P03 JA Parts 13.5 and 6 - QITC Generator Redacted.pdf

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

In accordance with Federal Acquisition Regulation (FAR) 13.501(a) and FAR 6.303-2(b)

1. Contracting Activity:

Department of Veterans Affairs (VA) Office of Procurement Acquisition and Logistics

Strategic Acquisition Center - Frederick 5202 Presidents Court, Suite 103 Frederick, MD 21703

2. Description of Action:

The proposed action is for the issuance of a firm fixed price contract on a sole source basis to Brothers Mechanical Services, LLC (BMS) to support the Department of Veterans Affairs (VA), Quantico Information Technology Center (QITC), which serves as the primary data center for the National Cemetery Services.

It has been deemed critically necessary to have a normal generator, plus one backup generator (N+1) redundancies on all critical systems including the generator and power transfer switching equipment. Currently, the VA owns a generator and requires an additional generator for backup should the existing generator fail.

3. Description of Supplies or Services:

The Contractor shall provide, furnish, install, and manage all necessary materials and labor for a rental equipment package consisting of the following: Emergency – Power Generator, Fuel Tank, Transfer Switch, Cables, and related materials needed for a redundant “back-up emergency power system” making the facility N+1. The scope of this work shall include integration of onsite Computer Room Air electrical service and existing emergency generator and transfer switch system. Generator and associated equipment shall have approximately 250KVA rated output, 208VAC, 3 phase wiring, and operate on #2 off road Diesel (36hr minimum runtime @ 75% loading). System install shall be turnkey operation with connection from the generator, wired to the transfer switch, wired to new breaker box and supply breakers, and final tie into existing onsite uninterrupted power systems (UPS).

This scope shall also include preventive system maintenance including onsite inspections, trouble shooting, device replacement, and fuel top off quarterly (estimated less that 1000 gallon per year), for the remainder of the contract or until termination consisting of end of contract option years and / or non-renewal of optional year of contract.

The period of performance for the proposed action is:

One (1) base year from August 1, 2022 – July 31, 2023; plus Option Year 1 period from August 1, 2023 – July 31, 2024

Option Year 2 period from August 1, 2024 – July 31, 2025 Option Year 3 period from August 1, 2025 – July 31, 2026 Option Year 4 period from August 1, 2026 – July 31, 2027

The total estimated cost of the proposed action is

4. Statutory Authority:

The statutory authority authorizing this action is 41 U.S.C. 3304(a)(1), as implemented in FAR 6.302-1 -- Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements.

5. Rationale Supporting Use of Authority Cited Above:

On January 5, 2022, a major winter storm caused widespread power outages for days where the QITC is located. Although QITC possesses a single 1000 gallon fuel backup generator, road closures during the storm prevented the refilling of the generator. As a result, the generator was periliously close to running out of fuel, which would have resulted in the complete loss of power at the QITC. In order to prevent a re-occurrence, it was determined that another generator was required in order to provide additional redundancy. As Summer thunderstorms become more and more likely in July and August and hurricane season hits in peak in early September it has once again become critical this redundant system be put in place.

It is critical that the additional generator is properly installed and maintained before any additional events place the QITC at risk of losing power. During 2022, there have already been several outages lasting six or more hours.

This installation will require a complete shut down of all normal and generator power to the facility during the final tie in. BMS is the current maintenance contractor for QITC’s existing HVAC and generator systems. BMS has the in-house staff to install this equipment and has knowledge and experience with the facilities existing infrastructure and operations. This installation will require a complete shut down of all normal and generator power to the facility during the final tie in. During this work this critical data center will be powered by the batteries of the uninterrupted power system (UPS) that provide less than one hour of operation. The install must be seamless, operational, and completed before the UPS is expended. BMS is uniquely familiar with certain of the existing critical systems equipment and is uniquely qualified to provide services that integrate all of the existing equipment on site. As such, BMS is the only vendor currently capable of installing and maintaining the generator as required.

6. Efforts to Obtain Competition:

Pursuant to FAR 5.101(a)(1), the Contracting Officer will synopsize the proposed contract action and intent to sole source in the GPE.

A solicitation was previously released on the Government Point of Entry as a Service-Disabled, Veteran-Owned set-aside. The only response received was determined to be non-responsive to the solicitation.

7. Anticipation of Fair and Reasonable Cost:

This is a commercially available service with published pricing. BMS is a GSA contract holder (Contract No. GS-21F-086BA) and as such most of the services in this contract are commercially available pricing. Given that competition exists in the commercial market place for other programs, prices are anticipated to be fair and reasonable. The Contracting Officer will review published pricing and conduct a price reasonableness analysis prior to award to ensure fair and reasonable pricing.

8. Market Research:

Market research was conducted and BMS has been determined to be a responsible source with respect to performance. BMS currently provides the service and maintenance contract, under warranty, for the mission-critical Computer Room Air Conditioning (CRAC) systems and emergency generators. BMS is registered and certified in the System for Award Management (SAM) as a Small Business under with the NAICS code for this requirement. Market research did not identify any other sources that are currently positioned to provide the necessary services/items in the time and manner required to avoid potential power loss.

9. Other Facts:

Pursuant to FAR 13.501(a)(1)(ii) this sole source justification is prepared using the format at 6.303-2, modified to reflect that the procedures in FAR subpart 13.5 were used in accordance with 41 U.S.C. 1901.

10. Interested Sources:

No sources expressed, in writing, an interest in this acquisition.

11. Barriers to Competition:

The VA recognizes that there are companies that offer generator rental and maintenance services on the market. Market research will continue to be conducted to determine if competition is possible for future requirements for generator rental and maintenance services.