P03 JA 36C244-25-AP-0531_Redacted.pdf

36C244-25-AP-0531 | Bridge Contract Medical Physicist and Dosimetrist Service | VA Pittsburgh Healthcare System

Request for Sole Source Justification Template >SAT-$7.5M under FAR13.5

Effective Date: 11/15/24 Page 1 of 5

REVISION: 01

Acquisition ID#: 36C244-24-AP-0531

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN

COMMERCIAL ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C244-25-AP-0531

1. Contracting Activity:

Department of Veterans Affairs Network Contracting Office 4 1010 Delafield Road Pittsburgh, PA 15215-1802

Purchase Request (VA2237’s): 646-25-1-207-0003 | Radiologist Medical Physicist and Dosimetrist Services at VA Pittsburgh Healthcare System (VAPHS) | VA Pittsburgh Healthcare System (VAPHS) | University Drive Campus (UDC), University Drive C, Pittsburgh, PA 15240-1003 | Contracting Agency: Network Contracting Office 4 (NCO4)

2. Nature and/or Description of the Action Being Processed: This procurement is a sole source bridge that was originally competed as a Single Source under FAR 13.106-1. Originally estimated to be , the Vendor’s quote exceeds the Simplified Acquisition Threshold (SAT) and requires greater due diligence and vetting as a FAR 13.5 procurement.

Procurement seeks to bridge period to maintain continuity of services until, NCO4 can ensure competition against the VA Strategic Acquisition Center Contract (SAC) Integrated Critical Staffing Program (ICSP) is a $23 billion multiple-award Indefinite Delivery/Indefinite Quantity (IDIQ) contract vehicle awarded by the Department of Veterans Affairs (VA) to provide temporary clinical and non-clinical staffing support to VA medical facilities nationwide.

NCO4 seeks to sole source to the incumbent SDVOSB Vendor, Sanford Federal, to ensure continuity of critical services for the VAPHS Radiation Therapy Department for the following positions Radiologist Medical Physicist (1 Full Time Equivalent [FTE]), and Dosimetrist (1 FTE) services.

3. Description of Supplies/Services Required to Meet the Agency’s Needs: NCO4 seeks to sole source a bridge contract to the incumbent SDVOSB Vendor, Sanford Federal, to ensure continuity of critical services for the VAPHS Radiation Therapy Department. This procurement dovetails an existing contract, 36C24423D0055, which included the two contracted temporary staff positions:

Radiologist Medical Physicist (1 Full Time Equivalent [FTE]), and Dosimetrist (1 FTE) services.

This sole source procurement will bridge the period that this requirement is formally competed, new vendor employees credentialed, and new employees are onboarded to allow for the seamless transition from the existing bridge contract to the new competed contract. NCO4 is currently working a separate procurement to be competed against VA Strategic Acquisition Center’s (SAC) Indefinite Delivery, Indefinite Quantity Contract (IDIQ) for Integrated Critical Staffing Program (ICSP), 36C10X24D0003 (local eCMS Acquisition Plan, 36C244-24-AP-2124).

Effective Date: 11/15/24 Page 2 of 5

Acquisition ID#: 36C244-24-AP-0531

Service for this Contract is for 584 Hours for the Radiologist Medical Physicist and 584 hours for the Dosimetrist for the period of performance (POP): 12-20-2024 to 03-31-2024. This procurement maintains current services performed by the incumbent.

The Original Estimated Amount for this procurement was

Following Solicitation, Vendor’s quote is above the Simplified Acqusition Threshold (SAT) at

4. 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:

(X ) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

( ) 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

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition

Requires the Use of the Authority Cited Above (applicability of authority):

The incumbent contractor has performed successfully and is the only source with the necessary systems and processes in place at this time to allow for continuity of services. Any changes to extending through a bridge contract will caus disruptions to services and have negative effect on patient care.

Customer, Kelley Burkhouse, Imaging Program Administrator, VAPHS reports the following. The Service Disabled Veteran Owned Small Business vendor, Sanford Federal, has provided Medical Physicist and Dosimetrist coverage for the past 2 years. Prior to this vendor’s proposal and accepting the emergency contract, the Radiation Therapy Department was in a “Stand-Down” Status and all patient care was being sent to the Community. After the contract was put in the place, the contractors completed all the below items to have the department operational again and able to treat patients.

1. Performance specification, acceptance testing and commissioning of new equipment,

2. Calibration of the sources and maintenance of all information necessary for their appropriate use,

3. Development and maintenance of a quality assurance program for all treatment modalities, localization procedures, and computational equipment and programs to assure that patients receive prescribed doses and dose distributions, within acceptable degrees of accuracy,

4. Maintenance of all instrumentation required for calibration of sources, measurement of radiation, and calculation of doses, and

Effective Date: 11/15/24 Page 3 of 5

Acquisition ID#: 36C244-24-AP-0531

5. First-order maintenance of treatment units (in conjunction with any inhouse Radiation Therapists).

The Medical Physicist and Dosimetrist are with the current Sanford contract are trained and competent on all the current equipment and program. Any change at this point will cause a gap in services to allow new contractors to become competent on the current structure of the department.

During the gap, patients will need to be send out to Community Care and the Radition Therapy department would need to go back into a “standdown” status.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: This procurement serves only as a “Stop Gap” measure until competition can occur against the ICSP IDIQ Contract.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable:

NCO4 has determined pricing to be fair and reasonable using the existing ICSP pricing and the VA Medical Sharing Offices Inflation Estimation Tool.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons

Market Research Was Not Conducted:

NCO4 conducted the following Market Research for this procurement:

Small Business Administration’s Veterans Small Business Certification (VetCert) database.

Vendor, Sanford Federal is a certified SDVOSB according to the US Small Business Administration’s Veteran Small Business Certification (VetCert) on 11-25-2024. SBA Size Standard for 621512, Diagnostic Imaging Centers is less than $19 Million. In accordance with SBA VetCert, Vendor Sanford Federal reports compliance with NAICS 541350, Building Inspection Services $11.5 Million which is lower than NAICS Code for this procurement and validates Vendor’s small business size standard certification for NAICS 621512. By virtue of 2(+) year experience serving in this NAICS capacity, NCO4 acknowledges that the vendor maintains capability for this NAICS Code despite that this code is not specified in the vendor’s VetCert database.

Government-wide database of database and other procurement instruments. Integrated Critical Staffing Program (ICSP) is a $23 billion multiple-award Indefinite Delivery/Indefinite Quantity (IDIQ) contract vehicle awarded by the Department of Veterans Affairs (VA) to provide temporary clinical and non-clinical staffing support to VA medical facilities nationwide. The scope of the ICSP encompasses a wide range of healthcare professionals, including physicians, nurses, certified registered nurse anesthetists, medical support assistants, and various specialized roles such as histology technologists and sterile processing technicians. Additionally, the contract vehicle includes provisions for onboarding support services to assist with the integration of new personnel into VA facilities. NCO4 is in the process of competing this requirement against the VA Strategic Acquisition Center’s (SAC) IDIQ ICSP Contract. NCO4 provided the requirement for review and has received affirmation that the SAC Contract can meet VAPHS’s requirement. NCO4 is preparing for Medical Sharing Office (MSO) review and will be competing this requirement as Task Order Proposal Request (TOPR)