JA Relocation Services - Limited Sources Final Redacted.pdf

DEPARTMENT OF VETERANS AFFAIRS

Office of Procurement, Acquisition and Logistics (OPAL)

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

Frederick, MD 21703

LIMITED-SOURCES JUSTIFICATION

(1) Identification of the agency and the contracting activity, and specific identification of the document as a "Limited-Sources Justification."

This justification for limited sources is executed by the Strategic Acquisition Center (SAC), on behalf of the Department of Veterans Affairs (VA), Financial Services Center (FSC).

(2) Nature and/or description of the action being approved.

The VA intends to negotiate a sole-source task order with BGRS Relocation, Inc. (BGRS)(SAM UEI: ELMJG6KLSMH5) for Relocation Services. This effort is being conducted under the authority of the Multiple Award Schedule (MAS) Program. The proposed effort will be awarded under the General Services Administration (GSA) Federal Supply Schedule (FSS) GS-33F- 001HA to BGRS Relocation, Inc. 1100 Connecticut Ave. NW STE 900, Washington, DC 20036.

(3) A description of the supplies or services required to meet the agency�s needs (including the estimated value).

The purpose of the proposed FSS task order is to provide continuation of relocation services for up to 18 months. These services are currently provided by Contract GS-33F-001HA, task order 36C10X20F0063 with a Period of Performance (PoP) ending September 19, 2025.

The current services includes home marketing assistance (working with real estate agents, providing real estate advice, developing a home marketing strategy, recommending repairs/improvements and assisting with the negotiation of a third-party offer); home sale services (home marketing, appraised value/amended value offers, buyer value option programs), destination services; property management services; move management services (if exercised) and other related services (reports, communications, program materials). Relocation services are provided in accordance with VA policy and are critical to supporting staff mobility across the agency.

The proposed task order will have a base Period of Performance (PoP) of six months with two (2) 6-month option periods. The anticipated PoP for the base period is September 20, 2025 through March 20, 2026. The estimated value of the six-month base period is $5,388,005.00 Ultimately, if all options are exercised, the PoP will end on March 20, 2027.

The total estimated value of the requirement, if all options are exercised, is $13,283,290.00.

The signatory authority herein grants the VA the authority to award a contract valued Not-to- Exceed $13.5 Million.

(4) The authority and supporting rationale (see 8.405-6(a)(1)(i) and (b)(1)) and, if applicable, a demonstration of the proposed contractor�s unique qualifications to provide the required supply or service.

The statutory authority permitting an exception to fair opportunity is 41 U.S.C.

§ 4106(c)(3) as implemented by FAR 8.405-6(a)(1)(C). In the interest of economy and efficiency, the work is a logical follow-on to an original FSS order which was placed in accordance with the applicable FSS ordering procedures. The original order or BPA must not have been previously issued under sole-source or limited-sources procedures.

The original order was competed under Request for Quote (RFQ) 36C10X20Q0110. VA is currently in the process of re-competing the task order and is anticipating an award during Fiscal Year 2026 (FY26) to include a 3-month transition period.

The current task order was written to interface with the legacy financial system, IFCAP;

during performance, a new financial system was rolled out and the contract does not effectively integrate as written. Additionally, VA requires continuity of services through a transition period, since the purchase of a home cannot move from one contractor to another in a day and must transition over 3 months to allow relocations currently in process to continue with the current vendor, while new relocations move to the new contact action.

The team requires time and industry engagement to find the best solution. In addition, multiple government officials running the recompete took advantage of deferred retirement, so new officials had a learning curve to understand the program and how it runs, prior to finalizing requirements. The program team and contracting plan to post a draft RFQ for comment, as well as host an industry day to ensure VA procures a viable long-term solution. A logical follow-on is required to continue services at current levels, while the agency conducts the industry day, determines the best approach, finalizes the scope increase as affected by Return to Office, and overcomes program officials learning curve. Another 18 months will result in the best value to the Government through a re-compete considering all variables, and will allow for the necessary transition period.

BGRS has provided quality support and is familiar with the current policies and practices implemented by VA and FSC. Failure to continue services with a logical follow-on to the incumbent contractor currently providing the required services increases agency risk in substantial duplication of cost to the Government that is not expected to be recovered, and unacceptable delays in fulfilling the agency�s requirements. For continuity of continued services, it does not make business sense to attempt to solicit and award another order for the same services when a long-term requirement is currently being procured. There is no other vendor that is able to mobilize and perform this requirement without a lapse in performance. The Government�s needs can only be satisfied by the incumbent contractor due to schedule risk, transition complexity, and service continuity requirements.

(5) A determination by the ordering activity contracting officer that the order represents the best value consistent with 8.404(d).

GSA has already determined the prices of supplies and fixed-price services, and rates for services offered at hourly rates, under schedule contracts to be fair and reasonable. Therefore, the contracting officer is not required to make a separate determination of fair and reasonable pricing, except for a price evaluation as required by 8.405-2(d). By placing an order against a schedule contract using the procedures in 8.405, the contracting officer has concluded that the order represents the best value (as defined in FAR 2.101) and results in the lowest overall cost alternative (considering price, special features, administrative costs, etc.) to meet the Government �s needs.

Consistent with FAR 8.404(d), the Contracting Officer will ensure that proposed rates conform with schedule rates and although GSA has already negotiated fair and reasonable pricing, additional discounts will be sought before placing an order (see 8.405-4).

(6) A description of the market research conducted among schedule holders and the results or a statement of the reason market research was not conducted.

Extensive market research has been conducted on this effort. A request for information (RFI) was issued on SAM.gov under 36C10X25Q0048 was posted on February 11, 2025 seeking industry best practices and vendor community feedback regarding the draft performance work statement (PWS). Furthermore, in March 2025, a virtual industry day was held to engage the vendor community, discuss RFI information received, and to provide a platform for questions and answers to ensure the final PWS aligned with industry standards. The information and response(s) received indicated the PWS needed revisions, additional time, and continued services through a logical follow-on.

At the same time, the deferred resignation program meant a change in some of the officials assigned to the task, adding to the timeline. The PWS rewrite and change in strategy added time to the requirement and meant the new award would be delayed to give the VA the best chance to award a contract that would give the program maximum flexibility while still aligning with the FAR.

Based on the above information, it is most efficient to award a logical follow-on for the services while the new contract is being solicited. The services under this follow-on are logically connected to the original contract. Disruption or delays in services would result in unacceptable mission impacts, delays, and loss of continuity of services.

In accordance with FAR 5.301 and 8.405-6(a)(2), this action will be synopsized at award on the Government Point of Entry (GPE) SAM.gov and the justification will be made publicly available.

(7) Any other facts supporting the justification.

None

(8) A statement of the actions, if any, the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services is made.

BGRS Relocation, Inc. is the incumbent contractor with extensive institutional knowledge and embedded relocation processes aligned with VA operations. The services provided are complex, involving multiple third-party coordination efforts, and any transition for only six months would:

� Introduce unnecessary delays and duplication of cost, � Jeopardize relocation timelines for VA personnel, � Require significant onboarding, configuration, and coordination efforts, and � Undermine continuity of operations during a critical period.

Extending the incumbent�s performance is necessary to avoid disruption while the competitive follow-on procurement is completed.

No barriers to future competition are anticipated. A competitive contract award is anticipated to be awarded during FY26.

(9) Evidence that any supporting data that is the responsibility of technical or requirements personnel (e.g., verifying the Government �s minimum needs or requirements or other rationale for limited sources) and which form a basis for the justification have been certified as complete and accurate by the technical or requirements personnel.

I certify that the supporting data under my cognizance, which are included in this justification, are accurate and complete to the best of my knowledge and belief.