P03 JOFOC FINAL - C50334.pdf

Attachment 1: Request for Sole Source Justification Format >SAT Requirement: Circuit Tracing Services (Emergency)

VHAPG Part 806.3 OFOC Page 1 of 5 Revision: 03 Effective Date: 04/15/24 Acquisition ID#: 36C248-25-AP-4464

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C248-25-AP-4464

1. Contracting Activity:

Department of Veterans Affairs, Network Contracting Office (NCO) 8, 8875 Hidden River Pkwy, Tampa, FL 33637, in support of the James A. Haley Veterans’ Hospital (JAHVH) at 13,000 Bruce B. Downs Blvd, Tampa, FL 33612; 2237# 673-25-3-6045-0828

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

The James A. Haley Veterans’ Hospital Facilities Management Service (FMS), the Management and Operations Team, has an urgent and compelling need for Emergency Circuit Tracing Services in Building 100. (New Bed Tower). This will be a Firm-Fixed Price award.

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

The Contractor shall provide personnel, supervision, furnish all labor, transportation, materials, tools, and services necessary to conduct Circuit Tracing Services in Building 100 (New Bed Tower). The contractor shall perform circuit tracing to all electrical components (Electrical panels, conduits, receptacles, switches, and transformers). Contractor shall install new panel schedules and relabel each Electrical panel, conduits, receptacles, switches, transformers and disconnects. All labeling nomenclatures will be determined by VA specifications and the Maintenance and Operations Team (Electrical Unit). The Period of Performance (POP) began on August 29, 2025, and will continue until August 28, 2026 (12 Months), with the amount authorized not to exceed (NTE) $916,000.00.

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

() (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.

(X) (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.

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Acquisition ID#: 36C248-25-AP-4464

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

The Maintenance and Operations Team (Electrical Unit) along with the Qualified Electrical Engineers from Delgado Electric, Inc. (Small Business) have indicated that there are several mis-labeled circuits panels, conduits and breakers throughout Building 100 (New Bed Tower). Additionally, it was discovered that other rooms/section of the building were being shut down not according to what the existing circuit label states “identified” on the boards/panels when the building activation was turned over to the Department of Veterans Affairs. This “unidentified” safety issue occurred on one of the current inpatient care floors that service the Bio Medical system “Telemetry System” and is a major safety violation/concern with the remaining inpatient floors throughout the entire building. These current conditions not only present a severe threat to our current inpatient’s life at high risk level but also bring impairment of healthcare delivery capabilities and/or mission performance with our clinical staff in bldg. 100. Per the most recent Joint Commission Audit for accreditation that was conducted in August 2025, it was identified that this electrical safety issue is in current violation of medical center safety codes, including NFPA 70E and NEC compliance. The VHA Deputy Secretary (along with VHA Senior Leaders) have expressed the severity of this safety issue with direct inpatient care when they were conducting their visits to VISN 8 soon before the arrival of the Joint Commission Audit. This has resulted in frequent circuit overloads, increased risk of equipment failure, and unplanned service interruptions. Impacting building service essential equipment, administrative, medical, and/or operational functions that require continuous power availability to maintain safety and workflow efficiency.

Delgado Electric Inc. is fully qualified to conduct the necessary emergency circuit tracing services in Building 100. JAHVH has been working with Delgado Electric for many years and has extensive knowledge of every electrical system throughout the JAHVH campus.

Delgado Electric, Inc. has provided several warranty services for multiple General Contractors after new construction activations have been turned over to the Department of Veterans Affairs. Delgado Electric, Inc. has completed two (2) previous circuit tracing services in the past. Due to the time sensitivity nature of this unusual and compelling urgency of addressing these high-risk safety issues for both our Veteran Patients and VA staff, Delgado Electric, Inc. has all the necessary qualifications to address this electrical safety issue in the most effective/efficient way possible to bring building 100 back to medical center compliance safety standards.

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

Delgado Electric, Inc. has provided several warranty services for multiple General Contractors after new construction activations have been turned over to the Department of Veterans Affairs. The CO reached out to two (2) Service-Disabled Veteran Owned Small Business (SDVOSB) General Contractors from our Job Order Contract (JOC) to see if they can provide circuit tracing services. Both have confirmed that they will sub-contract this service request with Delgado Electric, Inc., which will then include additional overhead costs (Labor and Materials), bringing the overall cost for this emergency service request

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Acquisition ID#: 36C248-25-AP-4464 significantly higher. Awarding to Delgado Electric, Inc. directly will be cost-effective for the Federal Government.

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

Reasonable:

The estimated cost for the Emergency Circuit Tracing Services is $916,000.00. The CO determined the anticipated cost to the government will be fair and reasonable based on a comparison of similar items that have been procured within the Federal Government.

According to the Federal Procurement Data System (FPDS), on May 16, 2011, Network Contracting Office (NCO) 8 at Miami VAMC awarded Contract # VA248-C-1785 for similar Circuit Tracing Services in the amount of $972,832.00 to an SDVOSB (I AM Unlimited, LLC.). Under this contract at Miami VAMC, I AM Unlimited, LLC. were circuit tracing over 9,220 circuits between nine (9) VA facilities within Miami Campus, whereas JAHVH is requesting to trace over 11,000 circuits alone within Building 100 (currently has 176 Circuit Panels). With current supply chain issues, and with rise of labor costs within the current U.S.

economy, the Miami VAMC offered comparable cost data to use as part of the final fair and reasonable price determination with this emergency procurement.

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

Limited market research was conducted due to the urgency and proprietary nature of the requirement. The CO utilized multiple internal government platforms like the Federal Procurement Data System (FPDS), www.SAM.gov website, the Job Order Contract (JOC) List that was provided from our Construction Team, as well as communicating with our Construction Project Team Members at JAHVH to better gauge any additional history/knowledge with the building activation for the Bed Tower. It is our policy to seek full and open competition to the largest extent possible while fulfilling the necessary requirements. The proprietary nature of this equipment restricts other vendors from being able to provide support. The Product Service Code (PSC) for this procurement is J065:

Maintenance/Repair/Rebuild of Equipment – Medical, Dental and Veterinary equipment and supplies is classified as NON-IT and does not require a FITARA approval.

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

There are no third-party service organizations that have the necessary expertise, past performance experience, and record documentation to enable them to fully support in executing circuit tracing services due to the time sensitivity nature of this unusual and compelling urgency request. Delgado Electric, Inc. is a qualified local electrical contractor who is already familiar with JAHVH and its components, thus being able to bring the electrical safety issues back NFPA 70E and NEC compliance.

http://www.sam.gov/

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Acquisition ID#: 36C248-25-AP-4464

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

As indicated in Section 6 and Section 8, limited market research was conducted due to the urgency and proprietary nature of this emergency service request. The CO reached out to two

(2) Service-Disabled Veteran Owned Small Business (SDVOSB) General Contractors from our Job Order Contract (JOC) to see if they can provide circuit tracing services. Both have confirmed that they will sub-contract this service request with Delgado Electric, Inc.

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:

It is our policy to seek full and open competition to the largest extent possible while fulfilling the necessary requirements. Currently there is no anticipated competition for Circuit Tracing Services during this urgent and compelling situation.

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.

Juan R. Guzman-Camacho Supervisor General Engineer James A. Haley Veterans’ Hospital (JAHVH)

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

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

Name: Jose E. Ortiz-Velez Senior Contracting Officer, Tampa Services/Commodities Team

JAHVH

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

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Acquisition ID#: 36C248-25-AP-4464

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.

Name: Ellen S. Clark NCO 8 Branch Chief, Tampa Services/Commodities Team

JAHVH

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 recommend approval (if over $75 million) or approve ($750K to $75 million) for other than full and open competition.

Name: Gerald F. Jacobs VHA Head of Contracting Activity, East