Approved J A for other Than Full and Open Competition.pdf

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

REVISION: 01

Acquisition ID#: 36C242-25-AP-4509

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C242-25-AP-4509

1. Contracting Activity:

Department of Veterans Affairs, New York/New Jersey Healthcare System Veterans Integrated Services Network (VISN) 2 Downstate Network Contracting Office (NCO) 2 James J. Peters Veterans Affairs Medical Center 130 West Kingsbridge Road, Bronx, NY 10468

Planning 2237 # 620-25-1-240-0002

2. Nature and/or Description of the Action Being Processed:

This procurement is for the provision of housing placement and case management in accordance with FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2.

Network Contracting Office (NCO) 2 Downstate intends to award a sole source contract for the provision of housing placement and case management services through the HUDVASH program to Carlos L. Lopez and Associates a service disabled veteran owned small business (SDVOSB), for the Veteran patients located in the New Jersey and New York Harbor Healthcare Systems as well as the James J. Peters and Northport VA Medical Centers. The proposed sole source contract is for a one-year Firm Fixed Price (FFP) Indefinite Delivery/Indefinite Quantity (IDIQ) contract.

This anticipated, interim contract will facilitate the continuity of services for the provision of housing placement and case management services through the HUDVASH program as it transitions from third-party contractor back to the VA Medical Centers. The services are currently being provided by Carlos L. Lopez and Associates via contract 36C24225D0018. The current firm-fixed price (FFP) Indefinite Delivery, Indefinite Quantity (IDIQ) contract will expire on October 31, 2025. The Department of Veterans, Veterans Integrated Service Network (VISN) 2 has decided to return the housing placement and case management services internally to the VA. All housing placement and case management services will be performed exclusively by the VA Medical centers.

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Acquisition ID#: 36C242-25-AP-4509

3. Description of Supplies/Services Required to Meet the Agency’s Needs:

Carlos L. Lopez and Associates will provide housing placement and case management services through the HUD-VASH program. The program is a partnership between the U.S. Department of Housing and Urban Development (HUD) and the VA Supportive Housing (VASH) program to place and maintain homeless Veterans in permanent, community-based housing using HUD Section 8 Housing Choice Vouchers that are paired with ongoing VA case management services. Many of these Veterans have co-morbid conditions that include serious mental illnesses, substance abuse disorders, and other serious medical conditions.

The performance period for this interim contract will be November 1, 2025 through October 31, 2026. The total estimated value of this procurement is $6,630,300.00.

The NAICS code for this procurement is 541611, PSC code G099.

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 reasons below:

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

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

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

Carlos L. Lopez and Associates is the current incumbent who is satisfactorily performing these services on behalf of the VA New Jersey, New York Harbor Healthcare Systems, James J. Peters, and Northport VA Medical Centers throughout the lifecycle of the current contract in place which expires October 31, 2025. The VA anticipates a nine (9) to twelve (12) month transition period for the Veteran cases to be incorporated into the VA medical centers staff’s workload. Due to the volume of Veterans and their families currently receiving HUDVASH case management services through Carlos L. Lopez and Associates at the VA New Jersey, New York Harbor Healthcare System, James J. Peters and Northport VA Medical Centers, this contract is needed to ensure continuity of care for a range of medical, mental health, and other serious psychosocial issues to those highly vulnerable Veterans and their families in the community.

The contractor, Carlos L. Lopez and Associates, has extensive experience and a proven track record in providing housing and supportive case management services to homeless Veterans. Carlos L. Lopez and Associates possesses specialized knowledge and skills to

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Acquisition ID#: 36C242-25-AP-4509 include expertise in housing market analysis and establishing housing assistance programs tailored to Veterans. Carlos L. Lopez and Associates has a dedicated team of licensed social workers and case managers experienced in addressing the complex needs of homeless Veterans.

Awarding this interim contract to another source will result in significant delays in program implementation, which could adversely affect the targeted Veteran population. Also, potentially lower quality of service due to the lack of specialized experience and established relationships necessary and increased costs due to an extended learning curve and potential inefficiencies of a less experienced contractor.

In addition to the high startup costs and lengthy transition period required for another vendor to assume the services, there is insufficient procurement administrative lead time (PALT) to acquire these services from another vendor for this short period of time.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable:

Due to the urgent need to have a new, short-term contract in place at the time of expiration of the existing contract to maintain these critical services, additional sources were not sought out for this requirement. The current contract was awarded to Carlos L. Lopez and Associates at a fair and reasonable price.

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

Reasonable:

The Contracting Officer will make a fair-and-reasonable determination of the proposed prices through a comparison of those prices to the Independent Government Estimate

(IGE).

Existing prices under the current contract with Carlos L. Lopez and Associates were determined fair and reasonable prior to award and it is expected that pricing would remain the same or similar, however, the Contracting Officer will not award a contract without a determination of fair and reasonable pricing being completed.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted:

Due to the complexities involved in a transition to another contractor who could provide the same or similar services, care would undoubtedly be disrupted, therefore, follow-on market research regarding availability of sources was not conducted at this time.

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Acquisition ID#: 36C242-25-AP-4509

9. Any Other Facts Supporting the Use of Other than Full and Open Competition:

None. The current contract with Carlos L. Lopez and Associates will expire on October 31, 2025. This short-term procurement is required to provide uninterrupted housing placement and case management services until the VA has completed the transition of all cases from the third-party contract back to the VA medical centers. It would be impossible to compete a short-term requirement and would not be practical for a new contractor to begin providing these services in such a short amount of time given the transition activities that would need to occur.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition:

None.

11. 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:

Competition was not sought because Carlos L. Lopez and Associates is currently providing these same services on a contract that expires October 31, 2025. At this time, the current contract expiration date does not allow for adequate time to solicit for and evaluate offers.

Currently, the VA has decided to provide housing placement and case management services internally rather than through a third-party contractor.

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Acquisition ID#: 36C242-25-AP-4509

12. 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.

Theresa Santiago, Assistant Chief Social Work, JJPVAMC Date On Behalf of Elizabeth A. Steiner VISN 2 Network Homeless Coordinator

13. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

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

Donna Richardson Date Contracting Officer, NCO 2

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.

Julie McCann Date Director of Contracting, NCO 2

c. VHA RPO HCA Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and approve ($750K to $7.5 million (or $15.0 million for acquisitions described in FAR 13.500(c)) for other than full and open competition.

Gerald F. Jacobs Date Executive Director, Regional Procurement Office East VHA Head of Contracting Activity (HCA)