solesource 25 Chiller.pdf

SOLE SOURCE JUSTIFICATION

MANDATORY TEMPLATE FOR FEDERAL PROCUREMENTS UNDER THE SIMPLIFIED ACQUISITION THRESHOLD

1. Estimated Dollar Value: $27,883 first year, total with 4 option years $171,662

2. Anticipated Period of Performance: 7/15/2025 to 7/14/2030

3. Does the anticipated Period of Performance include option years? If no, explain. Yes

4. Sources Sought Notice posted to Contract Opportunities and attached to this document?

☐ Yes ☒ No

5. Market Research conducted and attached to this document? If not, explain.

No, only one vendor is acceptable to maintain service. Proprietary sole source letter obtained and included.

6. Is this a new requirement or a follow-on to an expiring award?

☒ New requirement ☐ Follow-on to an expiring award

Note: contract was not renewed before the option year was exercised.

7. Describe the requirement. Please note that the requirement is the minimum acceptable specification or capability, and is not necessarily the best in the industry. Please note whether any additional follow-on work is anticipated in response to the current proposed effort.

Provide full-service parts and labor for maintenance contract for two central plant chillers to be performed during normal working hours with requirement for emergency services in the event both chillers fail.

8. List the proposed vendor and contact information.

Source: Hunton Services (Authorized Trane Service Representative), 5622 Luce Street, Houston, TX 77087 (713) 643- 833 Contact: Mike Tabb 713-643-8336 or cell 713-530-0439

9. Describe why the proposed vendor is the only vendor from which the requirement can be obtained. Examples of acceptable justifications include but are not limited to: sole manufacturer and seller, adherence to warranty provisions, urgency, etc. If other vendors can provide similar products or services, describe why they cannot meet our particular requirement.

The chiller is manufactured by Trane Company and the only means which the service warranty is valid is for the preventative and annual maintenance to be performed by an authorized Trane representative. Hunton Trane Services is the only authorized Trane service representative for this region providing these services. Hunton Trane has extensive experience with centrifugal chillers and has direct access to technical support and exclusive access to Trane service bulletins and alerts which other contractors do not. In the case of unusual or difficult problems, Hunton Services has access to Trane engineers that can reduce the amount of time needed to solve such problems.

10. Certification:

I hereby certify that the information provided above is accurate and complete to the best of my knowledge and belief.

Technical Representative Date

11. CO Certification:

I hereby determine that the circumstances of this procurement action deem only one source reasonably available. Also, the quoted price is determined to be fair and reasonable as documented on the SAP e-File Checklist and Award Summary.

Contracting Officer Date

12. Level Above the CO Approval:

I hereby determine that the circumstances of this procurement action deem only one source reasonably available. Also, the quoted price is determined to be fair and reasonable as documented on the SAP e-File Checklist and Award Summary.

Supervisory Contracting Officer Date