JOFOC_-_Springfield_Chiller_11.24.15_1.pdf

U.S. Department of Justice Federal Bureau of Prisons U.S. Medical Center for Federal Prisoners 1900 W. Sunshine Street

Springfield , MO 65807

November 17, 2015

MEMORANDUM FOR JILL D. RYAN, CHIEF, FIELD ACQUISITION OFFICE

THRU:

FROM:

SUBJECT:

Linda Sanders, Warden

Justification for Other than Full and Open Competition (JOFOC) for York Chiller

The purpose of this memorandum is to request your approval of the attached JOFOC for a York Chiller for the Facilities Department at the U.S. Medical Center for Federal Prisoners (MCFP), Springfield .

This JOFOC is being submitted for approval in accordance with Federal Acquisition Regulation (FAR) 6.302-1(c), only one responsible source and no other supplies or services will satisfy agency requirements. It is the mission of MCFP Springfield to provide competent and appropriate mental health care to the inmate population. In an effort to maintain the continuity of care and the orderly running of MCFP Springfield, it is necessary to procure a York Chiller, cooling tower and condensate and chilled water pumps to replace the failed chiller system that serves our 10 building unit. This unit houses our mental health inmates. Failure to provide a controlled climate can contribute to agitation of this population causing a safety and security concern . Procurement of this complete chiller package is essential to the Government's requirements, thereby, precluding consideration of a product manufactured by another company.

1. Agency:

Department of Justice Federal Bureau of Prisons U. S. Medical Center for Federal Prisoners 1900 W. Sunshine Street Springfield , Missouri 65807

Justification for Other than Full and Open Competition Page 1of5

2. Nature/Description of action being approved:

The U.S. Medical Center for Federal Prisoners is requesting approval of a brand name sole source justification for procurement of a York Chiller Package to include a 275 ton York Steam Driven Single Effect Absorption Chiller, cooling tower and condensate and chilled water pumps as identified below.

3. Description of services and estimated value:

A supply contract consisting of the purchase of a specified interoperable air-conditioning system designed to meet our unique requirements consisting of the following four (4) primary pieces of equipment:

1. York 275 ton Steam Driven Single Effect Absorption Chiller Model# YIA-ST-382- 28-C-S-D

2. Sys-Kool induced draft counter flow cooling tower Model # AT 19-711 with additional requirements of EVAPAK fill, premium efficient inverter capable fan motor, welded stainless steel cold water basin, access ladder, flanged inlet and outlet connections, vibration switch, and a 20 HP 208/3 variable frequency drive

(VFD)

3. Dual arm vertical in-line pumps with variable frequency drives (VFDs), sized to match chiller flow rate

4. Dual arm vertical in-line pumps without variable frequency drives (VFDs), sized to match cooling tower flow rate

All equipment shall be delivered to the work site within the secure perimeter of the fence. The government will be responsible for unloading, proper placement and installation. The vendor will provide a quote inclusive of freight and equipment charged and start-up fees following government installation. The total estimated amount is $370,000.00.

4. Statutory authority permitting other than full and open competition:

10 U.S.C. 2304(c)(1) or 41 U.S.C. 3304(a)(1), Only one responsible source and no other supplies or services will satisfy agency requirements.

5. Demonstration that the nature of the acquisition requires use of the authority cited:

Circumstances dictate only one manufacturer, York, can provide the above chiller required for our institution. The requested chiller package including chiller, cooling tower and pumps can only be provided by one manufacturer for the following reasons:

MCFP Springfield 's most recently purchased chiller is a York chiller. Due to technology advancements, specific software is now required to make adjustments to chiller system daily operations. York software is already installed at our institution. Facility staff are trained and familiar with this equipment and software. Additional justification for limiting to one manufacturer is supported as the Facilities department will be constructing a new

Justification for Other than Full and Open Competition Page 2of5 metal building to house and protect the new equipment. The building's foundation cannot be constructed until Facilities is able to identify a specific chiller, cooling tower and pumps. Exact dimensions and specifications must be identified due to structural requirements that must be known in order to construct the concrete pads that will support the weight of the equipment. Beginning construction of the building's concrete foundation is critical due to the winter months approaching. Identification of the York chiller was required in order to ensure proper site prep work prior to installation. In addition, the 10 building cooling tower is undersized. This requirement will be solicited as a complete chiller package to ensure the cooling tower and pumps are compatible with the specified chiller and all structural requirements for the foundation of the cooling tower can be prepared prior to delivery and installation. No other source can meet our needs at this time.

6. Efforts made to solicit from as many potential sources as practicable, including whether a notice was or will be publicized as required by subpart 5.2 and, if not, which exception under 5.202 applies:

Market research revealed circumstances dictate only one manufacturer can provide the York chiller and related equipment being requested. A Synopses of Proposed Contract Action will be posted to the Federal Business Opportunities website, along with this Justification for Other Than Full and Open Competition as a result of the Brand Name requirement in accordance with FAR 5.102(a)(6).

7. Contracting Officer's determination that the cost to the Government will be fair and reasonable:

Price reasonableness will be based on the independent government estimate and competitive quotes received from vendors capable of supplying the specified equipment.

8. Description of market research:

Market research revealed the 275 ton York chiller package is not available from a GSA/FSS contractor. It is open market pricing and only available from an authorized distributor. There are no other brands that can meet our needs at this time. This is being solicited as a chiller package, as the cooling tower and condensate and chilled water pumps must be compatible with the requested chiller and the exact dimensions known. This information was received from technical staff, research on the internet, and contact with potential vendors.

9. Other facts supporting the use of other than full and open competition:

The 1 O building chiller provides conditioned air to the mental health unit and is currently inoperable, non-repairable and requires replacement. Presently, the entire load of 10 building's air is being placed on the existing 2 building chiller, which is the institution's oldest chiller. Failure to procure a chiller, cooling tower and pumps quickly to relieve

Justification for Other than Full and Open Competition Page 3 of 5 the additional load on the 2 building chiller could cause additional damage to that chiller which supplies conditioned air to 2 building and 4 building. This would not only affect our mental health unit, but our Special Housing Unit and our Food Service Department, among others. Market research indicates there is an approximate 1 O week manufacturing lead time for the York chiller. Procurement of the York chiller is necessary so the foundation is able to be completed prior to winter months to ensure the equipment is installed prior to the spring. This will ensure the orderly running of the institution and avoid additional rental expenses of $17,000.00 a month for a portable chiller.

10. List of sources expressing in writing interest in the acquisition:

None.

11. Action taken, if any, to remove or overcome any barriers to competition:

None.

Justification for Other than Full and Open Competition Page 4 of 5

12. Contracting Officer Certification:

This certification is accurate and complete to the best of my knowledge and belief.

Submitted by:

{114<.u¥=c--christy D. Bruner Supervisory Contract Specialist U.S. Medical Center for Federal Prisoners

Concurrence of:

L~ Warden U.S. Medical Center for Federal Prisoners

Approved by:

Jill D. Ryan, Chief Field Acquisition Office

Justification for Other than Full and Open Competition

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