Redacted JA CAFM_Redacted.pdf

Capital Assets Facilities Management System Software and Support

CONTROL NUMBER: VA-26-00023047

JUSTIFICATION FOR AN EXCEPTION TO FAIR OPPORTUNITY

1. Contracting Activity: Department of Veterans Affairs (VA) Office of Procurement, Acquisition, and Logistics Technology Acquisition Center 23 Christopher Way Eatontown, NJ 07724

2. Description of Action: The proposed action is for a firm-fixed-price (FFP) sole source action for brand name VLogic Facilities Maintenance software and support to be issued under the National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement V (SEWP) Government wide Acquisition Contract (GWAC) with Alvarez, LLC (Alvarez) at 161 Fort Evans Rd NE Ste 335, Leesburg, VA, 20176.

3. Description of Supplies or Services: The VA, Bay Pines Health Care System (BPHCS) has a requirement for brand name VLogic Facilities Maintenance software and support its Capital Asset and Facilities Management (CAFM) system. The CAFM system supports the generation of accurate building and facility reports on resource usage, rapid response to maintenance problems, re-configuration requirements, space planning, energy planning, fire/life safety and security planning. The CAFM system positively impacts patient care, while reducing operating and capital costs by improving the effectiveness and efficiency of these operations. The CAFM system provides for an accurate field verified record set of as-built drawings which are incorporated into an online secured database (iDrawings) that is serviced by VLogic’s FM Access System;

data associated with the facilities system components; and a tool store to manage and report on the drawings and data. The BPHCS requires VLogic FM software to develop as-built drawings and implement its CAFM system using VLogic System’s software product called VLogicFM Access. The BPHCS, like other medical centers, needs to use the system for automatically generating and reporting on usage of buildings for various functions called space drivers. These reports called Capital Assets Inventory (CAI) reports need to be accurate, up-to-date and timely so that Veterans Integrated Service Network (VISN) headquarters and Central Office can make appropriate decisions.

VLogic CAFM product contains a module that they have built specifically for the VA for CAI reporting purposes. VA requires a solution which is Federal Risk and Authorization Management Program (FedRAMP) approved and has a VA Authority to Operate (ATO).

The period of performance shall be one, 12-month base period with three, 12-month option periods. The total estimated price of the proposed action is , inclusive of all options.

4. Statutory Authority: The statutory authority permitting other than full and open competition for this acquisition is 41 U.S.C. 3304(a)(5), “Authorized or Required by Statue”, as implemented by Revolutionary Federal Acquisition Regulation Overhaul (RFO) VA Deviation 16.507-6(b)(5). For this action, 38 U.S.C. 8127(c), known as the Veterans First Contracting Program provides the authority to directly contract with a

Service-Disabled Veteran-Owned Small Business (SDVOSB) or a Veteran-Owned Small Business (VOSB).

5. Rationale Supporting Use of Authority Cited Above: The current CAFM infrastructure at the BPHCS is based on existing VLogic software licenses. Only VLogic or its resellers can provide VLogic software and support to perform the necessary CAFM functions. Access to the proprietary software code is required for the provisioning of the software as well as maintenance support inclusive of troubleshooting, updates, fixes, patches, and upgrades. The software and maintenance services are vital to VA for continued VLogicFM Software sustainment of the VA’s ability to support the generation of accurate reports on resource usage, rapid response to maintenance problems, re-configuration requirements, space planning, energy planning, and security planning. The brand name VLogic software and support is required for minor software upgrades and patches. These upgrades/patches provide new feature sets, address program errors in prior versions, and provide security enhancements. VA requires upgrades and patches for its existing VLogic software and only VLogic, or an authorized reseller, can provide the necessary software upgrades and patches because of the propriety source code required to develop and implement software updates. Since the software is proprietary, a legal restriction is placed on access to the software code that is required in order to develop upgrades and patches to the software. Without this access, it is impossible to modify the software code as necessary to provide the required patches and upgrades.

Access to this code is also needed to ensure all the services provided are completed and properly configured. For this reason, no other source other than VLogic or its authorized resellers can provide the required technical support for the requirement, such as assistance via phone and email, as well as all software upgrades and patches.

Due to these proprietary restrictions, the use of any other software maintenance provider would necessitate the complete replacement of the existing VLogic infrastructure in place.

The estimated cost and time for such a replacement would be approximately $6,000,000.00 and 14 months. These estimates are based on historical implementation efforts of similar size. These estimated duplicative costs would not be recovered through competition of a new CAFM solution. Additionally, a strong CAFM system is essential to successful maintenance and renovation of critical spaces and planning outcomes. Without the use of robust CAFM system for 14 months, the ability to maintain accurate field verified record set of as-builts would degrade over time. This would have a significant impact on facilitating essential engineering and construction level activities.

Many, if not all the functions described above would cease, which would degrade the viability of hospital readiness as it relates to present and future Veteran care. Therefore, it is in the best interest of the Government to maintain and extend the use of the existing brand name Vlogic software and support. The proposed source for this acquisition is Alvarez, LLC. Alvarez is a certified SDVOSB and is technically qualified to provide the VLogic FM Software and Support. In addition, as detailed in Section 8 below, Alvarez is the only authorized SDVOSB reseller identified by the Original Equipment Manufacturer for the required VLogic FM Software and Support.

6. Efforts to Obtain Competition: Market research was conducted, as discussed in Section 8 of this justification. Upon determination that a sole source award to Alvarez was in the best interest of the Government, The Contracting Officer confirmed that Alvarez meets all of the requirements detailed in VA Acquisition Regulation (VAAR)

819.7008. Consistent with the guidelines of the Veterans First Contracting Program, the proposed action described herein will be synopsized and this justification will be posted on the Contracting Opportunities Page in accordance with RFO Part 5.

7. Actions to Increase Competition: The Government will continue to conduct market research to ascertain if there are changes in the marketplace that would enable future actions to be competed.

Market Research: In January 2026, the Contract Specialist conducted market research by reviewing similar software tools through internet research to include OfficeRnD, Eptura, and Ronspot. A government technical expert determined that these products were not found to have the ability to interoperate with the existing BPHCS CAFM infrastructure. While these software developers provide products that perform similar functions, they are not configured to work with the existing CAFM infrastructure. Selecting an alternate product would require replacement of the existing infrastructure leading to substantial duplication of cost and time as detailed above, and therefore would not be in the best interest of the Government.

Additionally, since VLogic software is proprietary, no other vendor can provide the required software maintenance and technical support. Licensing for VLogic software, however, can be procured from VLogic or its approved resellers. To continue to correct bugs or remediate security vulnerabilities in the software, access to the source code is required. No other vendor, other than the software developer, has access to this source code. Other software developers that offer similar products merely provide software maintenance and technical support for their own proprietary software products. On January 23, 2026, the Contract Specialist confirmed that Alvarez, LLC. is the only SDVOSB approved VLogicFM Software and Support reseller. As a result of the aforementioned market research and justification, a determination has been made that the resulting solicitation will be solicited to Alvarez on the NASA SEWP V GWAC.

9. Other Facts: The Procuring Contracting Officer has determined that this proposed action meets all the requirements of 38 U.S.C. 8127(c) and VAAR 819.7008. This acquisition is below the $5,000,000.00 threshold, Alvarez, LLC is a responsible SDVOSB for performance of the services described herein, and the proposed contract can be awarded at a fair and reasonable price and award to Alvarez, LLC is in the best interest to the Government.

Advocate for Competition Approval

In my role as the procuring activity Advocate for Competition, based on the foregoing justification, I hereby approve the acquisition for the existing brand name VLogic Facilities Maintenance software and support on an other than fair opportunity basis pursuant to the authority cited in Section 4 above, subject to availability of funds, and provided that the property and services herein described have otherwise been authorized for acquisition.