P03 - Justification -u -Redacted_1.pdf

DEPARTMENT OF VETERANS AFFAIRS

RESTRICTING COMPETITION USING SIMPLIFIED PROCEDURES

FOR COMMERCIAL ITEMS IN ACCORDANCE WITH RFO 12.102

Acquisition Plan Action ID:

1. Contracting Activity: Department of Veterans Affairs, VISN 02, James J. Peters VA Medical Center

130 West Kingsbridge Road Bronx, New York 10468. Organizational Activity: H.V. Montrose VA Campus, 2094 Albany Post Road, Montrose, NY 10548-1454 through .

2. Nature and/or Description of the Action Being Processed: This procurement is for the use of brand-name descriptions without allowing for “equal” products in accordance with RFO Part 12 Acquisition for Commercial Products and Commercial Services and specifically RFO 12.102 Restricting Competition, where acquisitions conducted under Simplified Acquisition Procedures over the simplified Acquisition Threshold (SAT) require a justification as described in RFO 6.104. The proposed brand-name restriction will be utilized in a solicitation not set-aside for small business, to ultimately establish a new firm-fixed-price purchase order for the supply and delivery of fifty-two

(52) portable two-way radios fully compatible with the existing Motorola APX 8000 All Band Portable Radios Model 2.5. The scope of work includes installation and programming of portable radios and repeaters, as well as provision of ancillary equipment and supplies necessary to replace the existing, non-functional portable radio network at the FDR VA Hospital, Montrose, NY.

3. Description of Supplies/Services Required to Meet the Agency’s Needs: This procurement is for the supply and delivery of brand-name Motorola APX 8000 All Band Portable Model 2.5 radios. The Hudson Valley Montrose Campus HCS Police Department currently utilizes these radios, which are essential for maintaining integrated communications with all local mutual aid partners—including federal, county, state, town, village, and private entities—as technology and frequency assignments have evolved.

Products (including software, licenses)

Item #

Description/Part Number* Qty

H91TGD9PW6 N APX 8000 ALL BAND PORTABLE MODEL 2.5. 52

Q806 ASTRO DIGITAL CAI OPERATION 52

Q361 P25 9600 BAUD TRUNKING. 52

Q667 ADP ONLY (NON-P25 CAP COMPLIANT) (US ONLY) 52

QA02006 ENH: APX8000XE RUGGED RADIO 52

QA00580 TDMA OPERATION 52

QA05100 EHN: STD 1 YR WARRANTY APPLIES 52

H38 SMARTZONE OPERATION 52

PMNN4504 BATT IMPRES 2 LIION UL2054 DIV2 R IP68 3400T. 20

PMLN6129A EARPIECE, 2-WIRE, WITH MIC & PTT, GCAI. 10

PMMN4136B PORTABLE RSM XVP750, IP68, WITHOUT KNOB. 52

PMLN5409A 3" REPLACEMENT SWIVEL BELT LOOP. 52

NNTN8844B CHARGER, DESKTOP MULTI UNIT 6 W/DISPL, IMPRES 2 US. 9

The period of performance for this contract action is: 2 Months (ARA)

Acquisition ID#:

4. Statutory Authority Permitting Restricted Competition:

RFO 12.102 Restricting Competition. The statutory authority for applying the Simplified Acquisition Procedures is 41 U.S.C. § 1901 and is implemented by RFO 12.102(b) for Restricting Competition using Simplified Acquisition Procedures for Commercial Products and Services. Competition is restricted on this procurement for the reason below:

(X ) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

( ) Unusual and Compelling Urgency ( ) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert

Services ( ) International Agreement ( ) Authorized or Required by Statute ( ) National Security ( ) Public Interest

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

System Compatibility:

The VA Police at the Hudson Valley Montrose Campus VAMC currently utilize Motorola radios. A significant portion of the equipment being procured under this agreement will replace end-of-life transmitters and receivers that support this existing system. Motorola radios and ancillary equipment are required to ensure continued operability of the Police communications network.

Additionally, since Police already use Motorola radios, it is logical and efficient for the Engineering radios acquired under this agreement to also be Motorola. This enables both departments to operate on the same network backbone, resulting in cost savings and greater resource efficiency.

Network Security & Encryption:

The required frequency bands include 700/800 MHz, VHF, and UHF (Range 1 & 2). Security standards for these radios vary by model and must include:

9600 Baud Digital APCO P25 Phase 1 FDMA and Phase 2 TDMA Trunking 3600 Baud SmartNet®, SmartZone®, SmartZone Omni Link Trunking Digital APCO 25, Conventional, Analog MDC 1200, Quick Call II System Configurations Narrow and wide bandwidth digital receiver (6.25 kHz equivalent/25/20/12.5 KHz) Mission Critical Wireless Bluetooth* ASTRO 25 Integrated Voice & Data Integrated GPS/GLONASS for outdoor location tracking Software Key Text Messaging Voice Announcements ISSI 8000 Roaming Radio Profiles, Dynamic Zone Intelligent Lighting Single-key ADP Encryption IP68 submersion (2 meters, 2 hours) IMPRES 2 Battery

Adaptive Audio Engine:

3 Watt Speaker with Adaptive Equalization Adaptive Dual-sided Operation

Adaptive Noise Suppression Intensity Adaptive Gain Control Adaptive Wind Porting

Mission Critical Reliability:

Motorola equipment is necessary to maintain the reliability of existing communications at the VAMC. The new radios will connect to LTE cellular towers, allowing staff at offsite locations to communicate with base stations at the facilities. The Engineering department’s current radios are urgently in need of replacement, causing safety issues for staff who must access crawl spaces with steam lines and electrical systems. The equipment must support:

Utilization of Windows 7 & 8 Customer Programming Software (CPS) with Radio Management Wi-Fi® 802.11 b/g/n RFID Volume Knob Multi-key for 128 keys and multi-algorithm Programming Over Project 25 (OTAP) Over the Air Rekey (OTAR) Digital Tone Signaling P25 Authentication Man Down Sensor IP68 (2m/4hr), Mil Std 512.X Delta - T LEX L10 Collaboration

These features are required to support staff safety and mission-critical operations at the facility.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: The Contracting Officer (CO) posted a Sources Sought notice on SAM.gov and NASA SEWP under notice ID #36C24226Q0869, effective from 07/31/2026 through 08/14/2026.

No vendors responded through NASA SEWP. Please see section 8 below for a more detailed look at market research efforts.

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

A price analysis will be conducted by comparing current Motorola GSA Schedule contract pricing, other agency procurements, and historical purchase records.

A final determination will be made to confirm that the pricing is fair and reasonable.

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

Market Research Was Not Conducted: A search on SBA using NAICS code 334220 and the keyword "Portable Radio" yielded zero (0) SD/VOSB businesses in their profile.

The Contracting Officer (CO) posted a Sources Sought notice on SAM.gov and NASA SEWP under notice ID #36C24226Q0869, effective from 07/31/2026 through 08/14/2026.

No vendors responded through NASA SEWP.

In summary, there are not enough SDVOSB or VOSB vendors available to support a set-aside.

However, the original strategy was to solicit as a small business set-aside, with solicitation 36C24226Q0869 posted from 08/28/2026 to 09/04/2026. Multiple Motorola distributors requested updating the solicitation from a small business set-aside to unrestricted to allow broader participation. This request is due to Motorola, as the OEM, being a large business; per Small Business Regulations (13 CFR 125.6(a)(1)), a small business prime contractor may not subcontract more than 50% of the work to a large business.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: The equipment requested must be compatible with the existing Motorola radios already in use at the facility. To maintain operational efficiency, reliability, and security, it is essential that only Motorola radios and the required ancillary equipment are used in conjunction with the current Motorola radio system.

Mixing different brands would introduce complexities related to firmware, feature support, and user interface consistency. Additionally, utilizing only Motorola equipment ensures that all devices can participate in encrypted communications without compatibility or security risks.

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

Solutions IT, LLC., SDVOSB Communications Associates INC., SB Lunula Supply LLC., SB Ewing Engineered Solutions Inc., SB AEG Group Inc., SB Ferbak, Inc., SB Motorola Solutions Inc., LB

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: Where feasible, future procurements may be structured based solely on salient characteristics if true functional equivalents become available.

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.

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.

b. One Level Above the Contracting Officer (Required over $350K but not exceeding $900K): I certify the justification meets requirements for other than full and open competition.