VA263-17-R-1144-005.pdf

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VHAPM Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under $150K

VHAPM Part 813.106 Page 1 of 1 Original Date: 08/30/17

DEPARTMENT OF VETERANS AFFAIRS

Justification for Single Source Awards IAW FAR 13.106-1 For

Over Micro-Purchase Threshold but Not Exceeding the SAT ($150K)

Acquisition Plan Action ID:_VA263-17-AP-8828_____________________

1. Contracting Activity: Department of Veterans Affairs, VISN 23, Minneapolis VA Contracting.

2237#618-18-3-6970-0001

2. Brief Description of Supplies/Services required and the intended use/Estimated Amount:

AUTOMATIC DOORS

The project will include the installation of new Auto Door Operators as specified in the drawings and project specifications.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used:

Our intent is to install new Auto Door Operators of the same brand and quality as the existing Auto Door Operators in the medical center and at the medical center out-buildings. The medical center has over 100 Stanley Auto Door Operators installed in doors at the medical center. The medical center currently stocks parts for only the Stanley Auto Door Operators. The medical center maintenance staff is trained to service these Auto Door Operators and maintain them in working condition. If a different Auto Door Operator would be introduced into the medical center is would cause confusion for maintenance staff, contractors and would require the medical center to stock parts for different manufacturers at additional cost to the medical center

4. Description of market research conducted and results or statement why it was not conducted:

No market research was conducted. The Minneapolis VA Facilities Engineering Maintenance currently maintains over 100 Stanley Auto Door Operators. The addition of another repair part that would need to be stocked would not only result in additional costs associated with the repair parts but also require VA labor to contract, order, stock, and inventory the additional repair parts. Adding a new brand of Auto Door Operators would cause additional training for VA staff, maintenance time, and cost to stock parts. Because of this, no other Auto Door Operators will meet the needs of our facility.

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Name Date Title https://www.acquisition.gov/?q=/browse/far/13 https://acquisition.gov/far/current/html/Subpart%2013_1.html#wp1125466

VHAMINBrownA1

Typewritten Text

10-26-2017

2017-10-25T09:35:32-0500

Allen D. Brown 428157

Acquisition Plan Action ID:VA263-17-AP-8828______________________

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount:

CARDREADERS

The project will include the installation of VA standard security features as specified in the drawings and project specifications. This includes new card readers with all related components, panic buttons and associated wiring, and a new control panels for the area.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies

Facility security system is currently Lenel with HD readers and Lenel control boards. Readers must be compatible with Lenel and FIPS compliant. Other card readers are not compatible with these requirements. They have no way of connecting to the power boards or communicating with the system currently in place. A functional, communicating security system is a major safety requirement. Lenel zone control boards are also required to connect back to the Lenel system.

No market research was conducted because no other card readers will meet the needs of our facility. Market research was conducted during the initial security system installation. Multiple vendors were researched and given the opportunity to bid. Inquiries have been made to other vendors as to whether or not their systems were compatible, and they were not.

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify

VHAMINBrownA1

2017-10-25T09:20:29-0500

Allen D. Brown 428157

DOOR CLOSERS

The project will include the installation of LCN Brand Door Closers as specified in the drawings and project specifications.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies

Our intent is to install new LCN Brand Door Closers of the same brand and quality as the existing Door Closers in the medical center and at the medical center out-buildings. The medical center has over 2000 Stanley LCN Brand Door Closers installed in doors at the medical center. The medical center currently stocks parts for only the Stanley LCN Brand Door Closers. The medical center maintenance staff is trained to service these LCN Brand Door Closers and maintain them in working condition. If a different Door Closers would be introduced into the medical center is would cause confusion for maintenance staff, contractors, and would require the medical center to stock parts for different manufacturers at additional cost to the medical center

No market research was conducted because no other door closers will meet the needs of our facility. The VA locksmith currently maintains the existing door closers. Adding a new brand of door closer would cause additional training for VA staff, maintenance time, and cost to stock parts.

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify

VHAMINBrownA1

2017-10-25T09:38:50-0500

Allen D. Brown 428157

VHAPM Part 813.106 Page 1 of 2

Acquisition Plan Action ID:__VA263-17-AP-8828____________________

LOCKSETS

The project will include the installation of Schlage “L” series Mortised Door Locksets as specified in the drawings and project specifications.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies

Our intent is to install new locksets on the new doors, that are the same brand and quality as the existing mortised locksets in the medical center and at the medical center out-buildings. The medical center has approximately 3,000 Schlage “L” Series mortised locksets installed in doors at the medical center with another 200-300 installed in doors in the out-buildings. The medical center currently stocks parts and extra locksets for only the Schlage “L” series mortised locks. The medical center locksmith is trained to service these locksets and maintain them in working condition. If a different lockset would be introduced into the medical center it would cause confusion for maintenance staff, contractors and would require the medical center to stock parts for different manufacturers at additional cost to the medical center.

No market research was conducted because no other locksets will meet the needs of our facility.

The VA locksmith currently maintains the existing locksets. Adding a new brand of lockset would cause additional training for VA staff, maintenance time, and cost to stock parts. Market research was conducted during the initial construction of the medical center. Multiple vendors were researched and given the opportunity to bid. Inquiries have been made to other vendors as to whether or not their locksets are compatible, and they are not

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify

VHAMINBrownA1

VHAPM Part 813.106 Page 2 of 2

2017-10-25T09:55:49-0500

Allen D. Brown 428157

VHAPM Part 813.106 Page 1 of 2

ELECTRIC DISTRIBUTION PANEL

The project will include the installation of Cutler-Hammer electrical distribution panelboards as specified in the drawings and project specifications.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies

Our intent is to match the existing electrical distribution panels in the medical center and our out-buildings. The medical center currently has approximately 700 electrical distribution panels and another 100 in the out-buildings that are the Cutler-Hammer brand. The medical center electrical staff stocks parts for the Cutler-Hammer brand. The intent of this sole source is to provide new electrical panels that match our building standard and avoid stocking parts for other brands of electrical distribution panels. Stocking one manufacturer’s breakers provides a cost savings due to not having to stock as many brands of electrical breakers. In addition, the Cutler-Hammer brand of electrical distribution equipment allows the electrical staff to respond to these electrical panels in an emergency without having to decide which brand of panel needs to be repaired and avoid the electricians from having to locate several brands of parts during emergency repairs. The emergency repair of these panels could result in patient safety during a malfunction if the correct repair parts are not available for installation.

Description of market research conducted and results or statement why it was not conducted:

No market research was conducted because no other panel boards will meet the needs of our facility. The VA electrical shop currently maintains the existing distribution panels. Adding a new brand of distribution panel would cause additional training for VA staff, maintenance time, cost to stock parts and is a potential safety issue for patients. Market research was conducted during the initial construction of the medical center. Multiple vendors were researched and given the opportunity to bid. Inquiries have been made to other vendors as to whether or not their panelboards are compatible, and they are not

4. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify

VHAPM Part 813.106 Page 2 of 2

VHAMINBrownA1

2017-10-25T09:25:29-0500

Allen D. Brown 428157

FIRE ALARMS

The project will include the installation of fire Alarm System Components as specified in the drawings and project specifications.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies

Gamewell/FCI components are required to integrate with existing fire alarm system. This is a NFPA listed system in which all components must be from the same manufacturer to function and communicate appropriately. This is a fire code issue.

No market research was conducted because no other components will meet the needs of our facility. Market research was conducted during the initial system installation. Multiple vendors were researched and given the opportunity to bid.

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. .

VHAMINBrownA1

2017-10-25T09:40:58-0500

Allen D. Brown 428157

NURSE CALL

The project will include the installation of nurse call and code blue system components as specified in the drawings and project specifications.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies

All nurse call components throughout the facility are Rauland Responder 4 and/or 5. New nurse call components must tie into the existing system, and only Rauland components are compatible. Having multiple nurse call systems within the facility is not cost effective or practical for patient safety.

MVAHCS doesn’t have the correct headend or master stations to work with other nurse call brands.

In addition, medical center staff is currently trained in the maintenance and operation of the Rauland system, and spare parts for that system are kept on hand. If other systems are brought into the facility, patient safety will be at risk because the staff may not understand how to respond to multiple systems and another system would cause patient safety issues. Repairs will also be more complicated and take longer.

Market research was conducted during the initial nurse call system installation. Multiple vendors were researched and given the opportunity to bid. Inquiries have been made to other vendors as to whether or not their systems were compatible with Rauland Responder, and they were not.

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify

VHAMINBrownA1

VHAMINBrownA1

2017-10-25T11:33:21-0500

Allen D. Brown 428157

Acquisition Plan Action ID:VA263-17-AP-8828_____________________

CABLE JACKS, FACEPLATES AND CONNECTORS

The project will include the installation of VA standard security features as specified in the drawings and project specifications. This includes RJ45 jacks, face plates, patch cords, cabling and patch panels.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies

Panduit cables and faceplates are required for maintenance purposes and labeling consistency. The

Panduit patch cords, faceplates, and outlets are required so IT staff can identify which components are which, and what each is supposed to connect to in the IT closet. This is consistent throughout the hospital, so using other types would cause confusion and potential for misconnections, which would be a major risk on a security system, telephone systems and IT systems.

The Panduit system was selected because the face plate and outlet are of optimal shape and orientation. Other types have been tried, but they have been more susceptible to damage and harder to work with. IT staff must frequently access these when they’re behind desks or above ceiling tiles, so the specified make and model saves a great deal of time and prevent unintentional damage. IT now keeps these components in stock, so bringing in others would cause excess maintenance time and require excessive additional components to be kept in stock.

Other network jacks and faceplates were considered, but they did not meet the needs and quality requirements of our IT staff and their work processes.

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. .

VHAMINBrownA1

2017-10-25T09:29:40-0500

Allen D. Brown 428157

SIGNAGE

The project will include the installation of VA standard signage as specified in the drawings and project specifications. This includes all signage for offices, exam rooms and toilets.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies

Facility wayfinding and signage system is Takeform. New signage must be compatible with the existing system to ensure standardization of aesthetics, maintenance, and wayfinding. There are no other vendors that offer this type of signage. Takeform signage meets all Americans with Disabilities Act and International Building Code requirements.

Any other system of wayfinding, when used with existing signage in the facility may cause confusion and safety issues. Signage is also updated by in-house staff using specialized equipment and materials. A new signage system would require the MVAHCS to either buy new specialized equipment and materials or require an on-going service contract to update and maintain signage.

Supporting rationale for sole sourcing this equipment: Minneapolis VA Building Standard

The addition of another repair part that would need to be stocked would not only result in additional costs associated with the repair parts but also require VA labor to contract, order, stock, and inventory the additional repair parts

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify

VHAMINBrownA1

2017-10-25T09:44:35-0500

Allen D. Brown 428157