Sole Source_GWEF_Final_Redacted.pdf

Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

CONTROLLED UNCLASSIFIED INFORMATION

March 2023 CONTROLLED UNCLASSIFIED INFORMATION Page 2 of 4March 2023 CONTROLLED UNCLASSIFIED INFORMATION Page 2 of 4

I. Contracting Activity.

Air Force Test Center, Installation Operational Contracting Division, Eglin Air Force Base, FL

II. Nature and/or description of the action being processed.

The 796th Civil Engineer Squadron (CES) has a critical requirement for a one-year lease of a portable 430-ton water-source Trane chiller at the Guided Weapons Evaluation Facility (GWEF). This is necessary to maintain climate control within the facility during the ongoing construction. A competitive solicitation for the long-term maintenance of the new Trane chillers is currently underway, with an anticipated award date in mid-to-late 2026. Maintaining uninterrupted climate control is essential for mission-critical operations.

The Air Force Installation Contracting Center (AFICC) currently has an active Justification and Approval (J&A) dated, 23 July 2024. This Brand Name Class J&A covers all DAF HVAC chiller purchases from 1 October 2024 to 30 Sept 2029.

III. Description of supplies/services required to meet agency needs.

The contractor must provide and maintain all necessary materials and equipment for multiple temporary HVAC connections to the GWEF. The existing Trane chiller is in a state of disrepair, experiencing pressure loss and an inability to maintain required temperatures for mission-critical operations. The current rate of leakage is substantial, rendering the existing system unreliable for the approaching warmer months. Failure of the existing Trane chiller would result in the immediate cessation of operations at the Guided Weapons Evaluation Facility due to the stringent climate control requirements of the highly sensitive equipment housed within.

IV. Statutory authority permitting other than full and open competition.

Given the critical and time-sensitive nature of this requirement, the current contractor has been instrumental in maintaining the existing temporary Trane chiller. Re-soliciting this requirement poses a significant risk of operational disruption and potential damage to mission-critical equipment housed within the GWEF. Furthermore, the government cannot risk any lapse in service given the potential consequences

V. Demonstration that the contractor's unique qualifications or nature of the acquisition requires the use of the authority cited above (applicability of authority).

Due to the criticality and urgency of maintaining uninterrupted climate control at the GWEF, a sole-source award is being pursued to avoid potential operational disruptions. The current contractor possesses specialized knowledge of the GWEF's complex requirements and has been instrumental in maintaining the existing temporary chiller. The ongoing construction at the GWEF may necessitate the addition of another temporary chiller to bridge the gap until the two new permanent chillers are installed. This further underscores the need for a contractor with established expertise and familiarity with the site. Re-soliciting this requirement would introduce unacceptable risk to mission-critical equipment and operations. Therefore, publicizing this requirement as outlined in FAR Subpart 5.2 is

Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

March 2023 CONTROLLED UNCLASSIFIED INFORMATION Page 3 of 4March 2023 CONTROLLED UNCLASSIFIED INFORMATION Page 3 of 4 not practicable, and the government intends to utilize the exception at FAR 5.202(a)(2), "Unusual and compelling urgency." This exception applies because the government would be seriously injured if the agency complies with the time periods specified in 5.203. The urgency arises from the deteriorating state of the existing chiller and the imminent need for uninterrupted cooling to protect sensitive equipment within the GWEF.

VI. Description of efforts made to ensure that offers are solicited from as many potential sources as practicable.

N/A

VII. Determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

Before awarding the contract, the Contracting Officer will ensure the quoted prices are fair and reasonable in accordance with FAR 13.106-3(a)(2).

VIII. Description of the market research conducted and the results, or a statement of the reasons market research was not conducted.

Limited market research was conducted due to the critical time sensitivity of this requirement and the potential for mission disruption. The focus was primarily on identifying providers capable of immediately maintaining the existing temporary chiller system and ensuring uninterrupted climate control at the GWEF. Given the specialized nature of the existing setup and the urgency of the situation, extensive market research was deemed impractical and potentially detrimental to ongoing operations. The existing contractor's familiarity with the GWEF's unique requirements and their current role in maintaining the temporary chiller system were key factors in this assessment. A broader market search could introduce unacceptable delays and risk to critical equipment due to the existence of a fully qualified & experienced contractor already performing on Eglin AFB.

IX. Any other facts supporting the use of Other Than Full and Open Competition.

Given the critical and time-sensitive nature of this requirement, the current contractor has been instrumental in maintaining the existing temporary Trane chiller. Re-soliciting this requirement poses a significant risk of operational disruption and potential damage to mission-critical equipment housed within the GWEF. Furthermore, the government cannot risk any lapse in service given the potential consequences.

Due to the criticality and urgency of maintaining uninterrupted climate control at the GWEF, a sole-source award is being pursued to avoid potential operational disruptions. The current contractor possesses specialized knowledge of the GWEF's complex requirements and has been instrumental in maintaining the existing temporary chiller. The ongoing construction at the GWEF may necessitate the addition of another temporary chiller to bridge the gap until the two new permanent chillers are installed. This further underscores the need for a contractor with established expertise and familiarity with the site. Re-soliciting this requirement would introduce unacceptable risk to mission-critical equipment and operations. Therefore, publicizing this requirement as outlined in FAR Subpart 5.2 is not practicable, and the government intends to utilize the exception at FAR 5.202(a)(2), "Unusual and compelling urgency." This exception applies because the government would be seriously injured if

Sole Source (Including Brand Name) Justification - Simplified Procedures for Certain Commercial Items

March 2023 CONTROLLED UNCLASSIFIED INFORMATION Page 4 of 4March 2023 CONTROLLED UNCLASSIFIED INFORMATION Page 4 of 4 the agency complies with the time periods specified in 5.203. The urgency arises from the deteriorating state of the existing chiller and the imminent need for uninterrupted cooling to protect sensitive equipment within the GWEF.

X. List of any sources that expressed, in writing, an interest in the acquisition.

N/A

XI. 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.

The agency recognizes the limitations of sole-source procurement and is committed to fostering competition for future requirements. Following the completion of the GWEF construction project and the installation of a permanent chiller system, the agency will conduct a comprehensive market survey to identify potential vendors capable of providing long-term HVAC maintenance and support. This research will inform future acquisition strategies and facilitate competitive procurements for ongoing HVAC services. Furthermore, the agency will explore opportunities to standardize equipment and maintenance requirements, reducing reliance on specialized knowledge and promoting broader vendor participation in future solicitations. This proactive approach aims to remove the barriers to competition encountered in this urgent, time-sensitive acquisition and ensure a more competitive landscape for subsequent requirements.

XII. Certification by the Contracting Officer.

As evidenced by my signature above, I certify that this justification is accurate and complete to the best of my knowledge and belief.

XIII. Certification by the technical/requirements personnel.

As evidenced by my (our) signature(s) above, I (we) certify that any supporting data contained herein, which is my (our) responsibility, is both accurate and complete.