P03 JA OFOC - DC Trane Equip PM (Signed) - Copy.pdf

VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP Attachment 5: Request for Sole Source Justification Format >SAT

OFOC SOP Revision 12 Page 1 of 5 Original Date: 03/22/11 Revision 12 Date: 01/10/2022

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C245-23-AP-1832 DC VAMC Boland Trane Preventive Maintenance

1. Contracting Activity: Department of Veterans Affairs, VISN 5, Washington DC VA Medical Center

Purchase Request/2237#: 688-23-3-478-0064

IGCE:

• Base Year: $97,437.00

• OY 1: $97,473.24

• OY 2: $99,384.48

• OY3: $101,295.72

• OY4: $103,206.96

• TOTAL: $498,797.40

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

This procurement is for Preventive Maintenance and Repairs on Trane HVAC Equipment to support the Department of Veterans Affairs, Washington DC VA Medical Center located at 50 Irving St NW, Washington, DC 20422.) in accordance with FAR 13.5 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. This action will be awarded as a new firm fixed price contract.

The award is to be made to BOLAND TRANE SERVICES INC (SAM UEI: HYMHV1A4KKV4), the sole and exclusive agent for Trane heavy commercial air conditioning products for the DC VAMC Service area (REF: Attachment A below). Award will be made under the authority of FAR 13.106-1(b); Soliciting from a single source. Only Boland can provide the required service on the Trane equipment systems (REF Attachment B below) in the DC VAMC area, per the Sole Source Letter received from Trane Commercial HVAC, North America. The term of service shall be 5/1/2023 to 4/30/2028 (Base Year + 4 Option Years).

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

Specific services to be provided include providing the necessary manpower and supervision to properly execute ongoing maintenance of the Trane manufactured equipment listed within Attachment B. Types of maintenance include Scheduled and Unscheduled Maintenance, Refrigerant Management, Trane Laboratory Analysis, Duplex Centrifugal Chiller Operating Inspections/Annual Maintenance, Cold Generator Operating Inspections/Annual Maintenance Services, Condenser & Evaporator Tubes Cleaning.

OFOC SOP Revision 12 Page 2 of 5

Revision 12 Date: 01/10/2022

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

( 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;

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

BOLAND TRANE SERVICES INC (SAM UEI: HYMHV1A4KKV4), the sole and exclusive agent for Trane heavy commercial air conditioning products for the DC VAMC Service area (REF: Attachment A below). Award will be made under the authority of FAR 13.106-1(b); Soliciting from a single source.

Only Boland can provide the required service on the Trane equipment systems (REF Attachment B below) in the DC VAMC area, per the Sole Source Letter received from Trane Commercial HVAC, North America.

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

RFI 36C24523Q0527 posted to FBO; Notice of Intent to Sole Source posted to SAM.gov on 4/10/2022 with 0 (zero) responses to date.

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

Reasonable:

The anticipated cost will be determined to be considered fair and reasonable in accordance with FAR 13.106-3(a)(2) by Comparison of proposed prices with independent Government cost estimate, open source market research for similar services, and prices found reasonable on previous purchases.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted:

RFI 36C24523Q0527 posted to FBO; Notice of Intent to Sole Source posted to SAM.gov on 4/10/2022 with 0 (zero) responses to date. Additionally, All VA contract actions reviewed on FPDS to BOLAND TRANE SERVICES INC (SAM UEI: HYMHV1A4KKV4) were Sole Source Procurements.

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

REF: Attachment A below for sole Source Letter from Trane OEM.

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

None, Only the OEM’s service team at Boland Trane Services Inc. has displayed the capability to meet this requirement due to restrictions set in place by the OEM.

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:

Given the sole authorization from the OEM for its service branch Boland Trane Service Inc. to perform the required tasks on the existing Trane HVAC equipment systems (Attachment B) at the DC VAMC, there are no other available options to overcome barriers to competition that would not cause undue harm or severe duplication of cost for the government. In the future there may be potential for a full replacement of a less restrictive systems at the DC VAMC but at this time that

OFOC SOP Revision 12 Page 3 of 5

Revision 12 Date: 01/10/2022 would require an exorbitant amount of funding and planning to remove and replace the currently operational system.

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.

Lonnell Roberts Date Chief, Maint. & Operations, FMS

Washington, D.C. VA Medical Center

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.

Darren G. Morris Date Contracting Officer

NCO 5

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.

Bradley Davis Date Branch Chief

NCO 5

https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPM/VHAPM_Part_806.3.aspx

OFOC SOP Revision 12 Page 4 of 5

ATTACHMENT A:

OFOC SOP Revision 12 Page 5 of 5

ATTACHMENT B: