672-14-1-510-0003 pumps replacement chiller plant

Attachment 2: Request for Sole Source Memo Format DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval For

Other Than Full and Open Competition





1. Contracting Activity: Department of Veterans Affairs, VISN 08, VACHS Medical Center, Facility Management Service At San Juan P.R. Justification for Other Than Full and Open Competition. RQ: 672-14-1-510-0003.



2. Nature and/or Description of the Action Being Processed: This is a request for other than full and open competition for the procurement of services and parts to replace the Main Chiller Plant Secondary Pumps. The action will be awarded as a new firm-fixed price purchase order.



3. Description of Supplies/Services Required to Meet the Agency's Needs: The objective of this acquisition is to acquire and replace the main chiller pumps for the main chiller plant. The vendor will provide and install two (2) vertical split case pumps series VSX-VSC with motor, 460/3/60. These pumps are part of the main chiller plant pumping system.



4. Statutory Authority Permitting Other than Full and Open Competition: FAR 6.302-2 (b) {2) Unusual and compelling urgency.



( ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per FAR 6.302-1;



(x) (2) Unusual and Compelling Urgency per FAR 6.302-2;



( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per FAR 6.302-3;



( ) (4) International Agreement per FAR 6.302-4



( ) (5) Authorized or Required by Statute FAR 6.302-5; ( ) (6) National Security per FAR 6.302-6;



( ) (7) Public Interest per FAR 6.302-7;





5. Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): The units P-10 and P 12 were found to be defective and beyond repairs on an inspection done to these units; unit P-10 beyond economical repair and unit P-12 lost pumping efficiency, if replacement is not done as soon as possible, the units can fail and result in a major system shut down of the facility HVAC system. Technical Distributor is the only contractor that can supply and install the unit replacement without major piping system modifications. Technical Distributors is the sole representative for the Caribbean region of the units on hand. See letter of exclusivity attached



6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Limited market research was done and it was found that Technical Distributors is the only company that can provide the replacement of the main chiller plant secondary pumps P-10 and P-12.







7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: Estimate cost $47,540.00. Price is fair and reasonable and compare to Government estimates and prior purchases done for this service.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Limited market research was done and it was found that Technical Distributors is the only company that can provide the replacement parts of the main chiller plant secondary pumps P-10 and P-12.



9. Any Other Facts Supporting the Use of Other than Full and Open Competition: Only one vendor found that is an authorized distributor for the units on hand located in Puerto Rico other vendors that may be able to do this type of work will have to come from the states and this will required extra expenses to cover travel and lodging expenses.



10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: See Section VI above.



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: Facility working on a long term maintenance contract this will open the procurement to other authorized distributors of the equipment on hand.





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.













Name: Jose Negron

Title: FMS Supervisor

Facility: VACHS





Date





13. Approvals in accordance with FAR 6.304





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





01/06/2014

Name: Rolando Arce Date

Title: Contracting Officer

Facility: VACHS- NCO 8



b. NCM/PCM (Required $3K and above): I certify the justification meets requirements for other

than full and open competition.









Name: Hector Lopez

Network Contract Manager VISN 8



Title: PLS ACTING

Facility: 672 SAN JUAN









c. SAO (If over SOOK): I Certify the justification meets requirements for other than full and open competition.











Name Director

Service Area Office, East



Date







d. VHA 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 recommend approval (if over $10million) or approve ($SOOK to 10 million) for other than full and open competition.













Name

Chief Procurement and Logistics Officer VHA Head of Contracting Activity (HCA)



Date





e. VA Deputy Senior Procurement Executive Approval (over $10 million but not exceeding $50 million): I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and approve for other than full and open competition.













C. FORD HEARD

Deputy Senior Procurement Executive (DSPE) Office of Acquisition and Logistics Department of Veterans Affairs



Date







f. VHA Senior Procurement Executive Approval (over $50 million): I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and approve for other than full and open competition.











Jan R. Frye Date

Deputy Assistant Secretary for Acquisition and Logistics Senior Procurement Executive (SPE)

Department of Veterans Affairs