Emergency Replace Surgical Lights and Booms

VHAPG Part 813.5 Simplified Acquisition Procedures for Certain Commercial Items Attachment 1: Request for Sole Source Justification Template >SAT-$7.5M under FAR13.5 Effective Date: 11/15/24 Page 1 of 9 REVISION: 01 Acquisition ID#: 36C245-25-AP-3678 DEPARTMENT OF VETERANS AFFAIRS SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL ITEMS IN ACCORDANCE WITH FAR 13.5 Acquisition Plan Action ID: 36C245-25-AP-3678 Contracting Activity: Department of Veterans Affairs, VISN 05, Network Contracting Office 5, 849 International Dr., Linthicum, MD 21090 and Baltimore VA Medical Center, 10 N. Greene St., Baltimore, MD 21201. 2237: 512-25-444-0477. Nature and/or Description of the Action Being Processed: This is a new, one-time, procurement to replace the failing Operating Room (OR) booms. It includes equipment purchase with turnkey installation for ORs 3-9. The purchase order is replacement/delivery/installation of OR lights and booms, total cost is $478,872.49. Estimated date of award is 8/1/2025. Description of Supplies/Services Required to Meet the Agency s Needs: The vendor will provide installation of 1 boom with 2 lights for OR 3, 1 boom with 2 lights and 1 monitor holder for OR 4, and 5 booms with 2 lights and 2 monitor holders for ORs 5-9. The vendor will also remove the existing equipment prior to installation. Statutory Authority Permitting Restricted Competition: FAR 13.5 Simplified Procedures for Certain Commercial Items. The statutory authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. 1901 and is implemented by FAR 13.106-1(b)(2) for restricting competition on this procurement. Competition is restricted on this procurement for the reason below: ( ) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements (X ) Unusual and Compelling Urgency ( ) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services ( ) International Agreement ( ) Authorized or Required by Statute ( ) National Security ( ) Public Interest Demonstration that the Contractor s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): The placement and installation of equipment requires specialized expertise that the vendor uniquely provides. The vendor is the original equipment manufacturer for the existing equipment. They are able to reuse the existing components above the ceiling, including the structural supports and electrical infrastructure, which will allow for quicker installation compared to switching manufacturers entirely. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: The essential replacement and installation of OR lights and booms is needed at once to preclude impairment of healthcare delivery capabilities. The unusual and compelling urgency precludes full and open competition or delay in award of purchase order would result in serious injury, financial or other, to the VA and Veterans. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The Contracting Officer (CO) will determine if the proposed cost to the government are fair and reasonable and provide the basis for this determination. The The vendor s offer will be compared with the Independent Government Estimate (IGCE), and historical pricing for similar products. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Due to urgency/emergency procurement limited market research was conducted, queried of SBA VetCert and SBA Dynamic Small Business Search. Research conducted revealed there are numerous SDVOSB/VOSB under NAICS code 339112 but none are capable of providing original manufactures equipment and installation with existing equipment and infrastructure. Any Other Facts Supporting the Use of Other than Full and Open Competition: Due to urgent need and essential replacement and installation of OR lights and booms quotes were not sought from other than the original equipment manufacturer. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: NA 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: No actions are planned due to the urgency of the requirement. 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 Date Title Facility Approvals in accordance with the VHAPM Part 806.3 OFOC SOP: Contracting Officer or Designee s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. _____________________________ ________________________ Veronica B. Dillard Date Contracting Officer NCO5 One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition. _____________________________ ________________________ Amy Ritchey Date Branch Chief Service Team 3 NCO5