Limited Sources Ice for 2024 Annual Training SIGNED 25APR2024.pdf

Simplified Acquisition Procedures (SAP)

DETERMINATION MEMORANDUM FOR SOLE SOURCE ACQUISITIONS

OVER THE MICRO-PURCHASE THRESHOLD BUT NOT EXCEEDING

THE SIMPLIFIED ACQUISITION THRESHOLD

FAR 13.106-3(b)(3)(i)

SOLICITATIONS MAY BE LIMITED TO ONE SOURCE ONLY IF THE CONTRACTING OFFICER DETERMINES THAT ONLY ONE SOURCE IS REASONABLY AVAILABLE. WHEN THE CUSTOMER DESCRIBES AN ITEM OR SERVICE, WHICH LIMITS THE AVAILABILITY TO ONE SOURCE, THE DETERMINATION MUST EXPLAIN WHY

THE ITEM OR SERVICE PROVIDER IS THE ONLY ONE THAT WILL MEET THE GOVERNMENT'S

REQUIREMENT. STATEMENTS SUCH AS "ONLY KNOWN SOURCE" OR "ONLY SOURCE WHICH CAN MEET THE REQUIRED DELIVERY DATE" ARE INADEQUATE TO SUPPORT A SOLE SOURCE PURCHASE. THIS FORM MAY BE USED IN LIEU OF THE DETERMINATION DESCRIBED IN FAR 13.106. THE CUSTOMER SHALL

PROVIDE THE FOLLOWING INFORMATION:

1.PURCHASE REQUEST NUMBER 2. ESTIMATED AMOUNT:

BRAND

NAME BUY

YES

NO

NAME/CAGE CODE OF PROPOSED CONTRACTOR Fund Type

O&M

NGREA

OTHER

3. BRIEF DESCRIPTION OF SUPPLIES OR SERVICES REQUIRED AND THE INTENDED USE:

4. UNIQUE CHARACTERISTICS THAT LIMIT AVAILABILITY TO ONLY ONE SOURCE, WITH

THE REASON NO OTHER SUPPLIES OR SERVICES CAN BE USED:

5. MARKET RESEARCH:

Control Number: J4-2024

6. PROVIDE A STATEMENT OF ACTIONS, IF ANY, THE GOVERNMENT MAY TAKE TO

REMOVE OR OVERCOME ANY BARRIERS TO COMPETITION BEFORE FUTURE

ACQUISITIONS ARE REQUIRED:

I CERTIFY THAT THIS JUSTIFICATION IS ACCURATE AND COMPLETE TO THE BEST OF

MY KNOWLEDGE AND BELIEF, AND THAT COMPLETING THIS PURCHASE AS A SOLE

SOURCE IS IN THE BEST INTEREST OF THE GOVERNMENT. ADDITIONALLY, I APPROVE

THIS JUSTIFICATION TO LIMIT COMPETITION SUBJECT TO THE AVAILABILITY OF FUNDS

AND PROVIDED THAT THE SERVICES OR SUPPLIES HEREIN DESCRIBED HAVE

OTHERWISE BEEN AUTHORIZED FOR ACQUISITION.

7a. CONTRACTING OFFICER NAME 7b. CONTRACTING OFFICER SIGNATURE

Control Number: J4-2024

Mini Justification and Approval Document

FOR OTHER THAN FULL AND OPEN COMPETITION

Requirements under the Simplified Acquisition Threshold (SAT)

Utilizing Federal Acquisition Regulation (FAR) Part 13.106

1. Contracting Activity: United States Property and Fiscal Office for Virginia Attn: USPFO-ASO 6090 Strathmore Road, Warehouse 15, Bay H Richmond, VA 23237

2. Description of Action/Name of Intended Contractor/Brand

3. Requirement

4. Pricing

5. Funds

6. Description of Supplies/Services

7. Authority Cited - FAR 13.106-1(b)(i); Only One Source Reasonably Available (e.g. urgency, exclusive licensing agreements, brand-name or industrial mobilization)

Control Number:

8. Circumstances Preventing Full and Open Competition

9. Actions to Increase Competition (including Market Survey)

10. Procurement History

10b. Previous Contract or Purchase Order Number

10a. Previously Competed

10c. Previous Authority for Other Than Full and Open Competition

10d. A copy of the previous justification is attached: (Applicable only if 10c. is Sole Soure, including Brand Name)

11. Certification: I certify the information contained in this mini-J&A is accurate and complete to the best of my knowledge and belief.

11a. Customer Signature/Date

11b. Contract Specialist Signature/Date

11c. Contracting Officer Signature/Date

Requirements valued under the Simplified Acquisition Treshold (SAT)

8000 Jefferson Davis Hwy., Warehouse 15, Bay H, Richmond, VA 23297

11. Certification: I certify the information contained in this mini-J&A is accurate and complete to the fc-int01-generateAppearances:

_11d__USPFO_Sig_X6qHaRwnvjRlwjfHSz9zBw:

_11c__Superviso_5PGpbmali8OPVdJr4bYvaQ:

_11b__Contract__-F4CB77QR5qFEeLXLms39w:

_11a__Customer__Kh0pt1VpH10pWJijwXPHfw:

TO BE COMPLETED BY THE CUSTOMER: The intent is to sole source to Holiday Ice for the full order of the 116th's requirement of ice and reefer and dual purpose trailers to store crushed and blocked ice, while using the dual purpose trailer for ice and food storage during the annual training dates of 31July2021 to 14August2021.

2:

TO BE COMPLETED BY THE CUSTOMER: [New]

4:

TO BE COMPLETED BY THE CUSTOMER: [Firm Fixed Price]

5:

TO BE COMPLETED BY THE CUSTOMER: [2065]

TO BE COMPLETED BY THE CUSTOMER IF OTHER IS SELECTED:

6:

TO BE COMPLETED BY THE CUSTOMER: In accordance with DA PAM 30-32, Chapter 5, Para 55; all personnel will be provided ice during the increased heat of the summer so soldiers can have cool/cold water to drink. In addition, the the ice is used in food preparation and to keep food cool/cold for longer periods of time while in a field environment. The trailers are used for storing the ice when it is delivered by the vendor. The dual purpose trailer is for storing the food for one Battalion (BN). While the BN has a Multi-Temperature Refrigerated Container (MTRC), it is Non-Mission Capable (NMC) and will not be Fully Mission Capable (FMC) until after Annual Training (AT). Each BN will have their own trailer for their ice and where they can store the ice and pick-up when needed. Regardless of the source, ice will be made, stored, and conveyed under TB MED 530. The overall requirement is to have 10,000 lbs. of blocked ice, 7,560 lbs. of crushed ice, 7 reefer trailers, and 1 dual purpose (Refrigerator/Freezer) trailer to accomplish the 116th’s mission during AT.

8:

TO BE COMPLETED BY THE CUSTOMER: In accordance with the requirement to only use authorized ice vendors on the Worldwide Directory of Sanitarily Approved Food Establishments for Armed Forces Procurement website under IRC code 1130, there are only two (2) authorized vendors approved to offer the Virginia Army National Guard (VaARNG) ice, reefer trailers and dual purpose trailers and they are Holiday Ice (DUNS#: 086294360) and Reddy Ice (DUNS#: 364514133). During market research it was discovered Reddy Ice cannot fulfill the entire order for ice, reefers, and dual purpose trailer.

On a previous order contract, W912LQ-19-P-0026 only Holiday Ice was able to meet similar requirements. Also, in an email received from Reddy Ice on May 6, 2021, Bryce Little states, “David, We would only be able to quote and provide the crushed ice portion of this request. We do not produce block ice, nor do I have the 7 reefer trailers or dual purpose trailers. For this reason I would be unable to provide a bid as requested. Please let me know if you have any questions.” Based on the email and only two (2) approved vendors on the approved list, there there is not a reasonable expectation of receiving a quote from more than one vendor. In accordance with FAR 13.106-1(b)(1) the VaARNG has the ability to solicit from a single source for purchases not exceeding the simplified acquisition threshold if the contracting officer has determined the circumstances of the contract action deem only one source reasonably available.

9:

TO BE COMPLETED BY CONTRACTING WITH INPUT FROM CUSTOMER: While the VaARNG could consider soliciting third parties, the solicitation would require vendors to utilize vendors on the Worldwide Directory of Sanitarily Approved Food Establishments for Armed Forces Procurement list. In doing so, costs will increase as the third party passes through the cost from Holiday Ice or Reddy Ice to the government. In addition, since Reddy Ice does not offer blocked ice, reefers and dual purpose trailers, third party vendors will have limited suppliers.

10b:

TO BE COMPLETED BY CUSTOMER OR CONTRACTING: [Yes]

10:

TO BE COMPLETED BY CUSTOMER OR CONTRACTING IF 10A IS YES: W912LQ-19-P-0026

TO BE COMPLETED BY CONTRACTING: [Not Applicable]

10d TO BE COMPLETED BY CONTRACTING IF 10a IS YES: [Not Applicable]

Contracting:

2021-07-09T12:40:18-0400

PICKARD.DAVID.ALLEN.1027181720

2021-07-09T12:50:50-0400

FOWLER.REBECCA.L.1048262208

fc-int01-generateAppearances:

TO BE COMPLETED BY THE CUSTOMER: The intent is to sole source to Holiday Ice for 116th IBCT ice and reefer trailer requirement for the period of 02 Jun 2023 through 16 Jun 2023.

2:

TO BE COMPLETED BY THE CUSTOMER: [New]

4:

TO BE COMPLETED BY THE CUSTOMER: [Firm Fixed Price]

5:

TO BE COMPLETED BY THE CUSTOMER: [2065]

TO BE COMPLETED BY THE CUSTOMER IF OTHER IS SELECTED:

6:

TO BE COMPLETED BY THE CUSTOMER: The ice will be used to for soldiers to have cool/cold water to drink. Also the ice is used in preparing food and keeping the food cold in a field environment. The trailers are used for storing ice when it's delivered by the vendor. Each Battalion will have their own trailer for their ice and where they can store the ice and pick-up when needed. Ice will be made, stored, and conveyed under TB MED 530. The overall requirement is to have 78,752 lbs. of crushed ice, 7 reefer trailers, and 1 dual purpose (Refrigerator/Freezer) trailer to accomplish the 116th’s mission during AT.

8:

TO BE COMPLETED BY THE CUSTOMER: In accordance with the requirement to only use authorized ice vendors on the Worldwide Directory of Sanitarily Approved Food Establishments for Armed Forces Procurement website under IRC code 1130, there are only two (2) authorized vendors approved to offer the Virgina Army National Guard (VaARNG) ice, reefer trailers, and dual purpose trailers and they are Holiday Ice and Reddy Ice. During market research it was discovered Reddy Ice cannot fulfill the entire order for ice, reefers, and dual purpose trailer.

On previous order contract, W912LQ-21-P-0012 only Holiday Ice was able to meet similar requirements. Also Reddy Ice has not responded to SFC Flournoy request for quote. They also can't meet the requirements for crushed ice, and reefer trailers.

9:

TO BE COMPLETED BY CONTRACTING WITH INPUT FROM CUSTOMER: While an intent to sole source posted on SAM could might increase competition, the solicitation would require vendors to utilize vendors on the Worldwide Directory of Sanitarily Approved Food Establishments for Armed Forces Procurement list. This would limit competition.

10b:

TO BE COMPLETED BY CUSTOMER OR CONTRACTING: [Yes]

10:

TO BE COMPLETED BY CUSTOMER OR CONTRACTING IF 10A IS YES: W912LQ-21-P-0012

TO BE COMPLETED BY CONTRACTING: [Not Applicable]

10d TO BE COMPLETED BY CONTRACTING IF 10a IS YES: [Not Applicable]

Contracting: J3-2023

2023-04-19T18:53:49-0400

FLOURNOY.STEPHEN.MICHAEL.1186296415

2023-04-20T07:45:55-0400

MOORE.KATINA.LAVERNE.1391551576

2023-04-20T09:12:58-0400

PICKARD.DAVID.ALLEN.1027181720

Text4: 19 APR 2023

Text5: 20 APR 2023

Text6:

Requirements valued under the Simplified Acquisition Treshold (SAT)

8000 Jefferson Davis Hwy., Warehouse 15, Bay H, Richmond, VA 23297

11. Certification: I certify the information contained in this mini-J&A is accurate and complete to the fc-int01-generateAppearances:

_11d__USPFO_Sig_X6qHaRwnvjRlwjfHSz9zBw:

_11c__Superviso_5PGpbmali8OPVdJr4bYvaQ:

_11b__Contract__-F4CB77QR5qFEeLXLms39w:

_11a__Customer__Kh0pt1VpH10pWJijwXPHfw:

TO BE COMPLETED BY THE CUSTOMER: The intent is to sole source to Holiday Ice for the full order of the 116th's requirement of ice and reefer and dual purpose trailers to store crushed and blocked ice, while using the dual purpose trailer for ice and food storage during the annual training dates of 31July2021 to 14August2021.

2:

TO BE COMPLETED BY THE CUSTOMER: [New]

4:

TO BE COMPLETED BY THE CUSTOMER: [Firm Fixed Price]

5:

TO BE COMPLETED BY THE CUSTOMER: [2065]

TO BE COMPLETED BY THE CUSTOMER IF OTHER IS SELECTED:

6:

TO BE COMPLETED BY THE CUSTOMER: In accordance with DA PAM 30-32, Chapter 5, Para 55; all personnel will be provided ice during the increased heat of the summer so soldiers can have cool/cold water to drink. In addition, the the ice is used in food preparation and to keep food cool/cold for longer periods of time while in a field environment. The trailers are used for storing the ice when it is delivered by the vendor. The dual purpose trailer is for storing the food for one Battalion (BN). While the BN has a Multi-Temperature Refrigerated Container (MTRC), it is Non-Mission Capable (NMC) and will not be Fully Mission Capable (FMC) until after Annual Training (AT). Each BN will have their own trailer for their ice and where they can store the ice and pick-up when needed. Regardless of the source, ice will be made, stored, and conveyed under TB MED 530. The overall requirement is to have 10,000 lbs. of blocked ice, 7,560 lbs. of crushed ice, 7 reefer trailers, and 1 dual purpose (Refrigerator/Freezer) trailer to accomplish the 116th’s mission during AT.

8:

TO BE COMPLETED BY THE CUSTOMER: In accordance with the requirement to only use authorized ice vendors on the Worldwide Directory of Sanitarily Approved Food Establishments for Armed Forces Procurement website under IRC code 1130, there are only two (2) authorized vendors approved to offer the Virginia Army National Guard (VaARNG) ice, reefer trailers and dual purpose trailers and they are Holiday Ice (DUNS#: 086294360) and Reddy Ice (DUNS#: 364514133). During market research it was discovered Reddy Ice cannot fulfill the entire order for ice, reefers, and dual purpose trailer.

On a previous order contract, W912LQ-19-P-0026 only Holiday Ice was able to meet similar requirements. Also, in an email received from Reddy Ice on May 6, 2021, Bryce Little states, “David, We would only be able to quote and provide the crushed ice portion of this request. We do not produce block ice, nor do I have the 7 reefer trailers or dual purpose trailers. For this reason I would be unable to provide a bid as requested. Please let me know if you have any questions.” Based on the email and only two (2) approved vendors on the approved list, there there is not a reasonable expectation of receiving a quote from more than one vendor. In accordance with FAR 13.106-1(b)(1) the VaARNG has the ability to solicit from a single source for purchases not exceeding the simplified acquisition threshold if the contracting officer has determined the circumstances of the contract action deem only one source reasonably available.

9:

TO BE COMPLETED BY CONTRACTING WITH INPUT FROM CUSTOMER: While the VaARNG could consider soliciting third parties, the solicitation would require vendors to utilize vendors on the Worldwide Directory of Sanitarily Approved Food Establishments for Armed Forces Procurement list. In doing so, costs will increase as the third party passes through the cost from Holiday Ice or Reddy Ice to the government. In addition, since Reddy Ice does not offer blocked ice, reefers and dual purpose trailers, third party vendors will have limited suppliers.

10b:

TO BE COMPLETED BY CUSTOMER OR CONTRACTING: [Yes]

10:

TO BE COMPLETED BY CUSTOMER OR CONTRACTING IF 10A IS YES: W912LQ-19-P-0026

TO BE COMPLETED BY CONTRACTING: [Not Applicable]

10d TO BE COMPLETED BY CONTRACTING IF 10a IS YES: [Not Applicable]

Contracting:

2021-07-09T12:40:18-0400

PICKARD.DAVID.ALLEN.1027181720

2021-07-09T12:50:50-0400

FOWLER.REBECCA.L.1048262208