P03_UPS Battery Replacement_JA_FAR13_20250626.final_NE.pdf

DEPARTMENT OF VETERANS AFFAIRS

Office of Procurement, Acquisition and Logistics (OPAL)

Strategic Acquisition Center (SAC) 5202 Presidents Ct, Suite 103

Frederick, MD 21703

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR

CERTAIN COMMERCIAL ITEMS IN ACCORDANCE WITH FEDERAL ACQUISITION

REGULATION (FAR) 13.5

(1) Identification of the agency and contracting activity, and specific identification of the document as a “Sole Source Justification Under Simplified Procedures for Certain Commercial Items in Accordance with Federal Acquisition Regulation

(FAR) 13.5.”

This sole source justification under simplified procedures for certain commercial items is executed by the Department of Veterans Affairs, Strategic Acquisition Center-Frederick (SAC-F), on behalf of the Capital Region Readiness Center (CRRC) in Martinsburg, WV.

(2) The nature and/or description of the action being approved, i.e., sole source under procedures for certain commercial items in accordance with FAR 13.5.

This is a new sole source action under FAR 13.5 to procure replacement UPS batteries and a compatible battery monitoring system for the CRRC data center. The proposed contractor is Sure Power Inc. The contemplated contract type is Firm Fixed Price.

(3) A description of the supplies and/or services required, including the delivery schedule and/or the period of performance (inclusive of all option periods), and the estimated dollar value of the acquisition.

This procurement replaces existing UPS batteries with EnerSys DataSafe® 12HX680F- FR front-terminal VRLA batteries, along with the installation and configuration of a compatible integrated battery monitoring system.

Configuration, commissioning, and training is included.

Battery Specifications:

Model: 12HX680F-FR Voltage: 12V

Capacity: 680W/cell at 15-minute rate to

1.67 VPC at 77°F (25°C).

Operating Temperature Range: 68°F to 77°F (20°C to 25°C)

Short Circuit Current: 5960 Amperes Float Voltage: 2.25 – 2.28 V per cell

Self-Discharge Rate: Less than 10% after 90 days at 77°F (25°C)

Case Material: UL94 Flame Retardant Polypropylene

Strategic Acquisition Center (SAC)

Maximum Charging Current: 40 Amperes Amp-Hour Rating: 148 Ah

Dimensions: 21.3" L x 8.4" W x 9.7" H Maximum Discharge Current: 1200 Amperes

Terminal Type: Front access, 5/16-18 UNC thread

Weight: 148 lbs

The 12HX680F-FR batteries are specifically designed for high-rate UPS applications, offering a compact footprint and front-terminal access for ease of maintenance. Their design aligns with the existing UPS infrastructure at CRRC, ensuring compatibility and reliability. The addition of a battery monitoring system will provide real-time diagnostics and enhance the overall performance and safety of the UPS system.(Computer Sites, Power Storage Solutions)

Period of Performance: 02/03/2025-02/02/2026

Estimated Dollar Value: $546,000.00

(4) The statutory authority permitting sole source.

This action is under the procedures of Federal Acquisition Regulation (FAR) 13.5 under the authority of:

☑ 41 U.S.C. 1901, Simplified Acquisition Procedures

☐ 41 U.S.C. 1903, Special Emergency Procurement Authority

This acquisition is conducted under the procedures of FAR subpart 13.5, used in accordance with the authority of 41 U.S.C § 1901. FAR 13.5 authorizes the use of Part 13 simplified procedures for certain commercial items. Acquisitions conducted under simplified acquisition procedures are exempt from the competition requirements listed in FAR Part 6. FAR 13.501(a)(1). Instead, Contracting Officers are required to promote competition to the maximum extent practicable. FAR 13.104. FAR Part 13 requires the agency to justify in writing sole source acquisitions. FAR 13.501(a)(1)(i). The agency may solicit from only one source if the circumstances of the contract action deem only one source reasonably available. FAR 13.106-1(b)(1)(i).

(5) A statement demonstrating the unique qualifications of the proposed contractor or the nature of the action requiring use of the authority.

The proposed vendor, Sure Power, is uniquely qualified to perform this procurement based on their history, technical expertise, and integration capability with the CRRC’s existing infrastructure. Sure Power installed the original UPS battery banks and successfully completed the last two replacement cycles. In 2019, despite not having

Strategic Acquisition Center (SAC) won a recompete which was instead awarded to a small business entity, Sure Power stepped in and completed the installation. An incident involving a power supply technician, the owner of the awardee small business, who was inspecting the UPS system and intending to ultimately configure and install new batteries, occurred which led to his death, on site, at the CRRC. Despite having provided a technical response that described their understanding of the UPS system, and its particular and required configuration of the batteries, the owner/technician made a critical error and came into direct and unprotected contact with the power system causing his electrocution and ultimate death. The accident would lead to the dissolution of the small business. Sure Power was consulted by the CRRC Building Engineer, and contract COR, in hopes of determining any inherent, yet unrealized risks that might be further encountered, and perhaps mitigated. Sure Power, despite not having won the competition for the batteries replacement effort, ungrudgingly offered their services to complete the install safely and properly which demonstrated their reliability and familiarity with the CRRC system. It is the program’s desire to avoid any further accidents or risk of injury, and make a sole source award to Sure Power, effectively ensuring a knowledgeable and safe replacement and proper configuration of the UPS batteries.

Sure Power is the authorized supplier capable of delivering and integrating the EnerSys DataSafe® 12HX680F-FR sealed lead-acid batteries with the existing UPS systems at CRRC. The batteries meet exacting form factor, terminal configuration, and tray layout requirements that ensure direct compatibility, avoiding the need for costly and risky modifications.

In addition to supplying batteries, Sure Power offers a fully compatible battery monitoring system (BMS) solution that integrates with CRRC’s UPS network. This monitoring system ensures real-time data on impedance, voltage, and temperature, which is critical for compliance with federal data center power standards.

Sure Power’s proven track record and OEM-aligned capabilities, their acute awareness of the inherent dangers, and their heightened sensitivity to operational risk, make them uniquely qualified to deliver a complete, safe, and standards-compliant solution without risking mission-critical uptime.

(6) A description of efforts made to ensure offers/quotes are solicited from as many potential sources as is practicable, including whether a notice was or will be publicized as required by FAR 5.2 and, if not, which exception under 5.202 applies.

Brand-name or compatible justification will be posted with the solicitation per FAR 5.102(a)(6). Market research confirms limited sources provide drop-in replacements and BMS integration with current equipment.

https://www.acquisition.gov/far/part-5#FAR_Subpart_5_2 https://www.acquisition.gov/far/part-5#FAR_5_202

Strategic Acquisition Center (SAC)

(7) The anticipated dollar value of the proposed acquisition, including options if applicable, and a determination by the contracting officer that the anticipated cost to the government will be fair and reasonable. [Note: dollar amounts may not exceed statutory limitations for use of the simplified procedures under FAR 13.5.]

Estimated value is $546,000.00. Fair and reasonable pricing will be based on IGCE, recent battery contracts, vendor quotes, and GSA schedule price lists.

(8) A description of the market research conducted and the results or the reason market research was not conducted.

Research included industry outreach and reviews of GSA eLibrary and Schedule 70.

Very few vendors offer compatible battery systems that match the form factor, terminal layout, and monitoring protocol.

(9) Any other facts supporting the use of sole source.

Installation of incompatible systems would require reengineering of battery trays, cabling, UPS settings, and monitoring platforms, risking operational disruption and increased cost.

(10) A listing of the sources, if any, that expressed, in writing, an interest in the acquisition.

No other vendors have submitted written expressions of interest.

(11) A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required.

Future UPS refresh efforts may include systems with broader vendor compatibility.

Current procurement must ensure continuity and minimize risk of mission effectiveness and data loss.

(12) Evidence that any supporting data that is the responsibility of technical or requirements personnel (e.g., verifying the Government’s minimum needs or requirements or other rationale for an exception to fair opportunity) and which form a basis for the justification have been certified as complete and accurate by the technical or requirements personnel.

Strategic Acquisition Center (SAC)

I certify that the supporting data under my cognizance, which are included in this justification, are accurate and complete to the best of my knowledge and belief.

Signature: _________________________________ Date: ____________ Michael Boynton

CRRC Facility Engineer

Office of Information Technology

(13) Contracting officer certification that the justification is accurate and complete to the best of the contracting officer ’s knowledge and belief.

I certify that this justification is accurate and complete to the best of my knowledge and belief. As this action does not exceed $750,000, the certification below required by FAR 13.501(a)(2)(i) serves as approval.

Signature: _________________________________ Date: ____________

Nicole Egan Contracting Officer Strategic Acquisition Center