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FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 12, 2014 FBO #4432
DOCUMENT

J -- 504-14-2-6132-0501 - Emergency Busted Seam Coil - Justification and Approval (J&A)

Notice Date

1/10/2014
 

Notice Type

Justification and Approval (J&A)
 

NAICS

333414 — Heating Equipment (except Warm Air Furnaces) Manufacturing
 

Contracting Office

Department of Veterans Affairs;Contracting Section;6010 Amarillo Blvd W;Amarillo TX 79106
 

ZIP Code

79106
 

Archive Date

1/19/2014
 

Point of Contact

Robert S Miller
 

E-Mail Address

4-7845<br
 

Small Business Set-Aside

N/A
 

Award Number

VA258-14-P-0204
 

Award Date

1/9/2014
 

Description

DEPARTMENT OF VETERANS AFFAIRS Justification and Approval For Other Than Full and Open Competition 1.Contracting Activity: The U.S. Department of Veterans Affairs, Contracting Office Amarillo Network Contracting Activity 18, located at 6010 Amarillo Blvd West, Amarillo TX 79106 proposes to enter into a firm-fixed price contract on the basis of other than full and open competition for the emergency repair to the Steam Coil for Air Handler 17 at Thomas E. Creek Medical Center in Amarillo, TX The 2237 # is 504-14-2-6132-0501 2.Nature and/or Description of the Action Being Processed: This procurement action is awarded as a firm fixed price purchase order to MMM Plumbing, 87 Fannin, Amarillo Texas, 79106, 1-806-376-9797 to provide emergency repair to the Steam Coil for Air Handler 17 at Thomas E. Creek Medical Center in Amarillo, TX. 3.Description of Supplies/Services Required to Meet the Agency's Needs: The requirement is to provide emergency repair to the Steam Coil for Air Handler 17 that serves the Basement of building 29 and Endo. This will include, but not limited to provide new Steam Coil and all parts and labor to replace coil. 4.Statutory Authority Permitting Other than Full and Open Competition: 41 USC §253(c) (2), as implemented by FAR 6.302.2. ( ) (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): As M&O Manager, I was notified on Tuesday, 07 January 2014, at approximately 8AM by the chiller plant operator on-site that there was a leak from air-handler 17. Steam condensate was flooding the Mechanical Room and the unit had to be placed in "valve-off" position. Finding the leak allowed M&O to isolate and minimize impact to a more expanded area. M&O determined the coil has been previously repaired several times, and, this time, busted in the middle and could not be repaired. Hence, to accomplish nothing would have resulted in the entire hospital HVAC system being impacted since all the steam would have drained from this particular failure. Thus, this mechanical failure also impacted Engineering's ability to control the temperature of the air moving throughout the system. This emergency situation required immediate action to secure a qualified contractor to repair the unit. M&O first call was to the Contracting Office to ask for any suggested suppliers, possibly VISN-wide. Amarillo Engineering's office maintains a list of vendors that are used upon smaller repairs, but I was sure this would exceed the micro-purchase limits; so I asked for further assistance. Thomas E. Creek Medical Center (AVAHCS) has worked with MMM Plumbing in the past, and has had excellent service. MMM Plumbing has always been very responsive and produced high quality workmanship. MMM Plumbing was physically located, via phone, for a quick response and available to come out immediately. Until this repair is done we have no means of adjusting the temperature for the basement of building 29 and Endo. This is the sole heating and cooling system for that area. The sole vendor selected, MMM Plumbing, has the capability to provide all necessary parts, labor and software in the short turnaround time that is required to repair this system. 6.Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: FedBizOps Posting: The requirement was not synopsized in accordance with 5.202(a)(2), because of the unusual and compelling urgency. The Government would have been seriously impacted by the damage of flooded buildings if the agency complied with the time periods specified in 5.203. Efforts to Solicit Other Potential Sources: As stated previously, Engineering keeps a list of vendors that are able to respond to smaller and more common demands based on our experience and knowledge of maintenance and repair requirements for HVAC systems. Over the micro-purchase level, I knew there were considerations of vendor size and ratings that would have to be considered. Thus, I called Mr. Miller in contracting for assistance. Further market research was not conducted due to the urgency of the situation. Future Acquisition Strategy & Efforts: As M&O Manager I am responsible for maintaining a comfortable and safe environment. It is impossible to anticipate every possible situation that may arise. My efforts to promote more competition in the future will be to continue to seek local vendors who can be responsive to our needs. Further Market Research can be done to identify possible small businesses in the area. 7.Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: The Government's initial estimate for the work to be performed is $35,000.00. Recently the coil on a smaller size unit that served the CLC needed to be replaced. The price of that coil was $22,000.00 to replace. Based on the technical experts experience and on local/current market conditions I declare that these two requirements are similar in scope and level of effort. This project however requires some electrical hook ups to or energy management system for controls that the other project did not require. 8.Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Extensive market research was not conducted because of the criticality of this Air handler. The requirement cannot be competed because the service is needed immediately to repair the unit. MMM Plumbing has a complete staff of HVAC mechanics that are licensed and certified to perform this work. They were also available to respond immediately when the mechanical failure occurred. 9.Any Other Facts Supporting the Use of Other than Full and Open Competition: Delay in award could possibly cause additional problems with the facility heating and cooling system. The water/air is circulated through the entire HVAC system, and any changes to that system result in air balancing issues and poor control of temperature in adjacent areas. This system is the sole heating and cooling system for the basement of building 29 and for Endo. With temperatures being below freezing at night and in the high 30's/low 40's during the day, we must get this replaced ASAP to prevent other failures from the extreme cold temperatures around AVAHCS. 10.Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: N/A 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. N/A 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. _//Signed//_________________ __January 9, 2014_________ Rodney CryerDate: M&O Supervisor Thomas E. Creek Medical Center 13.Approvals in accordance with FAR 6.304: IAW 6.302-2, Unusual and Compelling Urgency, Authority granted by 41 U.S.C. 253(c)(2) - the application, limitations and period of performance concerning this emergency procurement for the emergency repair to the Steam Coil for Air Handler 17 at the Thomas E. Creek Medical Center in Amarillo, TX has been met. a.Contracting Officer's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. _//Signed//________________ __January 9, 2014_________ Robert S. Miller Date Contracting Officer b.NCM/PCM (Required $3K and above): I certify the justification meets requirements for other than full and open competition. _//Signed//________________ __January 10, 2014________ Sabrina J. SmithDate: Director of Contracting, Network Contracting Office 18
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/91d05ecf5d7679163d717cfa967f7b77)
 

Document(s)

Justification and Approval (J&A)
 

File Name: VA258-14-P-0204 VA258-14-P-0204_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1156735&FileName=-2949.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1156735&FileName=-2949.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03265487-W 20140112/140110235913-91d05ecf5d7679163d717cfa967f7b77 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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