Non Competitive Memo- POL-25Z5AJ8.pdf
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- Solicitation number
- 15BBNF26P00000038
About this file
This is a Non-Competitive Memorandum for Simplified Acquisition Actions documenting a non-competitive contract award by the Department of Justice/Bureau of Prisons at Federal Correctional Complex Pollock, Louisiana.
The requirement is for urgent repair of two Adaptive Frequency Drives (AFD) for centrifugal chillers at the facility, with an estimated value of $309,439.66. The Central Utility Plant requires three operational chillers to maintain institutional cooling needs, with two chillers responsible for chilling water routed through air handlers to provide air conditioning to the FCI and a third chiller serving as backup. Currently, only one of three chillers is operational at 70% capacity. The AFD regulates electric motor speed by adjusting electrical frequency to match load demand. The contracting officer determined that inoperable chillers pose life safety and climate control risks, as failure to maintain comfortable temperatures jeopardizes the safe and orderly operation of the institution. The acquisition is justified under 41 U.S.C. 3304(a)(2) and conducted in accordance with FAR 12.102(a) and FAR 6.103-2 due to urgent and compelling circumstances. Mechanical Cooling Service has been identified as the sole-source contractor based on established positive past performance record and capability to work specifically with the HVAC equipment. The contracting officer certified that pricing is fair and reasonable and comparable to previous prices paid for similar requirements. The memorandum was signed by LaTasha Windham, Contracting Officer at the Field Acquisition Office, on 05/08/2026.
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NON-COMPETITIVE MEMORANDUM
FOR SIMPLIFIED ACQUISITION ACTIONS
IAW FAR 12.102 (a)
1. REQUIRING AGENCY: Department of Justice/Bureau of Prisons (BOP), Federal Correctional Complex (FCC) Pollock, LA.
2. NATURE/DESCRIPTION OF ACTION: Urgent and Compelling repair of two Adaptive Frequency Drives (AFD) for two centrifugal chillers.
3. DESCRIPTION OF SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY’S NEED: The Agency requires the urgent repair of that supplies the entire complex. Estimated value of requirement is $309,439.66
4. AUTHORITY AND SUPPORTING RATIONAL: Acquisition is conducted under the authority of 41 U.S.C. 3304(a)(2). Due to the requirement the Central Utility Plant must have three operational chillers to meet institutional cooling needs, this contract action is made in accordance with FAR 12.102(a) & FAR 6.103- 2.
FCC Pollock requires the repair of two Adaptative Frequency Drive (AFD), one for Chiller #2 and Chiller #3, as their life cycles has expired and left both inoperable. Two chillers are responsible for chilling water routed through the air handlers to provide air conditioning to the FCI. The third chiller provides backup in the event of failure and/or maintenance of the other two chillers. Additionally, the AFD regulates the speed of the electric motors by adjusting the frequency of the electrical supply to match the load demand.
Currently one of three chillers, which is necessary for proper institutional HVAC functions, is operational and currently functioning at 70%. Inoperable chillers pose a life safety risk and climate control concerns due to not maintaining comfortable temperatures within the institution and rising external temperatures. Replacement of this product for both chillers will ensure the continuous operation of institution HVAC services, as any lapse could jeopardize the orderly operation of safely running the institution and life safety. Based upon these facts, it is determined to be of urgent and compelling circumstances to meet the institutional policy requirements.
Mechanical Cooling Service has been identified as a responsible and capable contractor to provide the necessary repairs. They have established a positive past performance record of service. The contractor is able to work specifically with the HVAC equipment and will provide expected results for the safe and orderly operations of the institution. An award to Mechanical Cooling Service will ensure the continuous operation of institution cooling services, as any lapse could jeopardize the safety and security of staff and inmate population.
5. FAIR AND REASONABLE PRICING: Pricing proposed is comparable to previous prices paid for similar requirements. It is in the Government’s interest and in my determination that an order be issued as the prices are considered fair and reasonable for this requirement.
CONTRACTING OFFICER’S CERTIFICATION:
In accordance with FAR 12.102(a) and FAR 6.103-2, I certify this justification is accurate and complete to the best of knowledge and belief.
______________________________________________ ____ 05/08/2026___ LaTasha Windham, Contracting Officer Date Field Acquisition Office
File details come from the government source that posted it. Updated .