PG_Part806.3_Atch1_FAR6_JA_OVER_SAT - Without Pricing 2.1 - APPROVED.pdf

VHAPG Part 806.3 OFOC Revision: 03 Effective Date: 04/15/24 Acquisition ID#: 36C250-24-AP-3064

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C250-24-AP-3064

1. Contracting Activity: Department of Veterans Affairs, VISN 10, Dayton VA Medical Center. 2237# 552-24-4-6102-0034

2. Nature and/or Description of the Action Being Processed: This procurement is to provide additional devices to the pre-existing Hyperspike (manufactured by Carrier/Edwards) emergency speaker system and to upgrade the pre-exiting speakers and devices directly related to the system’s performance. This will be a new, stand-alone firm fixed price contract.

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

VAMC the following supplies and services are required:

Building 330 (PD) & Building 127Items/Services Quantity Ext. Price

LED Display/Support Module 3

LED Display/Control Module 8

Audio Source Unit Memory Expansion 1

Supplies cables & connectors 1

Subtotal

Building 320 Items/Services Quantity Ext. Price

25/70/100V Encompass Transformer 1 TCPA-Q 4 Speaker Outdoor Array Loudspeaker

(GREY)

Encompass 300Watt LT Amplifier 1

TCPA Q Tripod Mounting System 1

TCPA-Q Batteries 1

Ballast and Cinderblocks 1

Dual Signature Driver Controller 1

Zoned Amplifier, 20 Watt, Class A/B 1

LED Display/Control Module 3

Primary Power Supply 1

PS-12100H 12V 10.5AH 2

Dual Input Module 2

Single Input Module 1

Control Relay Module 2 Surge Protection, miscellaneous parts and hardware

Acquisition ID#: 36C250-24-AP-3064

Building 330 Penthouse Items/Services Quantity Ext. Price

Central Processor Unit Module 1

Network Communications Card, Class A 1

Dual Signature Driver Controller 1

Zoned Amplifier, 20 Watt, Class A/B 1

Liquid Crystal Display Module 1

LED Display/Control Module - 12 Switches 3

Primary Power Supply 1

PS-12400B 12V40.Panel Battery 2

Chassis Assembly 1

Remote Closet Enclosure - Red 1

Dual Input Module 2

Single Input Module 1

Control Relay Module 2

MA-2 3200 Watt High Powered Loudspeaker (GREY) 1

MA-2 3200 Watt Amplifier Cabinet 1

25/70/100V Encompass Transformer 1

Amplifier Cabinet Wall Mount Assembly 1

MA Series Tripod Mounting system for MA-2 1

MA-2 Batteries 1

Ballast and Cinderblocks 1

Surge Protection, miscellaneous parts and hardware 1

The above mentioned items are required for the successful operation of the upgraded Hyperspike system. The services of the project manager, engineer, fire alarm technician, roof penetration contractor and electrical contractor (not sole sourced) are estimated to be $XX.XX. Therefore the total estimated value of the acquisition is $X.XX. The estimated period of performance is 120 calendar days.

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

(X) (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(a)(2)(ii)(A);

( ) (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;

Acquisition ID#: 36C250-24-AP-3064

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 Dayton VAMC has a Hyperspike Emergency Speaker system infrastructure in currently in operation. This essential communication system is classified as a major, highly specialized system and is critical in executing a coordinated, campus wide, response to an emergency situation. No other system at the Dayton VAMC has the capability to reach the entire campus, (to include those outdoors) with the same speed and efficiency. Compatibility among all of the pre-exiting and new equipment is critical in mitigating any negative outcomes in these situations, by getting people and resources the right place, at the right time.

The VA COR has indicated that systems such as these are proprietary in nature. Furthermore, attempts to add non Hyperspike items to this device network is likely to create compatibility and reliability issues. Based upon these facts, competition could only be achieved by purchasing another separate speaker system network. That purchase would create a substantial duplication of cost for the Dayton VAMC, and the taxpayer. Accordingly, Edwards/Carrier (manufacturer of Hyperspike) is the only firm capable of providing the supplies described in Section III above without the Veteran’s Health Administration experiencing substantial duplication of cost that could not be expected to be recovered through competition.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: The Contract Specialist (CS) located the “Strategic Partner” listing for the manufacturer of the Hyper Spike system. The listing indicated that 7 firms near the Dayton VAMC appear to be strategic partners. The CS emailed the points of contact for each partner to gauge interest in receiving an RFQ for the purchase and installation of the Hyper Spike components, specified above. Currently, 1 partner provided a quote that was contained within the customer’s procurement package. None of the businesses identified appear to be SBA certified SDVOSBs or VOSBs. However one SDVOSB GSA contract holder has expressed interest. Furthermore, a check of the SBA’s Vet Cert database indicates that 1,218 SDVOSB/VOSB entities have the appropriate NAICS code for the procurement (561621). Therefore, the CS expects to issue a combined synopsis RFQ set-aside for SDVOSBs, to purchase and install the sole source equipment detailed above.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: Because this procurement will be competed among up to 1,218 SDVOSBs (as indicated in item 6), the CO anticipates that the cost will be fair and reasonable.

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

Reasons Market Research Was Not Conducted: The market research conducted for this specific procurement is detailed in item 6 above. The results (detailed on a MRR signed by the CO & placed in the eCMS file) indicate that this will be a SDVOSB set-aside procurement. The decision to set aside is consistent with U.S. Supreme Court Decision:

§8127 and the Rule of Two.

Acquisition ID#: 36C250-24-AP-3064

ADAM

CARLSON

Digitally signed by

ADAM CARLSON

Date: 2024.07.09

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

Specifying the J&A to apply to equipment only and not services allows for full and open competition, after (the exclusion of sources). This mitigates some of the risk associated with getting fair and reasonable pricing in a sole source environment, while complying with the VA Rule of Two.

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

Integrated Protection Services Garber Acumen Building Solutions Silco Fire & Security Everon Solutions Northwestern Ohio Security Systems

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: As indicated in item 9 above, the CO and CS made the determination to ensure competition in the installation services portion of this procurement, by limiting the scope of this J&A. If successful the CO & CS will recommend this approach to other NCO 10 Contracting colleagues.

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.

Adam Carlson Date Interim Chief of Engineering Dayton VA Medical Center

(Please see the following page for item 13)

Acquisition ID#: 36C250-24-AP-3064

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.

Brian S. Kish Date Contracting Officer Network Contracting Office (NCO) 10 https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPM/VHAPM_Part_806.3.aspx