JOFOC Police Radio System Maintenance.pdf

Request for SDVOSB/VOSB Sole Source Justification Format IAW VAAR 819.7008/9

VHAPG Part 819.7008/7009 Sole Source Awards to SDVOSB/VOSB Page 1 of 4 Revision: 04 Effective Date: 11/15/2024

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition

Acquisition Plan Action ID: 36C261-26-AP-1025 Justification Other Than Full and Open Competition (JOFOC) Log Number: FY26-NCO 21-272

1. Contracting Activity: Department of Veterans Affairs (VA), Veterans Integrated Service Network

(VISN) 21, Network Contracting Office (NCO) NCO 21, on behalf of VA Palo Alto Health Care System

(VAPAHCS).

PR 2237: 640-26-1-4073-0004

2. Nature and/or Description of the Action Being Approved: The VA proposes to enter into a firm-fixed-price new sole source service contract to the Service-Disabled Veteran-Owned Small-Business (SDVOSB), Cynergy Professional Systems, LLC (Cynergy). This procurement is for police radio maintenance for VAPAHCS in accordance with FAR 13.5 (Federal Acquisition Regulation) Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2.

3. Description of Supplies/Services Required to Meet the Agency’s Needs: This contract will consist of a 12-month base year. The services under this contract will be performed from 12/01/2025 through 11/30/2026. The estimated total contract value is

FAR clause 52.217-8, Option to Extend Services, will be included in the solicitation and subsequent award.

The requested radio system maintenance package includes technical support, exchange of malfunctioning units, onsite support, annual preventative maintenance, network hardware repair, and security patches. The equipment items and locations of the covered equipment are listed below:

VA Palo Alto Campus VA Livermore Campus VA Menlo Park Campus

(1) Astro P25 Core Master site (1) UHF TDMA RF site with three GTR8000 repeaters ESS

(1) UHF TDMA RF site with GTR8000 three repeaters ESS

(1) UHF TDMA RF site with three GTR8000 repeater ESS

(2) 200’ Antenna’s system (2) 200’ Antenna’s system

(2) 200’ Antenna’s system (1) MCC7500E dispatch console

(1) MCC7500E dispatch console

(2) MCC7500E dispatch consoles

(1) logging recorder with capacity for up to fifteen (15)

VHAPG Part 819.7008/7009 Sole Source Awards to SDVOSB/VOSB Page 2 of 4

Effective Date: 11/15/2024 channels and one (1) playback stations

(1) KVL5000

4. Statutory Authority Permitting Other than Full and Open Competition: 41 USC §3304(a)(5), 38 U.S.

Code § 8127(c), as implemented by FAR 6.302-5 (Authorized or Required by Statute). COs may use the non-competitive (sole source) procedures authorized in VA Acquisition Regulation 819.7008 (DEVIATION) (VAAR) or VAAR 819.7009 (DEVIATION)- up to $5,000,000. Check the specific VAAR clause used below:

(X) 819.7008 Sole source awards to a certified service-disabled veteran-owned small business; or ( ) 819.7009 Sole source awards to a certified veteran-owned small business

5. Demonstration that the Contractor’s Unique Qualifications and/or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): Procedures authorized in VAAR 819.7008 (DEVIATION) DEVIATION) allows sole source awards to a SDVOSB based on 38 U.S.C. 8127(c) and the SDVOSB concern has been determined to be a responsible source with respect to performance and meets eligibility requirements in 819.7003 (DEVIATION). Additionally, Cynergy installed the police radio equipment at the locations listed above and currently provides the requested services. By awarding on a sole source basis to Cynergy, this will ensure continuity of service and guarantee uninterrupted police communication which is critical for Veteran and VA staff safety.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable, including whether a notice was or will be publicized as required by FAR Subpart 5.2 and, if not, which exception under FAR 5.202 applies: Due to the critical need for the services requested and the need date of 12/01/2025, this requirement will be awarded on a sole source basis to Cynergy for a period of 1 year.

This will ensure continuity of service and guarantee uninterrupted police communication which is critical for Veteran and VA staff safety. At the end of the contract period a competitive acquisition will be solicitated.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The Contracting Officer will review and determine if the anticipated price is considered fair and reasonable. FAR Part 13 Open Market Decision Documentation Form shall detail how the Government will determine that the anticipated cost is fair and reasonable. The basis of price reasonableness will be determined based on comparison with similar items in the related industry.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons

Market Research Was Not Conducted: Market research was conducted pursuant to FAR Part 10, VAAR Part 810 and VHAPG Part 810.001. The Small Business Administration’s (SBA) Small Business search was queried using North American Industry Classification System 811210 (Electronic and Precision Equipment Repair and Maintenance) and keywords Radio Maintenance. This resulted in 6 SDVOSBs firms. However, due to the critical need for the services requested and the need date of 12/01/2025, this requirement will be awarded on a sole source basis to Cynergy for a period of 1 year. This will ensure continuity of service and guarantee uninterrupted police communication which is critical for Veteran and VA staff safety. At the end of the contract period a competitive acquisition will be solicitated. A search for Cynergy conducted on the System for Award Management shows this firm has an active SAM registration and no exclusions. Cynergy has met the eligibility criteria outlined in VAAR 819.7003(DEVIATION), they are certified in SBA’s Small Business Search at https://search.certifications.sba.gov/, and the action is below the $5M threshold.

VHAPG Part 819.7008/7009 Sole Source Awards to SDVOSB/VOSB Page 3 of 4

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: Due to the critical need for the services requested and the need date of 12/01/2025, this requirement will be awarded on a sole source basis to Cynergy for a period of 1 year. This will ensure continuity of service and guarantee uninterrupted police communication which is critical for Veteran and VA staff safety.

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

Cynergy Professional Systems LLC 23187 La Cadena Dr, Suite 102 Laguna Hills, CA Phone: 800-776-7978

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: To foster competition for future acquisition of this service, a competitive acquisition will be solicitated at the end of the contract’s period of performance.

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.

James A. Tyler Date Major, Police Operations/Interim Deputy Chief VA Palo Alto Health Care System

JAMES

TYLER

Digitally signed by JAMES TYLER Date: 2025.11.12 13:22:03 -08'00'

VHAPG Part 819.7008/7009 Sole Source Awards to SDVOSB/VOSB Page 4 of 4

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.

Tim Smith Date Contracting Officer Network Contracting Officer

b. One Level Above the Contracting Officer (Required over the SAT but not exceeding $900K): I certify the justification meets requirements for other than full and open competition.

Demarcus Thompson Date Services Team III, Branch Chief

Network Contracting Office 21

TIMOTH

Y SMITH

Digitally signed by

TIMOTHY SMITH

Date: 2025.11.12 13:43:46 -08'00'

DEMARCUS

THOMPSON

Digitally signed by

DEMARCUS THOMPSON

Date: 2025.11.12 15:58:34 -06'00'