Justification and Approval - Siemens Security and Video Surveillance System.pdf

VHAPG Part 806.3 OFOC Page 1 of 3 Revision: 02 Effective Date: 11/15/23

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition

Project 520-317X: Biloxi Building 1 Renovation – Biloxi, Mississippi Solicitation: 36C10F24R50025

1. Contracting Activity: Department of Veterans Affairs, Office of Construction and Facilities

Management (CFM), Office of Facilities Acquisition (OFA).

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

The VA Office of Construction and Facilities Management intends to award a firm-fixed price contract which will allow for full and open competition for all elements of construction except for the item(s) specifically identified herein. Therefore, this action is a sole source justification for requiring use of Siemens to expand the existing Security and Video Surveillance System (Security System) that will be a component of the overall construction project 520-317X:

Biloxi Building 1 Renovation.

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

As a part of overall construction, the contractor will be required will be required to utilize Siemens to expand the existing Engineering Security and Video Surveillance System including hardware, software, and programming elements for the Building 1 Renovation. The estimated total cost of the proprietary components is which represents % of the total construction value to be awarded. The estimated cost is based on the budgetary estimates provided by Anderson Enginering, May 3, 2019 and escalated based on historical Consumer Price Index (CPI) data. Expansion of the existing Security and Video Surveillance System (attached to over 40 buildings) eliminates the inevitable gaps and irregularities experienced when other proprietary systems are cobbled into an established system. Other manufacturers may state that their system will seamlessly interface with any other system, but the Bilox VAMC has never experienced an instance when other system has worked as advertised.

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

The statutory authority permitting other than full and open competition is:

( X ) (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;

( ) (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;

VHAPG Part 806.3 OFOC Page 2 of 3

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

Therefore, as indicated above, only one responsible source and no other supplies or services will satisfy agency requirements and that any other source would likely result in substantial duplication of cost to the Government that is not expected to be recovered through competition and could cause unacceptable delays in fulfilling the agency’s requirements. Siemens installed and manages the Biloxi Medical Center’s current Security System. It is a proprietary system operating a single database on a dedicated network for the healthcare system’s access control, video surveillance, and intrusion detection and is designed to meet The Joint Commission, NFPA, and VA requirements among others. As with all construction for the healthcare system, this Security System must be restored during the Building 1 Renovation (it exists and operates in other parts of the building that are not a part of the renovation and existed in space to be renovated) to ensure continuity of building service equipment operations.

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

Efforts to ensure offers are solicited from as many potential sources as practical will include synopsizing the construction contract as required as FAR Part 5.2. This sole source justification is meant to only allow for specifying brand name for the specific Security System vendor and associated dedicated network which will comprise only a very small portion of the construction contract to be awarded. Where possible, the construction contract requirements will be tailored to allow full and open competition for all but the special Security System and dedicated network application with the exception of any other items approved under separate, approved sole source justifications to be included in the solicitation.

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

Reasonable:

The anticipated cost of this proprietary system is expected to be . The costs of providing a full and open bid Security System and dedicated network is not available as there have been no previous bids requested. The only cost is based on the Anderson budgetary estimate. The result of the expense of the added cost results in continuation of a single Security System and dedicated network at the Biloxi Medical Center facilitating patient safety and patient care best practices. To sole source this construction requirement will provide the Government a cost savings in the field as Resident Engineer Office, Construction Team, and VA staff will not incur delays for additional design work and potential construction change requests to modify integrated MEP systems attempt to integrate into proprietary systems.

Therefore, a determination has been made by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

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

Reasons Market Research Was Not Conducted:

As the Medical Center is requiring a brand name product for complete integration into an existing Security System and dedicated network, no other vendor besides Siemens can accomplish this need.

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

From a performance and features standpoint, the Siemens Security does not hold a significant advantage over other manufacturers of Security Systems. However, the following capabilities support the continuation of Siemens standardization the Biloxi Healthcare System.

VHAPG Part 806.3 OFOC Page 3 of 3

Single system campus wide: all other manufacturers of Security Systems are also proprietary and would require work arounds to integrate into another Security System.

In addition, another proprietary system could not work from the same database requiring redundant programming adding cost to the original work and additional cost for future maintenance of the system.

The single manufacturer spare part inventory: the campus would only need to maintain an inventory of Siemens Security System parts allowing for improved material management and economics.

Single system training: staff would only require training on new parts of the system and any updates as opposed to having to be trained on multiple systems.

Single service contract: the campus would only need to enter into a single Service Level

Agreement (SLA) eliminating possible confusion when scheduling maintenance and service calls. This would allow the Engineering Dept to save on overall annual service contract costs as well.

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: N/A

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.

Khaled Zaatreh CFM Project Manager

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

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

Jason Hardy CFM Contracting Officer

KHALED

ZAATREH

Digitally signed by

KHALED ZAATREH

Date: 2024.04.09 07:59:44 -05'00'

JASON

HARDY

Digitally signed by JASON

HARDY

Date: 2024.04.09 08:37:30 -05'00'