Sole Source Justification.pdf

WebCTRL Building Automation System Maintenance

Effective Date: 11/15/24 Page 1 of 4

REVISION: 01

Acquisition ID#: 36C252-25-AP-0484

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C252-25-AP-0484

1. Contracting Activity:

Department of Veterans Affairs Network/Program Contracting Office 12 Great Lakes Acquisition Center (GLAC) 115 S 84th St, Suite 101 Milwaukee, WI 53214

Purchase Request Number (2237): 556-25-2-5020-0154

2. Nature and/or Description of the Action Being Processed:

This is a sole source procurement for maintenance services of the WebCTRL Building Automation System located at the Captain James A. Lovell Federal Health Care Center in accordance with FAR

13.5 Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2.

The Government anticipates awarding a new Firm-Fixed Price contract for a base year plus four (4) one-year option periods.

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

Base Year: 04/01/2025 - 03/31/2026 $155,017.00 Base Year: 04/01/2026 - 03/31/2027 $155,017.00 Base Year: 04/01/2027 - 03/31/2028 $155,017.00 Base Year: 04/01/2028 - 03/31/2029 $155,017.00 Base Year: 04/01/2029 - 03/31/2030 $155,017.00

Aggregated Total: $775,085.00

The requirement is for maintenance services for the Web CTRL Building Automation System located at Captain James A. Lovell Federal Health Care Center. The requirement includes service, preventative maintenance, and user training of the WebCTRL Building Automation System. The contract also provides a repair service if the system break[s] down, or gets damaged, as well as provide annual maintenance for the system. The requirement also includes a designated System Specialist and Field Technician as required by the facility.

4. Statutory Authority Permitting Restricted Competition:

FAR 13.5 Simplified Procedures for Certain Commercial Items. The statutory authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. § 1901 and is implemented

Effective Date: 11/15/24 Page 2 of 4

Acquisition ID#: 36C252-25-AP-0484 by FAR 13.106-1(b)(2) for restricting competition on this procurement. Competition is restricted on this procurement for the reason below:

(X) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

It is critical that the WebCTRL Building Automation System is maintained and kept up to date with current system updates in accordance with the Original Equipment Manufacturer (OEM), Automated Logic Contracting Services, specifications by Field Technicians that are properly trained and authorized to avoid all possible downtime. The OEM is the only Contractor with fully trained Field Technicians authorized to work on the system.

Support of this system is completely proprietary in nature in that Automated Logic Contracting Services is the only Contractor equipped with the training, resources, and system-level access to fully support the Captain James A. Lovell Federal Health Care Center. Automated Logic Contracting Services does not authorize any other company to support its system. Therefore, due to the complex and proprietary nature of the equipment, and lack of third party certification for services, Automated Logic Contracting Services is the only source for the required support of the WebCTRL Building Automation System.

Only Automated Logic Contracting Services is capable of providing the service described in Section 3 without the facility experiencing a substantial duplication of costs that cannot be expected to be recovered through competition and unacceptable delays in fulfilling its requirements. Due to the proprietary nature of the equipment and required services, the use of another Contractor’s services would require the replacement of the WebCTRL Building Automation System. It is in the Government’s best interest to continue to utilize the OEM and their service.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable:

A Notice of Intent to Sole Source was published on 1/15/2025 with a response date of 1/21/2025 in Contract Opportunities requesting capability statements from interested vendors. 0 responses were received from our Notice of Intent to Sole Source. The Government determined no other vendor could provide the services required of this contract.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable:

The Contracting Officer will determine that the anticipated cost will be fair and reasonable based on a comparison with the IGE and historical pricing. In addition, The Contracting Officer will utilize any other price analysis techniques identified in FAR 13.106-3(a)(2), as necessary, to determine a fair and reasonable price.

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

Market Research Was Not Conducted:

Market Research was performed and included a review of potential sources available for this requirement. A search of VetCert, Addsup, GSA eLibrary, Contract Opportunities and SBA websites were done on 1/14/2025 and no SDVOSB, VOSB, or small businesses were found that can provide this service. The Contracting Officer posted an intent to sole source, 36C25225Q0195, from

Effective Date: 11/15/24 Page 3 of 4

Acquisition ID#: 36C252-25-AP-0484

1/15/2025 through 1/21/2025. 0 Vendors responded to the intent to sole source. Contracting Officer determined no other vendor could provide the services required for this contract.

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

An authorization letter was provided which stated that only the OEM can provide the support services.

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

Automated Logic Contracting Services, Inc.

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:

At this time, only one source, Automated Logic Contracting Services, Inc. is qualified for maintenance services of the WebCTRL Building Automation System. The Contracting Officer will continue to survey the marketplace during the purchase order period taking under consideration any new and innovative methods for the WebCTRL Building Automation System. Continual market research and purchase order administration will assist in determining the next purchase order’s procurement strategy.

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.

Lonnie Richardson, A/C Equipment Operator Leader Captain James A. Lovell Federal Health Care Center

13. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer or Designee’s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Ashley Johnson, Contracting Officer Great Lakes Acquisition Center NCO12 - Services

Effective Date: 11/15/24 Page 4 of 4

Acquisition ID#: 36C252-25-AP-0484

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition.

Erika Cannaday, Branch Chief

NCO12 – Services

c. Division Manager Review: I certify the justification meets requirements for other than full and open competition.

Scott Ivy, Division Manager

NCO12

d. Director of Contracting Review: I certify the justification meets requirements for other than full and open competition.

Paul Lauro, Director of Contracting

NCO12

e. VHA RPO HCA Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and approve ($750K to $7.5 million (or $15.0 million for acquisitions described in FAR 13.500(c)) for other than full and open competition.

Daryl A. Berg Executive Director, RPO Central Head of Contracting Activity