Description
DEPARTMENT OF VETERANS AFFAIRS Justification Review Document For Other Than Full and Open Competition 1. Contracting Organization: VA Black Hills, Fort Meade, SD 2. Description of Action: A Firm Fixed-Price contract is contemplated for acquisition of construction services for Emergency Hail Damage Repairs for Fort Meade VA Medical Center windows in Sturgis, SD. Windows experienced failure from a recent hail storm. Severe hail damage (egg to baseball size hail) was experienced and many windows are no longer watertight, many with broken glass. Buildings with significant damage include Bldg.113, Bldg, 145, connecting hospital corridors and several out buildings. 3. Description of Commodities: Work consists of temporary and permanent repairs for hail damage to windows, screens, and related items on misc. campus buildings to protect property, infrastructure, and to ensure patient care activities are not impacted. All broken and cracked glass resulting from the storm will be replaced. Temporary protection may be needed to shield any exposed areas while repairs are being made. Window sashes that were damaged from the storm will be repaired, repainted and reinstalled. 4. Statutory Authority: 41 U.S.C. 253 (c)(2) 5. Validity of Use of Statutory Authority: The damaged windows constitute a safety hazard due to broken glass and this work must be completed as soon as possible. Having windows that are compromised with broken glass and not water tight, having screens that do not prevent pest infestations, and the oncoming of fall/winter weather constitutes an unusual and compelling urgency for the government and this repair work is critical to the mission of the hospital. Therefore, in accordance with Federal Acquisition Regulation (FAR) 6.302-2, Statutory Authority 41 U. S. C. 253 (c)(2) is being cited. 6. Sources Solicited: Several area glass companies were contacted including Century Glass, Hagen Glass, and Rapid City Window & Glass in Rapid City and Key City Glass in Sturgis. None of these venders could provide emergency repair services as they were already busy with other emergency repair services from other parties due to the hail storm along with ongoing scheduled work. Silver Creek Construction was contacted as they have completed pervious window projects for the facility. They indicated they could do the required re-glazing and repairs as their painters are familiar with this process. They have the manpower to mobilize immediately to commence repairs as soon as given approval to proceed 7. Market Research Conducted: Due to the magnitude of this storm, glass contractors are overwhelmed and although many contractors were contacted; Silver Creek Construction is the only company of the five contacted with the ability to complete the work in a timely manner. Due to unusual and compelling urgency, no further market research was completed. Silver Creek Construction Company has provided prompt and competent response to previous construction related problems at the facility in the past. There are a limited number of firms in the Black Hills area that are qualified to perform this type of work, which are also in the socio-economic categories of SDVOSB, VOSB, or SBA 8(a). While some other firms within the region have capability to perform the type of work anticipated, it is in the Governments best interest to continue with Silver Creek Construction Company as a sole source vendor. Silver Creek Construction is a Small Business and a Minority Business Enterprise. 8. Other Facts Supporting the Use of Other Than Full and Open Competition: The following reasons are cited for using the selected vendor, Silver Creek Construction Company as a sole source vender: 1. The recent storm has depleted the resources of local glass companies, using Silver Creek Construction Company will bridge the gap of availability and in turn allow for job completion in a timely manner. Silver Creek Construction is a general contractor with in-house painting capability. They will complete some of the re-glazing themselves as they have staff experienced in this process. They have close contacts with area glass companies and can transport items to those companies for repair for items they cannot repair themselves. Local glass indicated this would be the only way to get glass repairs accomplished by them in the next few months. 2. Repairs will require general carpentry, painting, and glass/screen repair. Silver Creek can provide this work in-house thus providing savings for the government through reduced mark-ups. 3. Silver Creek Construction Company is familiar with the hospital, the outlying buildings and has completed several remodeling jobs for VA Black Hills, Fort Meade, S.D. This knowledge combined with local resources will enable Silver Creek Construction Company to expedite this project. 4. This vendor has provided quick response on other projects and has established past performance on responsiveness, competence and cost control in these types of situations. 5. There is broken glass all over campus form the hail damaged windows. Silver Creek provides a quick, economical source to get this safety concern corrected. 10. Actions to remove Barriers to Competition: New glass and screens will be of more durable materials which in some case will be more hail resistant thus reducing the chance for short turn around emergency repairs 11. Fair and Reasonable Price: Pricing for previous work performed by this contractor has always been in line with Government estimates. We anticipate negotiations with this vendor to result in a fair and reasonable price, as determined by the prepared Government estimate, as well as the prevailing costs for this type of work in this area. 12. Contracting Officer's Certification: Based upon the information provided herein, I believe the justification for awarding Silver Creek Construction Company this project on a sole-source basis is accurate and complete to the best of my knowledge and recommend we proceed as such. ________________________________________ Contracting Officer Date Concur ________________________________________ Warranted One Level Above CO Date