Z--Emergency Roof Repairs

DUE TO THE URGENT NATURE OF THIS PROJECT TO PROTECT THESE BUILDINGS FROM FURTHER WATER DAMAGE, THIS PROJECT SHALL BE A SOLE-SOURCE PROCUREMENT FROM A SMALL BUSINESS PER FAR 6.302-2. 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 roof repairs by Black Hills Roofing for Fort Meade VA Medical Center roofs in Sturgis, SD. Roofs experienced failure from a recent hail storm. Severe hail damage (egg to baseball size hail) was experienced and many roofs are no longer watertight. Buildings with significant damage include the kitchen, Bldg. 146, the laundry, Bldg. 147, boiler plant, and connecting hospital corridors. 3. Description of Commodities: Work consists of temporary and permanent repairs for hail damage to roofs and flashings on misc. campus buildings to protect property, infrastructure, and to ensure patient care activities are not impacted. An elastomeric coating will be applied to provide a temporary moisture barrier until permanent roof replacement occurs. Permanent roof replacement will begin as soon as new single ply membrane and other roofing materials can be secured. 4. Statutory Authority: 41 U.S.C. 253 (c)(1) 5. Validity of Use of Statutory Authority: This vendor has provided emergency roof repairs on other roofing projects and has established past performance on responsiveness, competence, cost control, in these types of situations. The damaged roofs are not watertight and the equipment, supplies, and infrastructure contained within is not protected from weather damage. In the boiler plant and laundry there are several millions of dollars of equipment that can be impacted by moisture. In the kitchen, plaster ceilings have water damage and equipment and supplies are weather damaged. Thus, emergency repairs need to be completed as soon as possible. Having roofs that are compromised and not water tight 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, Unusual and Compelling Urgency, Statutory Authority 41 U. S. C. 253 (c)(1) is being cited. 6. Sources Solicited: Black Hills Roofing was the first vender contacted They had just finished several projects and were in a position to mobilize a crew immediately to commence repairs as soon as given approval to proceed. 7. Market Research Conducted: Due to unusual and compelling urgency, a minimal Market Survey was completed. Black Hills Roofing has provided prompt and competent response to previous roofing 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 Black Hills Roofing as a sole source vendor. Black Hills Roofing is a small business. 8. Other Facts Supporting the Use of Other Than Full and Open Competition: The following reasons are cited for using the selected vendor, Black Hills Roofing , as a sole source vender: Black Hills Roofing installed the original roofs that suffered the hail damage and as such they are the most familiar with the type of roofing system originally installed. Some components will be retained in the roof replacement such as insulation and flashings thus addressing any warranty issues will be easier using the same contractor as the original installer which was Black Hills Roofing. Black Hills roofing still has the original construction drawings, roofing submittal details, cost take offs, etc which will expedite the process. 10. Actions to remove Barriers to Competition: New single ply membranes to be installed will meet current industry standards and thus be much less susceptible to hail damage and thus prevent the need for emergency repairs in the future. 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 this project to Black Hills Roofing on a sol-source basis is accurate and complete to the best of my knowledge and recommend we proceed as such. /s/ Christopher J. Esper 8/20/2009 Contracting Officer date concur /s/ Laird Draves 8/21/2009 Warranted One Level Above CO date