Beryl 2024 - JA - Sole Source Final_Redacted.pdf

DEPARTMENT OF VETERANS AFFAIRS

Office of Procurement, Acquisition and Logistics (OPAL)

Strategic Acquisition Center - Frederick (SAC-F) 5202 Presidents Ct, Suite 103

Frederick, MD 21703

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR

CERTAIN COMMERCIAL ITEMS IN ACCORDANCE WITH FEDERAL ACQUISITION

REGULATION (FAR) 13.5

(1) Identification of the agency and contracting activity, and specific identification of the document as a “Sole Source Justification Under Simplified Procedures for Certain Commercial Items in Accordance with Federal Acquisition Regulation

(FAR) 13.5.”

The Strategic Acquisition Center - Frederick (SAC-F), on behalf of the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Office of Patient Advocacy (10PADV), proposes to enter into a sole source contract with The Beryl Institute, LLC (Beryl), a small business, under simplified acquisition procedures.

(2) The nature and/or description of the action being approved, i.e., sole source under procedures for certain commercial items in accordance with FAR 13.5.

This Justification for Other than Full and Open Competition proposes to award a firm fixed price non-competitive award with Beryl. 10PADV requires continued services, without lapse, in the support of education and professional development of patient advocate offices across the country. The key element is the VA Organizational Membership to Beryl that provides access to unparalleled expertise and experience, quick and easy access to comprehensive resources and tools, connection to a global network and community, a demonstrated commitment to equity and inclusion and proven research with impact and outcomes.

(3) A description of the supplies and/or services required, including the delivery schedule and/or the period of performance (inclusive of all option periods), and the estimated dollar value of the acquisition.

VA requires the continued support and service of Beryl through VA Organizational Membership and professional development in order to advance patient advocacy and improve the human experience (HX) for healthcare organizations. This service is realized through individuals seeking to enhance their skills and keep up with the ever-evolving nuances of the health care industry and new insights on HX.

The period of performance for the proposed action is:

Base Period: August 01, 2024 – July 31, 2025 Option 1: August 01, 2025 – July 31, 2026 Option 2: August 01, 2026 – July 31, 2027 Option 3: August 01, 2027 – July 31, 2028

Strategic Acquisition Center - Frederick (SAC-F)

Option 4: August 01, 2028 – July 31, 2029

The base period of this contract shall begin August 01, 2024, through July 31, 2025.

This contract shall include four (4) additional 12-month option periods, to continue the work started in the base period, that may be exercised at the discretion of the Government.

(4) The statutory authority permitting sole source.

This action is under the procedures of Federal Acquisition Regulation (FAR) 13.5 under the authority of:

X 41 U.S.C. 1901, Simplified Acquisition Procedures 41 U.S.C. 1903, Special Emergency Procurement Authority

This acquisition is conducted under the procedures of FAR subpart 13.5, used in accordance with the authority of 41 U.S.C § 1901. FAR 13.5 authorizes the use of Part 13 simplified procedures for certain commercial items. Acquisitions conducted under simplified acquisition procedures are exempt from the competition requirements listed in FAR Part 6. FAR 13.501(a)(1). Instead, Contracting Officers are required to promote competition to the maximum extent practicable. FAR 13.104. FAR Part 13 requires the agency to justify in writing sole source acquisitions. FAR 13.501(a)(1)(i). The agency may solicit from only one source if the circumstances of the contract action deem only one source reasonably available. FAR 13.106-1(b)(1)(i).

(5) A statement demonstrating the unique qualifications of the proposed contractor or the nature of the action requiring use of the authority.

Beryl stands as the premier global community dedicated to improving the human experience with an added focus of patient advocacy. With a proven track record, unmatched expertise, and a comprehensive approach to healthcare excellence.

Beryl’s services are unique and provide an organizational membership for the VA, spots in the Patient Experience Leadership Program, registrations for the annual symposium, and a line item for special partnerships, initiatives and programs developed during the period of agreement which could become future stand-alone line items.

Unparalleled Expertise and Experience Beryl has established itself as the leading authority in human experience. Its extensive experience is demonstrated through its broad portfolio of research, publications, and practical resources that shape the industry's best practices. No other organization offers

Strategic Acquisition Center - Frederick (SAC-F) a comparable depth of knowledge or breadth of experience. Beryl's staff includes seasoned experts with decades of combined experience in patient care, quality improvement, and healthcare leadership, ensuring that all initiatives are informed by the latest evidence-based practices.

Comprehensive Resources and Tools Beryl provides an unrivaled suite of resources designed to support healthcare organizations in their HX journeys. These include the Experience Framework, a comprehensive model that integrates critical aspects of patient care, from safety and quality to patient engagement and staff well-being. The Institute also offers a vast array of toolkits, case studies, and best practice guidelines, all developed from rigorous research and real-world application. The exclusivity and specificity of these resources make them indispensable for achieving our goals.

Global Network and Community Beryl’s global network fosters a community of practice that connects healthcare leaders, clinicians, and patient advocates from around the world. This network provides unique opportunities for collaboration, knowledge sharing, and benchmarking that are not available through any other source. Engaging Beryl allows us to leverage this extensive community to enhance our initiatives with diverse perspectives and innovative solutions.

Commitment to Equity and Inclusion Beryl demonstrates a strong commitment to promoting equity and inclusion in healthcare. Its programs and resources are designed to address the diverse needs of all patients, with particular attention to underserved and marginalized populations. This alignment with our organizational values ensures that our HX efforts will be inclusive and equitable, further supporting our mission to provide exceptional care for all.

Proven Impact and Outcomes The effectiveness of Beryl’s approach is evidenced by the tangible improvements in HX and organizational performance reported by its member organizations. Numerous case studies and testimonials highlight significant enhancements in patient satisfaction, safety, and overall quality of care. This proven track record underscores Beryl’s capability to deliver results that align with our strategic objectives.

Given Beryl’s unparalleled expertise, comprehensive resources, extensive network, commitment to equity, and proven impact, it is clear that no other organization can match its qualifications to support the need. Therefore, the use of sole source authority is justified to ensure we engage the best possible partner in our efforts to enhance patient care and outcomes.

Strategic Acquisition Center - Frederick (SAC-F)

(6) A description of efforts made to ensure offers/quotes are solicited from as many potential sources as is practicable, including whether a notice was or will be publicized as required by FAR 5.2 and, if not, which exception under 5.202 applies.

A notice of intent to sole source synopsis will be posted to SAM.gov. In the event potential vendors respond to the notice of intent expressing an interested in this procurement, the Government will assess the capabilities of the vendor to determine if a change in strategy is warranted. Based on the market research that has been conducted, the Government does not anticipate receiving any responses to the synopsis.

(7) The anticipated dollar value of the proposed acquisition, including options if applicable, and a determination by the contracting officer that the anticipated cost to the government will be fair and reasonable.

No award shall be made until the Contracting Officer determines the price to the Government to be fair and reasonable. This determination will be based on a comparison of current contract pricing, an Independent Government Cost Estimate, past proposal submissions (if available), and other information as made available.

(8) A description of the market research conducted and the results or the reason market research was not conducted.

Contracting searched GSA eLibrary using search criteria such as “Patient Experience membership” and nothing that resembled the service was available. Contracting then searched online sources listed above and found that Beryl Institute was the only establishment that offered these services. This requirement is not suitable for a set aside and shall be considered other than full and open competition. Contracting found that the required “Patient Experience Membership/Certification” is only available through Beryl Institute and will continue to conduct market research to see if this changes in the future. FPDS was searched by keywords “patient experience membership” and verified Beryl Institute, LLC as a verified vendor and the only result to populate. Additionally, VetCert was searched, and results found no data available. SAM was searched and results found Beryl Institute, LLC as an active vendor with no active exclusions.

It is hereby determined based on the findings above that no SDVOSB, VOSB, SB, or GSA Schedule are technically capable of providing this requirement. As a result, the

Strategic Acquisition Center - Frederick (SAC-F) acquisition strategy most suitable for this requirement is a small business sole source requirement.

Thus, there were no SDVOSBs known to complete the work.

“As described in Section 6 above, market research, in accordance with FAR Part 10, was conducted by synopsis of the proposed acquisition, advising industry of the pending acquisition and soliciting inquiries from interested parties.”

The market research conducted demonstrates the unique nature of the services available from Beryl.

(9) Any other facts supporting the use of sole source.

Beryl also offers trainings specifically tailored to Patient Advocates. This is critically important as the Comprehensive Addiction and Recovery Act of 2016 requires that the VA continuously provides training/development opportunities for Patient Advocates to truly advocate for Veterans.

(10) A listing of the sources, if any, that expressed, in writing, an interest in the acquisition.

BERYL INSTITUTE, LLC

1401 ELMWOOD AVE

NASHVILLE, TN 37212

866-488-2379

(11) A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required.

All future requirements will be handled on a case-by-case basis. Should it be determined that VA has a future requirement for this type of service, the Contracting Officer may consider conducting a market survey to determine if any business can provide this same service and consideration will be given as to whether the future acquisition should be competitive.