P03 - Signed FAR 13.5 Sole Source Justification - Over SAT.pdf

VHAPG Part 813.5 Simplified Acquisition Procedures for Certain Commercial Items Attachment 1: Request for Sole Source Justification Template >SAT-$7.SM under FAR13.S

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR

CERTAIN COMMERCIAL ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C246-24-AP-4142

1. Contracting Activity: Department of Veterans Affairs, Network Contracting Office 6 (NCO 6), Hampton, Virginia on behalf of The Central Virginia VA Healthcare Systems, Richmond, VA (V AMC Richmond).

2. Nature and/or Description of the Action Being Processed: Approval is requested to negotiate a sole source firm fixed price IDIQ requirements contract for Temporary Lodging with The Hospital Hospitality House of Richmond Inc. The Richmond V AMC has been selected by the V ACO Transplant Office as a national referral site for VA liver & heart transplantations.

The organ transplant program is a joint venture between Virginia Commonwealth University (VCU) Health Systems Medical Center and The Richmond VA Medical Center. Richmond V AMC will provide pre- and postoperative Temporary Lodging.

3. Description of Supplies/Services Required to Meet the Agency's Needs: V AMC Richmond needs a contract for Tempory lodging to support pre- and post-operative care for transplant patients and their caregiver. The Hospital Hospitality House of Richmond, Inc is a short three miles from the VA Medical Center and VCU Transplant Surgery Hospital, which is optimal during pre-transplant to ensure timely patient response to short term availability of the organ as well as post-transplant due to frequent follow-ups and monitoring until the patient is stable enough to return home within a couple of months.

Period of performance: Base year October 01 , 2024 - September 30, 2025, with four (4), one

(I) year option years.

The estimated contract value for the base period is $147,000.00. The total estimated contract value for base and all option periods is $735,000.00.

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-l (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

Effective Date: 02/01/2022 Page 1 of 4

Attachment 1: Request for Sole Source Justification Template >SAT-$7.SM under FAR13.5

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 Richmond V AMC transplant program has a need to have rooms available in a very short time frame with little to no advanced notification. Lodging facilities would be required to set aside a minimum amount of rooms for our transplant program patients whether the rooms are used or not. The Richmond V AMC, along with the Medical College of Virginia/Virginia Commonwealth University has maintained a long-standing relationship with The Hospital Hospitality House of Richmond Inc over the past 15 years. The Hospital Hospitality House of Richmond Inc offers a unique pre- and post-operative infection controlled rooms environment which is a critical element during the recovery period for this type of procedure in order to reduce the possibility of post-operative infections due to the patient's weakened medical condition. The Hospital Hospitality House of Richmond Inc's rooms are equipped with multiple position sleep chairs & beds specifically designed to provide the comfort required during the healing process as well as wheelchair assessable bathrooms and showers in every room to provide the Veteran with maximum mobility and minimizes the risk of falling. The Hospital Hospitality House of Richmond Inc offers two (2) dedicated floors specifically equipped with rooms for the special needs of transplant patients and performs extra sanitary measures to provide a safe and clean environment. The Hospital Hospitality House of Richmond Inc also offers both short- and long-term lodging at minimal cost to our transplant program as well as provides dedicated lodging service to the transplant patient and caregiver.

Market research showed that no other commercial Hotel/Motel within proximity to both Richmond V AMC and VUC can provide post-operative infection controlled rooms furnished with the medical equipment accomodations like the Doorways provides. As part of this market research the Contracting Specialist (CS) called all of the Hotel/Motels with a five (5) miles radius in an effort to see if any of them can provide room availability within short notice for pre-operative and long-term post-operative accomodations and they all stated that they could not provide such a gurantee. The CS was told directly by each Hotel/Motel Management staff located within the downtown Richmond area that they are all subject to Corporate mandated blackout dates during events such as festivals, concerts, sporting events etc. and therefore would not be able to guaranteed rooms to be available during those times.

Furthermore, there is a separate VA transportation contract between Richmond V AMC and The Hospital Hospitality House of Richmond Inc currently in place that doesn' t expire until 2027 that was specifically awarded to provide transportation services to our Veterans from the The Hospital Hospitality House of Richmond Inc to VCU and back, so awarding this requirement to a new Contractor would result in an increase in cost and the negotiation of a new contract.

The information gathered from the market research clearly demonstrates that there are no other lodging facilities in the proximity to the Transplant facility (VCU) and Richmond VAMC area that can meet the specific pre- and post-operative room needs nor can ensure 100% rooms availability flexibility as the Hospital Hospitality House of Richmond, Inc does.

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Attachment 1: Request for Sole Source Justification Template >SAT-$7.SM under FAR13.S

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: A search on Vetbiz.gov was conducted using NAICS code 624221 for Temporary Shelter. The search revealed (246) vendors registered.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The Contracting Officer anticipates prices will be fair and reasonable based on comparison of the IGCE against historical pricing and published price lists for similar services. House of Richmond Inc is a non-profit lodging facility where we can utilize the lodging services for the transplant program at 80% of the per diem lodging rate.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research was conducted and no acceptable sources were found.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: None

10. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required:

Market research will be conducted prior to exercising option periods to determine ifthere are new vendors in the marketplace.

11. Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and 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.

GREGORY

LABENZ

Digita lly signed by GREGORY

LABENZ

Date: 2024.08.21 11 :53:00 -04'00'

Gregory Labenz (Heart Transplant) Contracting Officer Representative.

August21,2024 Date

12. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP: This part if/U/ed out by Contracting Staff as part of the Justification

a. Contracting Officer or Designee's Certification (required): I certify that the foregoing justification is accurate and complete to the best ofmy knowledge and belief.

_J,_____;# l_w.----=~ ~-=-------.c..,,,;k _ __.

David E. Smith Contracting Officer Healthcare Resources Team

Effective Date: 02/01/2022

Date

Attachment 1: Request for Sole Source Justification Template >SAT-$7.SM under FAR13.5

b. One Level Above the Contracting Officer {Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition.

4/1,N J L Mano L. Santiago Z Date Branch Chief Healthcare Resources Team

Effective Date: 02/01/2022 Page 4 of4