JA BAS Quantico.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

JUSTIFICATION AND APPROVAL (J&A) FOR OTHER THAN

FULL AND OPEN COMPETITION

Attachment M – J&A

SHOP-PR-26-001525

Procurement Section Format Update: 06/22/2026

Justification for Other than Full and Open Competition in Accordance With 41 U.S.C. 3304(a)[1]

1. Identification of the agency and the contracting activity.

The U.S. Department of Justice, Federal Bureau of Investigation (FBI), Facilities Maintenance Unit has prepared this Justification for Other than Full and Open Competition for BAS Controls Systems on behalf of the Facilities Maintenance Unit, RPMS, FFD in Quantico, VA.

2. The nature and/or description of the action being approved, i.e. sole source, limited competition, establishment of a new source, etc.

The FBI anticipates award of a Firm Fixed Price contract to BAS Control Systems for the maintenance and repair of the proprietary Building Automation System (Reliable Controls) to ensure that the buildings controlled by the system maintain accurate heating and cooling functions. The estimated period of performance for this task is 5 years, One Base Year and 4 Option Years.

3. A description of the supplies or services required to meet the agency’s needs (including the estimated value)

BAS Control Systems performs scheduled preventive maintenance inspections during normal working hours, with intervals based on manufacturer recommendations, usage, and run-time experience. This program provides specially trained Reliable Controls technicians who conduct annual inspections on all covered equipment, performing tests, adjustments, and calibrations on temperature and humidity sensors, controllers, power supplies, communication cabling, transducers, and UPS systems to ensure peak performance. Each scheduled visit follows a defined task list, and a service report is completed and provided to the customer after every call, with a duplicate retained on file. Maintenance routines include examining and calibrating thermostats, pressure controls, relays, damper actuators, and automatic temperature control valves, while verifying control system sequences of operation to ensure optimum efficiency and reliability.

4. The statutory authority permitting other than full and open competition.

The statutory authority permitting other than full and open competition is 41 U.S.C.253(c)(l)(or 10 USC 2304(c)(1)) as implemented by the Federal Acquisition Regulation (FAR) Subpart 6.302-l entitled; "Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements.

BAS Control Systems is uniquely qualified to provide these services to FMU based upon the following:

Procurement Section Format

This preventive maintenance service qualifies for a sole source award to BAS Control Systems due to the unique and specialized nature of the work required. The existing BAS infrastructure relies exclusively on Reliable Controls technology, and only BAS Control Systems employs the specially trained Reliable Controls technicians and engineers with the proprietary tools, instruments, and system knowledge necessary to properly inspect, calibrate, and maintain this equipment. Furthermore, BAS Control Systems is the only authorized Reliable Controls service provider operating within the regional service area, making it the sole vendor capable of delivering on-site maintenance during normal working hours without incurring excessive mobilization costs or service delays. Awarding this contract to any other vendor would risk improper maintenance, system miscalibration, and potential failure of critical building automation components, making competition impractical and sole source justification both appropriate and necessary to ensure continuity, reliability, and peak system performance.

5. Demonstrate that the proposed contractor’s unique qualifications or the nature of the acquisition requires using the authority cited.

BAS Controls Systems is uniquely qualified to provide these services to the Federal Bureau of Investigation based upon the following:

They are the factory representative for Reliable Control Systems. Quantico falls in their territory, and they are the only factory representatives allowed by Reliable Control Systems to work in this geographical area.

6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable, including whether a notice was or will not be publicized as required by Subpart 5.1 and, if not, which exception under 5.101 applies.

Contact was made to Reliable Control Systems and BAS Control Systems was the local representative for our geographical area.

7. A determination by the contracting officer that the anticipated cost to the Government will be fair and reasonable.

We have several other contracts for Building Automation Services; we compared the requirements of this contract and cost with existing contracts and found the services and price to be fair and reasonable.

8. A description of the market research conducted and the results.

Compared the services and cost to other existing contracts. Spoke to other agencies that use BAS Control Systems to verify they are a reputable company.

Procurement Section Format

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

N/A

10. A listing of any sources, if any, that expressed a written interest in the acquisition.

No other companies have expressed an interest either orally or in writing.

11. A statement of any 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.

The FBI will evaluate future procurements to determine whether system conversion and full and open competition is appropriate and in the best interest of the Government. In the event that the BAS control system is ever replaced on a building wide and/or campus wide basis, the Agency will then have the opportunity to compete this requirement on a full and open basis.