JnA.pdf

VHAPG Part 806.3 OFOC Page 1 of 3 Revision: 03 Effective Date: 04/15/24 Acquisition ID#: 36C260-25-AP-4885

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C260-25-AP-4885

1. Contracting Activity: Department of Veterans Affairs, Regional Procurement Office West, Network Contracting Office 20 on behalf of VISN 20, Mann-Grandstaff VA Medical Center.

2. Nature and/or Description of the Action Being Processed: This justification and approval for exception to fair opportunity is being requested to support a proposed sole source firm-fixed-price contract to WM Winkler Companyin the amount of $24,000 is for Project 668- 25-4-5052-0120 Vault 40 Condensate Leak Repair at the Mann-Grandstaff VA Medical Center, located at 4815 N Assembly St, Spokane, WA 99205

3. Description of Supplies/Services Required to Meet the Agency’s Needs: The condensate pipe has been identified as leaking, which poses a risk of water damage to the basement offices in Building 40, potentially causing extensive structural and environmental damage, disrupting operations, and requiring employee relocations. Timely repair is critical, particularly before the drop in temperatures during late fall/early winter, which would significantly increase the demand on the steam and heating systems.

4. Statutory Authority Permitting Other than Full and Open Competition:

( ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy

Agency Requirements per 41 USC §3304(a)(1) as implemented by FAR 6.302-1;

(x) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by FAR

6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3;

( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4

( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by FAR 6.302-5;

( ) (6) National Security per 41 USC §3304(a)(6) as implemented by FAR 6.302-6;

( ) (7) Public Interest per 41 USC §3304(a)(7) as implemented by FAR 6.302-7;

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

The need for the repair of the condensate piping leak qualifies as an emergency requirement due to the following three urgent reasons:

1.) Seasonal Constraints:

With cold weather setting in soon, we have a limited window to perform a steam shutdown necessary for the repair work. If we do not act now, conducting the repair later

VHAPG Part 806.3 OFOC Page 2 of 3

Acquisition ID#: 36C260-25-AP-4885 will be unfeasible due to the inability to shut down the steam system during colder months, which is critical for maintaining necessary heating and sterilization processes.

2.) Ground and Building Damage:

The condensate is leaking at a high rate into the ground near Building 40, which has offices in the basement. During the last occurrence, water seeped into the building, causing damage to the walls and floors. Addressing this leak promptly is essential to prevent recurring damage and maintain the structural integrity and safety of the building.

3.) Excess Strain on Boiler Resources:

The leak is resulting in a substantial amount of make-up water being required for the boilers. This not only strains the water purification stations in the boiler plant but also increases natural gas usage to heat the cold make-up water. The hot condensate water, which is supposed to return to the loop, is not being utilized due to the leak, leading to inefficiencies and added operational costs.

This repair is not just a routine maintenance activity but a critical intervention to avoid severe operational disruptions, extensive repairs, potential safety risks, and increased operational costs.

The immediate need for this repair is to preclude adverse impacts to Veteran care services and maintain the hospital's operational capacity.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Limited competition was conducted for this requirement.

Due to the emergent need for the steam repairs, once an acceptable offer was received no further proposals were requested. The facility had performed a similar repair approximately three years prior, which provided a basis for the appropriate cost. The subcontractor for the previous repair is to be utilized for this repair.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: An Independent Governemnt Estimate (IGCE) was provided when this requirement as submitted. The COR used specialized knowledge and experience to develop this IGCE, and will use his specialized knowledge and experience to perform a detailed technical evaluation of the proposal once it is received.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: The COR contacted vendors to find a suitable company to perform this work. Limtied market research was conducted due to the unusual and compelling urgency of this requirement.

Service/Useful Life:

The service/useful life of the equipment is a minimum of 3 years based on the previous repair. The larger system is beyond the usefule service life which is neccistating these repairs. The alrger system replacement will be completed at a future time.

Management Responsibilities:

The equipment is managed by the facility.

System Details:

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Acquisition ID#: 36C260-25-AP-4885

The equipment being repaired is part of the building steam and condensate return system. The scope of the project pertains to a short section of pipe and the tee connection within this system. The the building steam and condensate return system will be replaced at a future time.

Competition History:

The previous repair that was similar in nature was last completed in June of 2022.

Future Competition Plans:

Plans for future competition will be aligned to ensure no further disruptions and safeguard the system's performance. The future system replacement will be competed full and open.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: If this repair is not completed before the temperatures drop and the system is required, it will have severe impacts on employees and disrupt patient care.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: None at this time, the COR contacted two companies and is waiting on a rpoopsal from WM. Winkler Company.

11. 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: This requirement is a temporary fix for an emergency repair. A future project will address the larger issue of equipment reaching the end of its usefule life. The future requirement will be fully competed.

12. Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.

_____________________________ 09/26/2025 Dennis Einarson Date Contracting Officer

NCO 20

RPOW JOFOC Tracker No. FY25 - NCO 20 - 2231

13. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

DENNIS

EINARSON

Digitally signed by

DENNIS EINARSON

Date: 2025.09.26 18:10:55 -07'00'

DENNIS EINARSON

Digitally signed by DENNIS

EINARSON

Date: 2025.09.26 18:11:41 -07'00'