TRANE_-_LIMITED_SOURCE_JUSTIFICATION.pdf

LIMITED SOURCE JUSTIFICATION

1. IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY:

United States Department of Justice Federal Bureau of Prisons Federal Correctional Complex (FCC Yazoo City) 2225 Haley Barbour Parkway Yazoo City, MS 39194

2. NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED:

FCC Yazoo City has a requirement for additional chiller repairs to the # 1 Chiller at the Low Institution after being diagnosed. Chiller # 1 requires repairs to the shaft, replacement of both bearing caps, and additional refrigerant for the chiller. Trane U.S.

Inc. will provide the require parts and services to satisfy this requirement. This requirement is a continuation of the original order. Trane is the only authorized dealer in the area to provide parts and service to the chillers. Other dealers could supply parts but could not provide the installation andlservices needed to maintain and repair the chillers at FCC Yazoo City. Trane is the only one source, authorized dealer to provide a service warranty to FCC Yazoo City under their GSA Federal Supply Schedule Contract Number GS-06F -0079R for services within our local area. Other dealers provided services, but not within FCC Yazoo City'S local geographical area.

3. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET

THE AGENCY'S NEEDS (INCLUDING THE ESTIMATED VALUE):

FCC Yazoo City is requiring additional chiller repairs to the # 1 Chiller at the Low Institution after being diagnosed. Chiller # 1 requires repairs to the shaft, replacement of both bearing caps, and additional refrigerant for the chiller. The total cost is estimated at $26,069.42. This requirement will be supplied by Trane U.S. Inc under GSA Schedule Number GS-06F -0079R for services. At this time, Trane is the only GSA Authorized vendor that can satisfy the specified requirement and provide a service warranty for the chiller.

4. IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING

OTHER THAN FULL AND OPEN COMPETITION:

FAR 6.302-1, Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements - (1) Citations: 41 U.S.C. 253 (c) (1).

5. THE NATURE OF THE ACQUISITION REQUIRES USE OF THE AUTHORITY

CITED DUE TO THE FOLLOWING:.

Trane U.S. Inc. is the only GSA Authorized vendor in the area to provide parts and services to the #1Chiller at the Low institution. This requirement is a continuation of the original order. Other dealers could supply parts but could not provide the installation andlservices needed to maintain and repair the chillers at FCC Yazoo City. Trane is the only one source, authorized dealer to provide a service warranty to FCC Yazoo City under their GSA Federal Supply Schedule Contract Number GS-06F-0079R for services within our local area. Other dealers provided services, but not within FCC Yazoo City's local geographical area. Without the #1 chiller online, it causes the #2 and #3 chiller to operate at full capacity. Operating these chillers at full capacity will shorten the life span of the equipment and could result in premature failure. If there was a major breakdown or malfunction with the chillers, it would be extremely difficult procuring services from a dealer that is located outside of the local geographical area. It is of the best interest of the government to procure this requirement from Trane due to their geographical area and service warranty for the chiller. With it being summer, the rise in temperatures will require all chillers to operate to maintain the mandated 78 degree cooling limits. In an effort to maintain the integrity of the equipment and preclude the institution from experiencing further damage, it is determined that Trane is only responsible source that will satisfy the agency's requirements. Trane is the local, authorized dealer for parts and service repairs within the agency's local geographical area.

6. EFFORTS TO ENSURE THAT OFFERS ARE SOLICITED FROM AS MANY

POTENTIAL SOURCES AS ARE PRACTICAL:

Offers were solicited from other dealers. Those dealers could supply parts but could not provide the installation and/services needed to maintain and repair the #1Low chiller at FCC Yazoo City. In an effort to maintain the integrity of the equipment and preclude the institution from experiencing further damage, it is determined that Trane is only responsible source that will satisfy the agency's requirements. Comparison of pricing for similar parts and installation were verified on the internet and through phone calls quotes.

Some dealers could only provide some of the parts while other dealers could provide services, but not within the Agency's geographical area. The costs of the items to be procured from Trane were found to be current with market prices. However, Trane is the only one source, authorized dealer to provide parts and a service warranty to FCC Yazoo City under their GSA Federal Supply Schedule Contract Number GS-06F-0079R for services within our local geographical area. Other dealers provided services, but not within FCC Yazoo City's local geographical area for the chiller(s). This procurement is to request materials/supplies to repair the #1 chiller at the Low. It is of the best interest of the government to procure these items from Trane. Due to these extreme circumstances, the procurement will be completed under the authority found at FAR 6.302-1, Only One Responsible Source and No Other Supplies or Services Will Satisfy AgencyRequirements.

7. A DETERMINATION THAT THE ANTICIPATED COST TO THE

GOVERNMENT WILL BE FAIR AND REASONABLE:

The contracting officer determined that the anticipated cost to the Government is fair and reasonable. Verification was made by comparing similar items on the internet and phone quotes. The costs of the items to be procured were found to be current with market prices. This order does represent the best value available to satisfy this requirement.

Trane is the only responsible vendor that can satisfy the specified requirement and provide a service warranty for the chiller within the Agency's geographical area.

8. DESCRIPTION OF MARKET SURVEY,!

Market Research was conducted. Offers were solicited from other dealers. Those dealers could supply parts but could not provide the installation andlservices needed to maintain and repair the chiller(s) at FCC Yazoo City. Comparison of pricing for similar parts and installation were verified on the internet and through phone calls quotes. Some dealers could only provide some of the parts while other dealers could provide services, but not within the Agency's geographical area. The costs of the items to be procured from Trane were found to be current with market prices. However, Trane is the only one source, authorized dealer to provide parts and a service warranty to FCC Yazoo City under their GSA Federal Supply Schedule Contract Number GS-06F-0079R for services within our local geographical area. Other dealers provided services but not within FCC Yazoo City's local geographical area for the chiller(s).

9. OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN

COMPETITION:

Due to the seriousness of not having enough cooling potential to the Low institution population, it is in the best interest of the Government to award this repair contract in an expedient manner using Other than Full and Open Competition. Otherwise, the use of the #2 and #3chiller at full capacity could cause catastrophic damage and premature failure along with non-cooling capacity for the institution.

There is only one responsible GSA source and no other vendors will satisfy agency requirements.

10. LIST OF SOURCES THAT EXPRESSED, IN WRITING, AN INTEREST IN THE

ACQUISITION:

None

11. ACTIONS, IF ANY, THE AGENCY MAY TAKE TO REMOVE OR OVERCOME

ANY BARRIERS TO COMPETITION BEFORE ANY SUBSEQUENT

ACQUISITION FOR THE SUPPLIES OR SERVICES REQUIRED:

Market Research revealed that barriers to full and open competition may continue to exist until future GSA Schedule holders are able to provide services that are within the agency geographical area. The Contracting Officer will continue to conduct market research to ascertain the availability of other sources for competition for future acquisitions.

CONTRACTING OFFICER CERTIFICATION:

I, Kecha Goston, hereby certify that this justification is accurate and complete to the best of my knowledge.

Kecha Goston, Contract Specialist Date