SOLICITATION NOTICE
J -- PREVENTIVE MAINTENANCE SERVICE AND REPAIRS FOR THE CLOSED CIRCUIT TV (CCTV) AND ACCESS CONTROL SYSTEMS AT VA CARIBBEAN HEALTHCARE SYSTEM AND ITS SATELLITE CLINICS AT PONCE AND MAYAGUEZ, PR
- Notice Date
- 10/20/2009
- Notice Type
- Justification and Approval (J&A)
- NAICS
- 561621
— Security Systems Services (except Locksmiths)
- Contracting Office
- Department of Veterans Affairs;Procurement Business Division;Tres Rios Blvd;27 Gonzalez Giusti Ave, Suite 600;Guaynabo PR 00968
- ZIP Code
- 00968
- Solicitation Number
- VA-248-09-RP-0616
- Archive Date
- 11/6/2009
- Point of Contact
- Hector RiosContract Specialist
- E-Mail Address
-
Contract Specialist
(hector.rios-lopez@va.gov)
- Small Business Set-Aside
- N/A
- Award Number
- VA248-P-1278
- Award Date
- 10/7/2009
- Description
- The Department of Veterans Affairs, VA Caribbean Healthcare System (VACHS), San Juan, Puerto Rico, has awarded contract VA248-P-1278 for Preventive Maintenance and Repairs for the Closed Circuit TV (CCTV) and Access Control Systems at VA Caribbean Healthcare System (VACHS) and its satellite clinics for a base period of one (1) year and an option period of six (6) months. Below is the approved justification and authorization for use of other than full and open competition. Award was made in the amount of $106,344.00 for the base period. MEMORANDUM Date: September 1, 2009 From:Contracting Officer (672/PBD) Subj:JUSTIFICATION AND AUTHORIZATION FOR USE OF OTHER THAN FULL AND OPEN COMPETITION; PREVENTIVE MAINTENANCE SERVICE AND REPAIRS FOR THE CLOSED CIRCUIT TV (CCTV) AND ACCESS CONTROL SYSTEMS To:File 1. AGENCY AND CONTRACTING ACTIVITY: Department of Veterans Affairs, Procurement Business Division, Tres Rios Building, San Patricio, 27 Ave. J. Gonzalez Giusti, Suite 600, Guaynabo, PR, 00968. 2. DESCRIPTION OF ACTION: This is sole source contract action for a base period of one (1) year with an option period of six (6) months from October 1, 2009 through September 30, 2010 with Security Integration Group, Inc. for preventive maintenance services and repairs for the security surveillance equipment for Closed Circuit TV (CCTV) and access control systems at VA Caribbean Healthcare System (VACHS), San Juan, Puerto Rico and its satellite clinics at Ponce and Mayagez, Puerto Rico. Current contract is expiring in September 30, 2009. Estimated cost is $133,578.00. 3. DESCRIPTION OF SUPPLIES/SERVICES: Work includes the provision of maintenance and repair services to subject systems, including the provision of replacement parts/components. Maintenance services consist of inspections, cleaning, lubrication, adjustment, calibration, reprogramming after memory loss, and replacement of nonfunctioning equipment. 4. AUTHORITY CITED: FAR 6.302-1, Only one responsible source and no other supplies or services will satisfy agency requirements. 5. REASON FOR AUTHORITY CITED: The Government would be seriously injured unless the agency is permitted to limit the number of sources from which it solicits proposals. The security surveillance equipment for Closed Circuit TV (CCTV) and access control systems being used at VACHS constitutes an important component of the security surveillance system. This system records visual activities that must be stored for a period of time to substantiate any investigation and provide such recording as supporting evidence during such investigation. These recordings could be the sole evidence of any criminal activity or misconduct on VA property. The unnoticed breaches in security, followed by the subsequent loss of either personnel or sensitive data, have heightened the need for the CCTV and video surveillance as part of the security systems in our organization. Surveillance systems captures, transmit and records real-time data acts as a crime deterrent. Security Integration Group, Inc. is the contractor presently performing the maintenance and repair services required. Security Integration Group, Inc. is the only responsible source with the expertise and available resources to perform this task during the time frame required. Security Integration Group, Inc. is a local company for sales, support and experience with our current equipment and in compliance with the aforementioned missions needs. This action is the only cost effective way to continue with these critical services without interruption until a new contract is awarded. Contractor is a Small Business. 6. EFFORTS TO OBTAIN COMPETITION: A new, long term acquisition is pending development of a medical center wide scope of work. Development of scope of work is being impacted by the new South Bed Tower construction that is scheduled for completion by the end of this year. This new building will include security devices and surveillance equipment that has not yet been installed. Police Service has also completed physical security assessment of this new structure and additional equipment has been estimated. This is pending approval, completion of the South Bed Tower construction and equipment installation. Also, at least half of the existent equipment has been or is being replaced with new equipment. We need to have all this equipment installed and merge into one maintenance contract. Service will finalize developing new scope of work to conduct market survey once the final requirements are finally determined. 7. FAIR AND REASONABLE PRICE DETERMINATION: Estimated cost is $133,578.00. Estimated cost is based on current costs. A request for proposal will be issued to the Contractor. Contractors proposal will be evaluated against the estimated cost. Negotiations will be held, if required, in order to reach a fair and reasonable price for both parties. 8. MARKET RESERCH: A market survey was not conducted for this action since Security Integration Group, Inc. is the only firm that can meet Government requirements within the timeframe required as indicated in paragraph 5 and 6 above. 9. OTHER FACTORS: None 10. INTERESTED SOURCES: No other sources can provide the services in accordance with the Government needs in the required time frame. Refer to paragraph 8. 11. ACTIONS TO INCREASE COMPETITION: Refer to paragraph 6. 12. TECHNICAL CERTIFICATION: I certify 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: Silvia Y. Valentin DATE: 9/01/09 TITLE: Asst. Chief, Police Service SIGNATURE: /S/ 13. CONTRACTING OFFICER CERTIFICATION: I certify that the facts and representations under my cognizance which are included in this justification are accurate and complete to the best of my knowledge and belief. NAME: Hector J. Rios DATE: 9/01/09 TITLE: Contracting Officer SIGNATURE: /S/
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