P03 SSJ - Ice and Water Machines.pdf

VHAPG Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under the SAT

Revision: 01 Effective Date: 11/15/2024 Page 1 of 3 Acquisition ID#: 36C244-25-AP-2038

DEPARTMENT OF VETERANS AFFAIRS

Justification for Single Source Awards IAW FAR 13.106-1 For

Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K)

Acquisition Plan Action ID: 36C244-25-AP-2038

1. Contracting Activity: Department of Veterans Affairs, Network/Program Contracting Office 04, in support of VISN 4 – Wilmington VA Medical Center at 1601 Kirkwood Hwy, Wilmington, DE 19805.

2237 # 460-25-1-5384-0002.

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount:

The Wilmington VA Medical Center needs to replace the existing outdated Ice Machines in the following locations; 5th Floor Wound Care, 3rd Floor ICU Unit, 3rd Floor PACU, 3rd Floor GU/GI Unit and the 4 E & W Patient Care Units. There’s been multiple work orders to repair the current Ice machines. However, these ice machines are beyond their life expectancy. We are requesting the specific Follett units due to multiple features that only this brand offers. Follett Products, LLC, Model No's. 12CI425A-S (4) & 25CI425A-S (2) Symphony Plus Ice & Water Dispenser, along with respective base stands and leg kits.

Item # Qty Description

12CI425A-S 4 Follett Symphony Plus Ice and Water Dispenser, countertop, SensorSAFE dispense, integral ice machine, Chewblet nugget ice, air-cooled condenser, 425 lb. production/24 hours, 12 lb. storage capacity, stainless steel exterior

12BASE-HC 4 Base stand for 12CI Series ice and water dispensers with high capacity carbon filter system (00978957) installed.

25CI425A-S 2 Symphony Plus Ice and Water Dispenser, 115/60 voltage, countertop, SensorSAFE dispense, removable ice machine, automatic load, Chewblet nugget ice, air-cooled condenser, 425 lb.

production/24 hours, 25 lb. storage capacity, stainless steel exterior

00188417 2 4" Leg Kit for 25CI and 50CI series https://www.acquisition.gov/?q=/browse/far/13

Effective Date: 11/15/2024 Page 2 of 3 Acquisition ID#: 36C244-25-AP-2038

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used:

• The ice produced with these ice machines (called Chewblet ice) is better suited for patient care applications. This compressed ice is formed in nuggets and allows the ice to be chewed due to is softness aspects. These are typically preferred over cubes or shaved options. Also includes one-hand operation infrared dispenser which reduces contamination.

• These units have automatic self-flushing operations that allow for removal of impurities. This feature performs a refresh of supply water automatically when sitting idle for a designated period of time.

• The self-flushing operations also come into play during maintenance procedures. This essentially allows for self-cleaning of multiple critical components without having to remove them. This exceptional feature allows for the cleaning and sanitizing of the unit in only 1 hour.

• These units utilize a feature called Quiet Night, which puts the unit into a sleep mode when idle.

This allows for better conditions in the ICU and In-Patient areas.

• Parts are readily available, and the Follett warranty is better than most with 3 years parts and labor, 5 years on compressor parts. These units require a fraction of labor hours required for preventative maintenance as compared to other popular brands. In comparison to other brands over long operating periods, common issues that occur with other brands of Ice Dispensers do not occur with Follett machines. This includes design issues that allow for drain traps to become clogged and cause overflowing and flooding, hard to access parts where cleaning is difficult resulting in possible growth of bacteria/mold, and overall reliability of ice making capabilities.

4. Description of market research conducted and results or statement why it was not conducted:

To determine equipment capable of fulfilling the Government’s need, market research was conducted focusing on available products within the industry. Market research evaluated multiple providers. The following key factors were considered:

• Ability to dispense both Ice and Water from the unit via sensors to reduce contamination.

• Features associated with ease of maintenance procedures.

• Equipment’s noise footprint in relation to proximity to patient care areas.

• Equipment’s ice production capability along with storage capacity.

Market research was conducted by searching GSA product listings, Supply Chain Master Catalog (SCMC), Original Equipment Manufacturer (OEM) information, and utilizing keyword searches for capable equipment.

Results indicated equipment lacked various capabilities; including the ability to turn off when idle, various ice production rates, and features associated with the air-cooled condenser.

Market research indicated FOLLETT has authorized distributors capable of providing equipment to the Government: 3 Service-Disabled Veteran-Owned Small Businesses were identified. It is anticipated that the acquisition will be conducted as a SDVOSB set aside on the open market. There is a SBA Class Waiver for the Nonmanufacturer Rule for NAICS 333415 and the OEM is a Large Business.

Effective Date: 11/15/2024 Page 3 of 3 Acquisition ID#: 36C244-25-AP-2038

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

____________________________ February 27, 2025 Name: Andrea Aultman-Smith Date Title: Contracting Officer, NCO4 Commodities 1 https://acquisition.gov/far/current/html/Subpart%2013_1.html#wp1125466