMA Other Funds:

Name of Proposed Contractor(s):

Street Address:

City, State, Zip:

Phone:

3. Des ription of Services or Supplies:

Basis for Approval (FAR 6.303-1(d)): Individual Basis Class Basis

The total estimated value of the proposed action, including all options is

Saker Mechanical PO Box 55551 Del City, OK 73155 Sonny Lewis: 405-606-5007; Landon Willis: 405-641-5751

58,876.00

Pawnee has an emergent need to replace the following: Contractor shall replace both

(2) HVAC Condenser Cooling Water System Pumps, Electrical Motors, and VFDs.

These pumps are labeled C1 and C2 and are located in the Mechanical Room at PIHC.

Contractor shall provide all equipment and labor to replace both (C1 & C2) pumps, motors, and VFDs. Contractor is responsible to verify a like-for-like replacement for said pumps, motors, and VFDs including size, speed, and gallon per minute discharge.

Replacement of pumps includes removal and proper disposal of existing pumps. Any modification to equipment will need to be submitted and approved before alterations occur.

Contractor shall assist in the system shut-down to make ready for the new equipment, including any work needed to mitigate loss of circulation water/glycol solution during equipment replacement.

Contractor shall remove and replace suction diffusers, check valves, strainers, and insulation that is part of the existing pump/motor system so that new equipment may function as required by the manufacturer and the water-cooling system designer.

IHS/Pawnee Indian Health Center

Actions other than simplified acquisition procedures (select only one and provide an explanation):

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

4. Authority and Rationale: Identify the statutory authority, FAR title, and FAR citation permitting other than full and open competition. It may be one of the following most commonly used citations by the operating divisions of the Department of Health and Human Services (HHS), but other exceptions may apply per FAR Subpart 6.3.

The Pawnee Indian Health Center was completed in 2004. The Geothermal HVAC water cooling system is comprised of three circulating pumps to move water from the underground wells located under the Employee parking lot, through two circulating pumps to carry cooling water to the HVAC condensers, and one pump to circulate water for energy recovery. All of these pump/motor combinations are at end of life and need replaced. One has failed putting the entire system in jeopardy or failure with no redundant back up to support the facility. This project has been flagged as an emergency because one of the two HVAC condenser cooling pumps and the Variable Frequency Drive (VFD) have failed. Failure to replace this expeditiously can result in a total shutdown of the facility should this remaining cooling pump fail. This failure would shut down the HVAC system which provides the necessary colling/heating of the facility, which is not only integral to operations but all critical equipment as well, which requires temperature and humidity monitoring. Maintaining proper operation is a regulatory standard. Additionally, shutting the facility down would require all patients to be rescheduled or sent out through purchase referred care, costing the Government ten of thousands of dollars in PRC cost and lost revenue in billing.

FAR 6.302-5: Authorized or Required by Statute, 41 U.S.C. 253(c)(5)

Other (See FAR Subpart 6.3 for additional authority):

5. Bridge Contracts

6. Actions to Increase Competition:

None

The current action for Geothermal Circulation Pump Replacement contract will not be posted in accordance with FAR 5.202 (a) (2) Exceptions The proposed contract action is made under the conditions described in 6.302-2 (or, for purchases conducted using simplified acquisition procedures, if unusual and compelling urgency precludes competition to the maximum extent practicable) and the Government would be seriously injured if the agency complies with the time periods specified in 5.203.

7. Market Research:

8. Procurement History:

Previous Purchase Order(s) or Contract(s): Yes No

If “Yes”, for each purchase order or contract provide:

Purchase order or contract number:

Was action competed? Yes No

The Pawnee Indian Health Center was completed in 2004. The Geothermal HVAC water cooling system is the original system installed when building was erected. This system is comprised of three circulating pumps to move water from the underground wells located under the Employee parking lot, two circulating pumps to carry cooling water to the HVAC condensers, and one pump to circulate water for energy recovery. All of these pump/motor combinations are at end of life and need replaced. This project has been flagged as an emergency because one of the two HVAC condenser cooling pumps and the Variable Frequency Drive (VFD) have failed.

The facility has reached out to vendors for estimates for requested work. Due to scope of project, there has been no response locally. To expedite the process, the Oklahoma City Area Office has contacted the original vendors to provide estimate and whom will be the contractor to meet the requirement. Due to the urgent need to replace these units, this will requirement will not be competed.

Market Research was based upon an estimate provided for the job as well as review of previous work of similar nature completed.

As stated above this is an urgent and compelling requirement, and attempts to find vendors to compete the requirement were unsuccessful.

Program Manager

Name:

Position Title:

Email address:

Phone:

(No signature required)

Program Manager Supervisor (or one level above Program Manager)

Name:

Position Title:

Email address:

Signature:

11. Fair and Reasonable Price Determination: As Contracting Officer, by my signature below, I hereby determine that the anticipated cost to the Government for this contract action will be fair and reasonable.

12. Contracting Officer’s Approval: I hereby certify that this justification is accurate and complete to the best of my knowledge. I approve this sole source justification subject to availability of funds, and provided that the services and supplies herein described have otherwise been authorized for acquisition.

Additional Information to support the justification.

Technical / Requirements Certification: By my signature below, I certify that the supporting data under my review which is included in this J&A is accurate and complete.

This action is for emergency replacement of both the Geothermal Condenser Water System circulation pumps (C1 & C2) and VFD controllers used to circulate cooling water to and from the individual HVAC units located in the mechanical room and attic areas. Failure to treat this as emergency will increase the risk of total system failure which will cause a negative impact on direct patient care and the ability to maintain

Tim Jim

Facilities Manager timothy.jim@ihs.gov

918-762-6711

Larry Hutcheson

General Engineer, EIT;COR

Larry.hutcheson@ihs.gov

Larry W. Hutcheson -S Digitally signed by Larry W.

Hutcheson -S Date: 2024.11.26 15:44:14 -06'00'

If the system fails due to any delays, the costs to send the patients out through PRC, send the employees home on administrative leave until the system is back up, due to shutting the facility down and the lost revenue from billing for the current patient workload, far outweighs the cost of approximately $60,000.00 for these repairs. Additionally, the negative impact on direct patient care is unacceptable to the patients and community that the facility serves.

Sean L. Long -S Digitally signed by Sean L. Long -S Date: 2024.12.02 07:51:11 -06'00'

Sean Long

Chief of the Contracting Office

12/2/24