Justification and Approval Notice - 36C25224P0735_1.pdf

Justification and Approval Notice

SUBJECT* J&A - e.Norman Security Systems Maintenance and Repair Services at the Hines VA Medical Center & CBOCs

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 53214-1476

SOLICITATION NUMBER* 36C25224Q0497

DELIVERY/TASK ORDER NUMBER

BASE NOTICE TYPE

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* J063

NAICS CODE* 561621

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

GLAC (69D)

115 South 84th Street, Suite 101 Milwaukee WI 53214-1476

POINT OF CONTACT*

Contract Specialist William McQuade William.McQuade@va.gov

AWARD INFORMATION

STATUTORY AUTHORITY* FAR 13.5 - Simplified Procedures for One Source

AWARD NUMBER* 36C25224P0735

MODIFICATION NUMBER

AWARD AMOUNT* $175,075.00

LINE ITEM NUMBER

AWARD DATE (MM-DD-YYYY)* 09-30-2024

AWARDEE NAME*

CONTRACTOR’S UEI

E.NORMAN SECURITY SYSTEMS, INC.

R6F3CPTCAE85

AWARDEE ADDRESS LINE 1*

AWARDEE ADDRESS LINE 2*

AWARDEE ADDRESS LINE 3* 1075 SHORE RD

AWARDEE ADDRESS LINE 4*

AWARDEE CITY NAPERVILLE

AWARDEE STATE IL

AWARDEE ZIP CODE 60563

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C252-24-AP-1416

1. Contracting Activity: Department of Veterans Affairs, Great Lakes Acquisition Center for the Edward Hines Jr.

VAMC. Purchase Request Number: 578-24-2-5081-0058

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

This procurement is for Security Systems Maintenance and Repair services on Enterprise Physical Access Control Systems (ePACS), Video Surveillance Systems (VSS), Video Intercom System (VIS), and Intrusion Detection Systems (IDS) at the Edward Hines Jr. VAMC and five CBOCs in accordance with FAR 13.5 Simplified Procedures for Certain Commercial Products and Commercial Services. This action will result in the award of a new firm-fixed-price purchase order.

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

Edward Hines Jr. VAMC and five CBOC locations must have Security System Maintenance and Repair Services completed on ePACS, VSS, VIS, and IDS in order to preserve the quality of the security equipment already on-site.

The proposed new purchase order will include a base year and four (4) one-year option periods. The performance period and estimated costs are as follows:

Base Year: Award Date-09/29/2025 $175,075.00 Option Year 1: 09/30/2025-09/29/2026 $150,245.00 Option Year 2: 09/30/2026-09/29/2027 $155,510.00 Option Year 3: 09/30/2027-09/29/2028 $160,960.00 Option Year 4: 09/30/2028-09/29/2029 $166,595.00

Aggregated Total: $808,385.00

Previous contract 36C25219C0245 covered maintenance and repair services on the IDS only. Maintenance and repair services for the following systems have been procured via purchase card over the past five years:

ePACS, VSS, and VIS. The new service, for the current requirement, seeks to combine all maintenance and repair services for all systems IDS, ePACS, VSS, and VIS. e.Norman Security Systems, Inc. is the current service provider on all four systems in place and the sole vendor due to the proprietary nature of this requirement.

4. Statutory Authority Permitting Restricted Competition:

FAR 13.5 Simplified Procedures for Certain Commercial Items. The statutory authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. § 1901 and is implemented by FAR 13.106-1(b)(2) for restricting competition on this procurement. Competition is restricted on this procurement for the reason below:

Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

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

e.Norman Security Systems, Inc. previously furnished and installed the ePACS, VSS, VIS, and IDS that are currently in place at the facilities through a separate contract. These security systems are under warranty through the initial installation process. e.Norman is the only vendor that can provide repair and maintenance services that will preserve existing system warranties and prohibit the potential compromising of software, updates, patches, hardware, or equipment which is currently in place. Using any other vendor could compromise the equipment as well as the Hines VAMC and CBOCs facility security.

The above information is further validated by a sole source letter from e.Norman Security Systems Inc. stating:

"To preserve existing system warranties and prohibit the potential compromising of software, updates, patches, hardware, or equipment which is currently in place, e.Norman Security Systems, Inc shall be recognized as the sole vendor of record, and exclusive provider during the term of the Contract for any repairs, maintenance, parts and labor, as necessitated by ordinary wear and tear, and all of which shall be included unless specifically excluded by the contract. Edward Hines Veteran Administration personnel shall not permit another vendor, contractor, employee, or person other than e.Norman Security Systems, Inc. personnel to provide maintenance or repairs to the existing system."

The labor cost of removing existing security equipment on-site, purchasing new equipment, and the labor cost for installing that new equipment would not be beneficial to the government financially or operationally.

Therefore, it is in the Government's best interest to award a service purchase order to e.Norman Security Systems, Inc.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable:

A Notice of Intent to Sole Source was published on 05/13/2024 with a response date required by end of day on 05/16/2024, in Contract Opportunities, requesting capability statements from interested vendors. No responses were received.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and

Reasonable:

The CO will determine that the anticipated cost will be fair and reasonable based on a comparison with the IGCE and historical pricing. In addition, the CO will utilize any other price analysis techniques identified in Far 13.106-3(a){2), as necessary, to determine a fair and reasonable price.

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

Research Was Not Conducted:

• A search of NAICS 561621 was conducted on VetCert which produced 1,202 results. The broad results are expected due to the large reach of the NAICS code description.

• A search of VetBiz (VIP) was conducted under the NAICS code 561621 along with the use of keywords

'security system maintenance' which produced 292 results. The second search was conducted under the NAICS code 561621 and PSC J063 along with the use of keywords 'security system maintenance' which produced 16 results. However, many of these latest results include contractors with capabilities more in the area of fire alarm systems and/or installations instead of the maintenance and repair of security systems which is needed for this requirement.

• A DSBS search was conducted using a strict keyword search of 'security system maintenance' under NAICS code 561621 which produced 1 result.

• A vendor specific (e.Norman Security Systems Inc.) search was conducted on the ADDSUP platform which displayed 20 contracts. To narrow down further, a keyword of 'Hines' was included in the search which then produced a result of 16 contracts. The searches display that e.Norman Security Systems Inc.

is currently providing security equipment and services at Edward Hines Jr. VAMC and CBOCs.

• A GSA search was conducted using keywords "security system maintenance" and no relevant results to this requirement were returned.

• An Intent to Sole Source document published to SAM.gov which received zero (0) responses.

Given the proprietary nature of the equipment already on-site, stated in section #5, the search results have been deemed not relevant to this requirement since only e. Norman can provide maintenance or repairs to the existing security system in place that will preserve existing system warranties and prevent the potential of equipment being compromised.

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

N/A

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

None, other than the sole source vendor (e.Norman Security Systems Inc.), based on zero (0) responses to the intent to sole source.

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:

If the ability to provide maintenance and repair services, on the equipment proprietary to e.Norman Security Systems, Inc., without compromising software, updates, patches, hardware, or equipment arises after the above listed POP expires; the ability to compete the requirement can exist at that time. Edward Hines Jr. VAMC and CBOC locations rely on the security systems in place which must be maintained and serviced without invalidating warranties or compromising current systems in place.

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.

Digitally signed by TIMOTHY

TIMOTHY ABNER ABNER

Date: 2024.09.09 12:32:27 -05'00'

Timothy Abner COR/Police Service- Criminal Investigator Hines VAMC

Date

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.

SCOTT

SANDS

Scott Sands

Digitally signed by

SCOTT SANDS

Date: 2024.09.09 15:42:28

-05'00'

Contracting Officer NCO

12/GLAC

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.

ERIKA

CANNADA

Y

Digitally signed by ERIKA

CANNADAY

Date: 2024.09.10 09:01:23

-05'00'

Erika Cannaday Date NCO 12/GLAC Services Team 1 Branch Chief

Digitally signed by SCOTT IVY Date: 2024.09.11 11:16:25- 05'00'

Scott Ivy Division Manager

Digitally signed by PAUL

PAUL LAURO e o24.o9.12 06:45:49

-05'00'

Paul Lauro Director of Contracting

12 Sep 2024

SCOTT IVy

c. VHA RPO HCA Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and approve {$750K to $7.5 million {or $15.0 million for acquisitions described in FAR 13.500(c)) for other than full and open competition.

Digitally signed by DARYL

DARYL BERG ::2024.09.1309:37:01-05'00' Date: 9/13/2024

Daryl A. Berg Executive Director, RPO Central Head of Contracting Activity

Digitally signed by SCOTT IVY Date: 2024.09.11 11:16:25-05'00'