P03 SSJ- Emergency Siemens Apogee- Signed.pdf

Attachment 1: Request for Sole Source Justification Format >SAT

VHAPG Part 806.3 OFOC Page 1 of 4 Revision: 04 Effective Date: 12/15/25 Acquisition ID#: 36C262-26-AP-6249

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A)

For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID 36C262-26-AP-6249

1. Contracting Activity: Department of Veterans Affairs, VISN 22, Network Contracting

Office 22 (NCO 22), in support of the Greater Los Angeles VA Healthcare System, West Los

Angeles VA Medical Center. 2237: 691-26-3-5091-0090

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

This procurement is for the maintenance and monitoring services for the Siemens Apogee

Building Automation Systems located at the Greater Los Angeles VA Healthcare System

(GLAVAHCS) in accordance with RFO 12.201-1, Simplified Procedures for acquisitions valued over the SAT, and RFO 6.103-2 Unusual and compelling urgency.

The Greater Los Angeles VA Healthcare System- West Los Angeles VA Medical Center, requires continued services from Siemens Industry, Inc. for the Siemens Apogee Building

Automation System (BAS). To ensure contuinity of services, the Network Contracting Office

22, Services Branch III, intends to award a new, firm-fixed price contract to Siemens

Industry, Inc. for the maintenance and automation services for the Siemens Building

Automation Systems for a period of 3 months. The proposed contract action will be awarded with an estimated value of $375,000.00.

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

The Siemens Apogee Building Automation System (BAS) is a critical system that controls the heating, ventilation, and air conditioning (HVAC) systems in multiple buildings at the facility. The BAS is essential for maintaining a comfortable and safe environment for patients, visitors, and staff. The BAS is an integrated system, and all components must work together seamlessly to maintain a stable environment. Failure of the system can result in temperature and humidity fluctuation that can negatively impact patient care and safety.

The services required to maintain the BAS include preventative maintenance, repair services, software updates, and replacement of faulty or obsolete components. Preventative maintenance is essential to ensure the BAS is functioning correctly and prevent unexpected downtime. The contractor must have experience and expertise in maintaining Siemens

Apogee BAS systems and be able to respond promptly to service calls. In addition, the contractor must have access to genuine Siemens replacement parts to ensure the BAS remains in excellent condition.

The estimated period of performance is 14 May 2026 through 13 August 2026.

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The estimated value of the acquisition is $375,000.00.

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

( X ) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by RFO

6.103-2

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the

Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

Under the authority and verbal permission granted by the Contracting Officer (CO) on

5/14/2026 upon receiving the VISN SBAR approval, these emergency Siemens

Apogee/HVACR Support services were in compliance IAW RFO 12.201-1 and RFO 6.103-2 urgency of the procurement. Delaying this requirement would pose a high-risk threat to patient safety, clinical operations, and regulatory compliance.

The unique qualifications of Siemens Industry, Inc. are directly related to the specialized nature of the Apogee system and the intricate technical requirements involved in its maintenance. The system comprises advanced automation and control components, requiring specialized skills, technical knowledge, and access to proprietary tools and software. Siemens has been the exclusive provider of maintenance services for the Apogee system at the Greater

Los Angeles VA Healthcare System under the current contract.

The contractor’s proprietary knowledge of the Apogee system, accumulated through years of experience and exclusive access to technical information, enables them to deliver high-quality maintenance services efficiently. Their unique qualifications minimize risks associated with system downtime, ensure optimal performance, and reduce potential disruptions to critical healthcare operations. Given the criticality and complexity of the

Apogee system, utilizing Siemens’ unique qualifications is necessary to maintain uninterrupted operations and maximize the system’s lifespan.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as possible (including whether a notice was or will be publicized as required by

RFO Part 5 and, if not, which exception under RFO Part 5 applies):

On 05/14/2026, this emergency procurement was authorized IAW RFO 12.201-1 and FAR

6.103-2 Unusual and compelling urgency. The Siemens Apogee/HVACR BAS Maintenance and Support service requirement at the Greater Los Angeles VA Healthcare System was deemed an emergency due to constant monitoring, service, and upgrades to the Siemens

Apogee system to maintain optimum performance of the HVAC system and ensure a safe patient environment and infection control per the Joint Commission. There is not enough time to open this requirement, and through market research found, the identified vendor is qualified and capable of providing the Siemens Apogee/HVACR BAS Maintenance and https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-5 https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-5

VHAPG Part 806.3 OFOC Page 3 of 4

Acquisition ID#: 36C262-26-AP-6249

Support services for this emergency requirement. The vendor has developed a plan to ensure the Siemens Apogee system is in full operation. On 05/27/2026, the vendor was verified through SAM.gov to ensure no active exclusions for pre-award.

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

Reasonable:

The Contracting Officer has determined the anticipated cost for this acquisition is fair and reasonable based on a thorough price analysis of historical pricing data of past procurements and comparison to the Independent Government Cost Estimate (IGCE).

Historical pricing data revealed the following:

In FY24, NCO 22 awarded contract 36C26224P1498 to Siemens Industry, Inc. for identifical services. The total contract value was $519,910.15 for a 4-month period. This equates to approximately $129,977.00 per month.

In FY23, NCO 22 awarded contract 36C26223P1679 to Siemens Industry, Inc. for identical services. The total contract value was $649,888.14 for a 5-month period. This equates to approximately $129,977.00 per month.

It is reasonable to assume the market value for this service requirement is approximately

$129,977.00 per month. The proposed estimated monthly cost for these services for this acquisition is $124,999.00 per month.

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

Reasons Market Research Was Not Conducted:

At this time a new award for these services was protested on 5/8/2026, and this type of service is critical to the facility operation. A lapse in service while the protest is under review would cause a high-risk threat to patient safety. Market research was used from within the last 12 months to determine an emergency award to the original equipment manufacturer for these specialized services.

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

None.

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

Siemens Industry, Inc. (UEI: JZXZSN3BBL98)

1000 East Deerfield PKWY

Buffalo Grove, IL 60089

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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:

Should a new acquisition be procured for the Siemens Apogee Building Automation Systems

Mainteannce and Monitoring Services at the Greater Los Angeles VA Healthcare System in

FY26, the agency is committed to taking the necessary action outlined above to remove barriers to competition and ensure a fair and open procurement process for subsequent acquisitions.

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.

____________________________ 06/01/2026

Jennell Date

Contracting Specialist

NCO 22

13. Approvals in accordance with the

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

Helena Roba Date

Services Branch III, Chief/Contracting Officer

NCO 22