K--Modification to the HVAC System

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: 672-15-1-510-0030. 2. Nature and/or Description of the Action Being Processed: VA San Juan needs to conduct emergency installation of HEP Filters at the HVAC line that serves Ward 2K of the South Bed Tower and make a TAB once completed. This is a new requirement to be processed as a Firm Fixed Price one time job. 3. Description of Supplies/Services Required to Meet the Agency's Needs: The vendor must provide and install a filter frame for the return duct and HEPA filters for the return and supply systems. Once completed the Contractor must test and Balance the area (ward 2K of the South Bed Tower). Total Estimated is $17,800. This emergency service is for the creation of a Ward to attend suspected patients with the Ebola Virus that have to be quarantine. 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): Ward 2K of the South Bed Tower must be prepared to attend patients that have acquired or are suspected of being a carrier of the Ebola Virus. Engineering work needs to be done to mitigate and prevent further exposure to the virus. MASE is already working with the Maintenance of the Air Handling Units; this job is a logical extension of that work since they already are in the facility and poses all requirements to access the Facility. They are the only firm capable of providing the supplies described in Section III above without the Veteran's Health Administration experiencing unacceptable delays in fulfilling its requirements. These changes to the HVAC system are needed at once to preclude impairment of healthcare delivery capabilities or mission performance in case of a patient contaminated with the Ebola Virus. 6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Limited market research was conducted and was found that MASE can provide the services and materials required to modify the HVAC system of Ward 2K of the South Bed Tower. 7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: Estimate cost $11,780.00 is consider fair and reasonable and compare to Government Estimates and previous work done by this company. 8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Due to the urgent situation, limited market research was done and was found that MASE can provide the required services and materials needed to perform the modification of the HVAC system in Ward 2K on a timely manner and prevent other emergencies due to the equipment's malfunctioning's. due to not having the upgrades required. 9. Any Other Facts Supporting the Use of Other than Full and Open Competition: This situation is considered an emergency and prompt attention is a required delaying repair will create a situation where an outbreak of Ebola may happen to patient, guest or employees. Prior authorization was obtained to process this emergency and is filled on the briefcase under P11 approve emergency order. 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 is working with the Ward to make a long term care unit for any other outbreak. 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. _____________________________________ __________________________ Rey Martinez Date Chief, M&R, FMS VACHS 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. _____________________________ 10/21/2014 Name: Rolando Arce Date Title: Contracting Officer Facility: VACHS San Juan b. Product Line Supervisor Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. _____________________________ 10/21/2014 Name: Awilda Perales Date Title: PLS San Juan Facility: VACHS San Juan