JOFOC_626-23-203_EMER Replace Chiller 4 Bldg1 Surg_ Signed BC.pdf

VHAPG Part 806.3 OFOC Page 1 of 5 Revision: 01 Effective Date: 04/01/23

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C249-23-AP-3430

1. Contracting Activity: Department of Veterans Affairs (VA), VISN 9, Nashville VA Medical Center (626), 1310 24th Ave. South, Nashville, TN 37212. Funding will be provided using 2237 number 626-23-4-4210-0067.

2. Nature and/or Description of the Action Being Processed:

This emergency requirement will replace the air-cooled Chiller #4 and associated pumps serving Surgery in Building 1 at the Tennessee Valley Healthcare System (TVHS) Nashville VA Medical Center, 1310 24th Avenue South, Nashville, TN 37212. The work will restore Surgery chiller redundancy and will include modifications to accommodate the new equipment and conversion to demand flow. This Emergency requires expediency due to Patient Safety concerns and the risk to future sustained operation of surgeries at the Medical Center. In addition, emergency efforts are needed to secure a chiller off the line at the manufacturer as soon as possible. Standard chillers are available on a first‐come first serve basis as early as September/October, otherwise the factory order lead times are 39‐42 weeks.

Over the past week, Engineering staff has found standard factory chillers suitable for our application, which will greatly reduce the material lead-time.

3. Description of Supplies/Services Required to Meet the Agency’s Needs:

Contractor is responsible for providing all services, equipment, demolition, and construction to prepare the site and replacement of Chiller #4. Work includes, but is not limited to architectural, mechanical, plumbing, electrical, controls, programming and necessary modifications of existing structures and systems. Contractor is to furnish all materials, labor, equipment, tools, supervision, transportation, quality control and professional services necessary to accomplish the following:

1. Remove and dispose of the existing chiller#4 on the roof of Building#1 between Fan Room#8 and Fan Room#1.

2. Prepare the site and install a new high-efficiency, air-cooled, variable speed drive screw chiller (213-tons, see attached basis of design).

3. Provide and install 480-volt breaker with feeders, conduit and disconnects to support the new Chiller.

4. Rework utilities (piping and electrical) to accommodate the installation of the new chiller.

a. Provide and install line size isolation valve on leaving chilled water pipe and leaving condenser water pipe. New valves shall be equipped with Bary 120 VAC powered electric actuated, modulating butterfly valves (4-20 mA) or equal.

b. Provide and install line size isolation valve on the supply condenser water pipe.

The new valve shall be equipped with Bary 120 VAC powered electric actuated, modulating butterfly valves (4-20 mA) or equal.

5. Provide chiller controls and programming. The new chiller shall work within the framework of a redundant chiller system to allow for maximum efficiency, automatic switchover and alternating runtimes.

VHAPG Part 806.3 OFOC Page 2 of 5

Effective Date: 04/01/23

a. Furnish and install two (2) Onicon Insertion electromagnetic flow meters, model F-3500 or equal, and 2-inch hot tap installation kits model F-HTAP-INSTL2 or equal. Install flow meters at locations as specified below:

i. Install flow meter at the supply chilled water pipe as required by the manufacturer for proper installation of unit and proper range.

ii. Install flow meter at supply condenser water pipe as required by the manufacturer for proper installation of unite and proper range.

b. Provide and install high accuracy temperature sensors with LED display, 3 wire (4-20 mA), range 32-122 deg °F. Provide insertion temperature probe and well with length to reach pipe diameter center. Install temperature sensors at locations specified below:

i. Chiller #4 leaving evaporator pipe

ii. Chiller #4 leaving condenser pipe

c. Complete engineered submittals and as-built documentation shall be included.

d. All low voltage control wiring will be provided by the control company.

e. Provide a BACnet controls system and the manufacturer’s chiller control panel, including all equipment, components, sensors and wiring.

f. Control systems shall be designed such that each mechanical system shall

“Operate as a Stand-Alone Mode”. The contractor, administered by this section of the technical specifications, shall provide controllers for each mechanical system. In the event of a network communication failure, or loss of any other controller, the control system shall continue to operate independently. Failure of the ECC (Engineering Control Center) shall have no effect on the field controllers, including those involved with global strategies.

g. Control contractor shall provide the graphic to reflect the new equipment, sensors, and devices at the front-end located in the controller room.

h. Control contractor shall provide a new sequence of operation, providing a demand flow program.

i. Controls contractor shall communicate with new chiller BACnet and provide all the listed points and create a Chiller#4 graphic on the EMS (Energy Management System). Chiller #4 will be added at a later date. Also refer to the Chiller Data Map for expected onboard devices/controls.

i. Chiller enable/disable point.

ii. Chiller status.

iii. Chiller running hours.

iv. Chiller start/stop points.

v. Chilled water supply and return temperature.

vi. Condenser water supply and return temperature.

vii. Evaporator and Condenser Pressure.

viii. Chiller running load percentage and amperage.

ix. Chiller power (kW).

x. Oil temperature.

xi. Oil temperature differential.

xii. Evaporator and Condenser flow status.

xiii. All alarm points listed in the chiller control panel.

xiv. Manual reset alarm (each alarm identified).

xv. Automatic reset alarm (each alarm identified).

xvi. Communication state.

6. Provide and install the evaporator’s insulation as required by the manufacturer for a proper installation.

7. Provide and install insulation on modified condenser and chilled water lines. Provide metal cladding on modified exterior piping.

8. Provide professional services and quality control (QC) to ensure complete, fully functional, compliant systems, including chiller, drives, piping and valves, controls and

VHAPG Part 806.3 OFOC Page 3 of 5

Effective Date: 04/01/23 all other components required to complete the project. Professional Services and Quality Control shall work together to ensure the successful planning, coordination and completion of project objectives and tasks/work. Professional services shall coordinate, select, and size all associated equipment, utilities and components to complete the work.

Contractor’s professional services deliverables will include signed submittal reviews, optimization analysis/comments, trending analysis/comments and final testing/certification report. Contractor’s professional services deliverables will include stamped coordination drawings. Stamped coordination drawings shall include all components and exact equipment placement, connections, utility routing, sizing, capacity, details, and arrangement/configuration. The professional services staff shall conduct meetings and provide documented comments, direction in meeting minutes. The professional services and QC staff shall track any problems to resolution, tracking each issue, the responsible party(s), testing and final resolution. Provide the tracking sheet with the final testing/certification report.

9. Optimize the demand flow (variable flow) chiller system performance to maximize efficiency at partial loads and space setbacks as well as full load operation and provide successful trending over 30 days, proving the efficient operation.

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):

Dunbar Mechanical Contractors, LLC is a Service-Disabled Veteran-Owned Small Business (SDVOSB) currently onsite performing replacement of Chiller #5, which is the backup redundant chiller for Chiller #4. One Contractor performing work on both surgical services chillers will alleviate multiple Contractors interfering with each other in close proximity, promote efficiency, and timeliness for this unusual and compelling urgent requirement. Both Chiller #4 and Chiller #5 must be replaced.

Per VA Design Guide, Surgical Services is to have a redundant (N+1) chiller configuration on a cooling loop dedicated to Surgery. This means that it is required to have a backup chiller to Surgery available at all times to ensure patient safety. VAMC is currently running on (1) one chiller (Chiller #4) with no backup chiller (Chiller #5). The barrel of Chiller #5 is leaking. The current chiller barrel on an air‐cooled chiller is a major not maintainable item.

To attempt a repair on 30‐year‐old chiller barrel is not advisable as it carries a tremendous cost. The chiller is past its life cycle and is prone to additional failures / leaks at any time.

VHAPG Part 806.3 OFOC Page 4 of 5

Effective Date: 04/01/23

Over the years, repairs and remanufactured parts have allowed for a long life of the Surgery Chillers #4 and #5. Both Chillers were manufactured in 1992 and are past their useful life.

Failure of any portion of our current chiller state poses a risk to Surgical Services and disruption of hospital operations.

An emergent project would allow for the chiller to arrive in time to install over the fall/winter, when outside temperature conditions are ideal for installation. In order for VA Medical Center to have any chance of installing prior to FY 2024 heat months, we must proceed with emergency order of equipment now. There is currently no redundancy in the existing Surgical chiller system for VAMC. Without redundant (N+1) chillers, the facility would be required to shutdown surgical services if Chiller #4 failed.

TVHS Engineering has surveyed the site and determined that the utilities, access, piping, configuration, and footprint are sufficient to support the new chiller and associated pumps, drives and equipment.

This emergency needs to be addressed as soon as possible to mitigate the risk the TVHS Surgical Services.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: There are sufficient SDVOSB sources to perform this work; however, there is no time to solicit due to the potential risk to life during surgery if Chiller #4 fails and cancellation of needed surgeries.

Dunbar Mechanical Contractors LLC can expeditiously and efficiently provide the urgently needed services to replace Chiller #4 while installing Chiller #5 on another project. This justification for other than full and open competition will be posted to Contracting Opportunities on SAM.gov. Sources sought synopsis was not posted due to the urgent nature of this requirement and the immediate need to award a contract and get the ordering process started due to long material lead times.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The IGCE is $574,200.00 and Dunbar Mechanical Contractors, LLC’s quote is $597,747.00. The quote price of $ $597,747.00 is deemed fair and reasonable based on comparison with the IGCE and similar projects 626-23-202 replacement of Chiller 5 building 1 Surgery.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Limited market research was conducted for the above referenced project, as Dunbar Mechanical Contractors, LLC is currently working on the Chiller #5 project in close proximity to Chiller #4, and this requirement being of an urgent nature. There are 306 SDVOSB in the state of Tennessee under NAICS 238220 (Plumbing, Heating, and Air-Conditioning Contractors) and 23 VOSB in the state of Tennessee under NAICS 238220 (Plumbing, Heating, and Air-Conditioning Contractors).

Due to the urgent nature of this requirement and the potential for personal injury during surgeries, and the potential cancelled and delayed surgeries, this requirement will be sole sourced to a SDVOSB.

VHAPG Part 806.3 OFOC Page 5 of 5

Effective Date: 04/01/23

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: The

Nashville Medical Center will not be able to meet the summer’s cooling requirements if Chiller #4 should fail. Interruptions to the chilled water system should be performed when the outside air temperatures are at or below 55° F, which typically means the replacement must be conducted before the end of March 2024. With the limited availability of stock chillers and lead time for customized chillers at 39-42 weeks, it is time critical to get this on order. This purchase pursues a permanent solution, avoids further rental of a temporary portable chiller costs in FY 2024, and reduces costs to the government.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: N/A

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 will be awarded to Dunbar Mechanical Contractors, LLC a SDVOSB who currently has a contract for Chiller #5 the redundant chiller for surgery in building 1. Ordering and replacement of chillers in the future could be done prior to the chillers reaching their useful lifespan and the chillers begin to fail.

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.

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

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

Michael R. Brown Date Contracting Officer Network Contracting Office 9

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition.

Dean J. Regazzi Date Branch Chief

Network Contracting Office 9

MICHAEL

BROWN

Digitally signed by

MICHAEL BROWN

Date: 2023.07.25 16:34:43 -05'00'

DEAN REGAZZI

Digitally signed by DEAN

REGAZZI

Date: 2023.07.27 10:45:03 -05'00'