HCA SIgned NCO 5 P03_Sole Source Justification.pdf

VHAPG Part 813.5 Simplified Acquisition Procedures for Certain Commercial Items Attachment 1: Request for Sole Source Justification Template >SAT-$7.5M under FAR13.5

Henry M. Jackson Foundation for the Advancement of Military Medicine Activity Acquisition Plan Action ID: 36C245-25-AP-1668

Effective Date: 11/15/24 Page 1 of 6

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Acquisition ID#: 36C245-25-AP-1668

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

1. Contracting Activity:

Department of Veterans Affairs, VISN 5, DC VAMC Contracting Agency: Henry M Jackson Foundation for the Advancement of Military Medicine Activity: Military environmental exposure expert staffing

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

The War Related Illness and Injury Study Center in Washington, DC (hereafter WRIISC) is a national program dedicated to Veterans’ post-deployment health concerns and unique health care needs. WRIISC develops and provides post-deployment health expertise to Veterans and their health care providers through clinical care, research, education, and risk communication. To meet the needs of Veteran health concerns related to potentially toxic exposures, WRIISC continues to development and dissemination information that was built under the contract “Henry M. Jackson Foundation for the Advancement of Military Medicine, 36C24524P0481.” The DC WRIISC is requesting a new procurement focusing on providing the services to support increasing demands associated with the application of the PACT Act (H.R.3967 —117th Congress (2021-2022)) and support leadership reorganization associated with the VA’s newly designated Health Outcomes Military Exposures (HOME) formerly Post Deployment Health Services (PDHS) that is devoted to possible health effects of military environmental exposures. The contracting agency, Henry M.

Jackson Foundation for the Advancement of Military Medicine (hereafter “HJF”), is a global military health and medical research organization. The DC WRIISC seeks a contract with the expert staff of HJF to establish a rapid response infrastructure to deploy .

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

a. Associate Scientific Director (1)

i. Position Description: Associate Scientific Director (ASD) will be responsible for initiating and carrying out research projects in collaboration with the DC WRIISC research team with a focus on Data Science and Big Data studies. Provides guidance to WRIISC Scientists, Research Assistants, Research Fellows and Postdocs on cross-domain research studies and federal research, regulatory and logistical guidelines.

b. Epidemiologist (2)

i. Position Description: The Epidemiologist will serve as a lead data scientist and provides guidelines in designing study methodology, developing study protocol, interprets and applies data analytic tools both independently and in collaboration with WRIISC research team. Works directly with WRIISC leadership to foster grant funding and developing scientific projects. Designs, develops, executes, implements, and prepares scientific research reports and publications.

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c. Health Coach (1)

i. Position Description: The Health Coach will function as a member of the interdisciplinary WRIISC team and will communicate in team meetings and in the medical record about the Veteran’s progress and potential concerns. S/he will develop information materials and conduct workshops, seminars, and other meetings with different levels of staff to educate about integrative health coaching principles.

ci. Neuropsychologist (1)

i. Position Description: The Neuropsychologist will have experience in evaluation and treatment of neurocognitive, behavioral, and emotional concerns an dspport DC WRIISC Clinical Team in identifying and responding to risk factors (e.g., suicidal ideation). Maintain knowledge of current state of the emerging neuropsychological research literature and clinical technology (e.g., teleneuropsychology) and apply this information to WRIISC for consideration of inclusion in future clinical services and research studies.

cii. Travel and Publication fees

i. Value $67,054.22 (Year One: $13,410.84 estimate)

Base Year Total: $1,058,511.80 Option Period 1 Total: $1,098,852.74 Option Period 2 Total: $1,140,750.82 Option Period 3 Total: $1,184,266.17 Option Period 4 Total: $1,229,461.22

Total with All Options: $ 5,711,842.75

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

Estimated Award date: 3/31/2025

Period of Performance: Base Year - 4/1/2025 - 3/31/2026 Period of Performance: Option Yr. 1 - 4/1/2026 - 3/31/2027 Period of Performance: Option Yr. 2 - 4/1/2027 - 3/31/2028 Period of Performance: Option Yr. 3 - 4/1/2028 - 3/31/2029 Period of Performance: Option Yr. 4 - 4/1/2029 - 3/31/2030

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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 WRIISC seeks to continue the employment of several essential contract employees that were listed in the existing contract 36C24524P0481 Henry Jackson Foundation (HJF), which originated on 9/30/2024 to maintain essential support in roles staffed by personnel with unique expertise in military health investigation, including complex occupational exposures experienced by Veterans. The contract features employment for employees that offer unique concepts, and have been in great standing with the VA since the original contract, “36C24518C0195” was established in FY2018, renewed in FY23 under "36C24523P0753” and in March 2024 under “36C24524P0481.”

HJF support has been essential to our program’s compliance with mandates set forth by the Sergeant First Class Heath Robinson Honoring our Promise to Address Comprehensive Toxics (PACT) Act as well as encounter impairment in the ability to support critical modernization efforts to promote virtual and in-person approaches to meet the health needs of Veterans with complex occupational and novel situational exposures. HJF staff were direct contributors to a significant achievement of the DC WRIISC: On September 3, 2024, following peer review and concurrence from over ten VA programs, the Under Secretary of Health, Shereef Elnahal, officially designated the Complex Exposure Threats Center of Excellence (CETCE) as a new Veteran Health Administration (VHA) Center of Excellence (COE). CETCE is focused on complex emerging exposure health threats and is VHA’s dedicated team for addressing the health needs of Veterans with complex exposure occupations. Without continued involvement of these contractors, implementation of the new program’s mission will be harmed and Veterans seeking answers related to their complex exposure concerns will be forced to wait for an undetermined amount of time. HJF displays a proven track record in providing researchers for Brain Health Behavior, Post-Traumatic Stress Disorder (PTSD) Treatment, and Physiological Research underscores their commitment to advancing the mission of the WRIISC and ensuring the well-being of Veterans. One of the unique features is HJF’s Recruiting and Human Resource teams that have demonstrated understanding of the DC VA Medical Center (DC VAMC) on-boarding procedures to ensure new hires are adequately prepared to lessen the time and cost burden of hiring. HJF offers expert support for visa applications and immigration regulations to expand the applicant pool ensuring qualified candidates are identified within the current competitive market. HJF's previous experience in supporting WRIISC, including their success in maintaining continuity of key personnel and adherence to training and privacy requirements. The substantive duplicate costs associated with the lengthy time required for new training, background investigation, tier 1 clearance, and on-boarding would be incurred unnecessarily if the contract were awarded to another entity.

Furthermore, HJF's familiarity with VA policies, contract requirements, and operational procedures of VHA has produced expedited assimilation with changing initiatives at the WRIISC. Their demonstrated success in maintaining continuity of key personnel with experience in managing complex projects would mitigate the risk of disruptions or delays in critical deliverables. The average length of service for HJF employees is five years, higher than the average retention time in the science and technology industry. Retaining these employees capitalizes on government resources invested in their initial training, security clearances, and acquisition of specialized military health knowledge, ensuring government efficiency and mitigating the risk of delays in services vital to Veterans.

Additionally, The decision to proceed with HJF as the sole vendor is also based on their extensive knowledge of VA operations, proven expertise in military medicine, and exceptional Contractor Performance Assessment Reporting System (CPARS) ratings. Leveraging HJF’s established team

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Acquisition ID#: 36C245-25-AP-1668 minimizes the government’s costs by avoiding the additional time and expense of training new staff, transferring information, and ensures the continuity of critical public health programs developed during the partnership. HJF’s team has demonstrated capability in supporting the VA’s goals without delays, reflecting a reliable partnership that has previously met and exceeded expectations. This continuity not only preserves the progress achieved thus far but also ensures uninterrupted support for Veterans with complex exposure-related health needs, affirming HJF as the most capable partner for this effort.

Opening this contract to full competition would create significant delays in operations, substantial additional costs attempting to transition to a new team, and redundancies that would impede the program's progress.

HJF’s proven record of supporting WRIISC’s mission, combined with their unique expertise in military health research and their familiarity with the WRIISC and CETCE structures, makes them the only practical and qualified choice for this contract. Awarding this contract to HJF under FAR 13.5 allows the VHA to continue delivering critical services to Veterans while advancing exploration efforts without interruption, meeting strategic growth objectives under the PACT Act.

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

A comprehensive market survey conducted during the award of the original contract (VA 36C24524P0481) identified the Henry M. Jackson Foundation (HJF) as the only source capable of meeting the WRIISC’s specialized needs. This survey thoroughly examined other possible vendors in the region, but no other providers demonstrated the necessary expertise, experience, and staffing capacity in military health Stufy and care for Veterans with complex occupational exposure concerns. Additional market research was conducted in FY24 (solicitation 36C24523Q0862) during which competition was opened to local organizations falling within the NAICS designation. Out of qualified respondents, it was overwhelmingly demonstrated that Henry Jackson Foundation was the only qualified vendor that could meet SOW needs in a cost effective and time efficient manner.

Based on previous market research, HJF has been identified as the only organization in the region capable of recruiting, training, and retaining staff with specialized experience in war-related health concerns.

Retaining these employees capitalizes on government resources invested in their initial training, security clearances, and acquisition of specialized military health knowledge, ensuring government efficiency and mitigating the risk of delays in services vital to Veterans.

Efforts to foster competition were also evaluated to ensure no viable sources were excluded. This included a thorough review of industry capabilities as part of prior market research, which confirmed that only HJF meets the unique qualifications for this contract. Given the time-sensitive nature of this requirement and the substantial duplication of costs and delays associated with onboarding a new contractor, the decision to proceed with HJF as a sole source provider reflects a balanced approach to ensuring both government efficiency and continuity of services.

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

Contracting, along with the program office, utilized prior knowledge of the prior procurement, a continuing contract, 36C24524P0481 (Exp. 3/31/2025) along with market conditions of general estimates of salary bands for requested contracting staff being procured. The government estimate was prepared and provided by the Contracting Officer’s Representative (COR). The anticipated price to the Government for the items requested is approximately $5,711,842.75 (Year one: $1,058,511.8)

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

Contracting, in accordance with (IAW) FAR 5.203 publicizing and response time, posted a request for information (RFI) – Special Notice – Notice of Intent to sole source through the government port of entry (GPE) on SAM.gov on 01/29/2025. The notice was posted for the required 15 days and closed on 02/14/2025. Contracting received zero responses and/or information that woud suggest that other vendors could be considered for competition.

Based on the market research conducted through the Dynamic Small Business Search (DSBS) and Veteran Small Business Certification (VetCert), no two or more VIP verified and capable SDVOSBs or VOSBs were identified and VetCet and appeared capable of performing the requirement. In addition, no small business in any of the other targeted socio-economic groups appeared to qualify for a set-aside procurement. Therefore, it is anticipated that the HJF will be solicited for this requirement using procedures found at FAR Part 6.302-1 Only one responsible source.

The extensive efforts documented above, and prior competitive bid, we determined there is a reasonable expectation that sole sourcing is the most practical strategy. An extension of the existing contract with the Henry M. Jackson Foundation (HJF) is essential to retain the critical expertise necessary to support biostatistics, epidemiology, health coaching, and neuropsychologist. These roles are indispensable to supporting the health outcomes of Veterans affected by military exposures a priority of the PACT Act.

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

The current program directives of WRIISC requires a vendor provide organizational support and administrative capabilities to allow WRIISC staff to maintain scientific and clinical focus and HJF has demonstrated its capacity to recruit and retain top-quality staff with a commitment to long-term talent retention, as evidenced by strong Contractor Performance Assessment Reporting System (CPARS) ratings in similar projects. HJF is the only known organization in the region with the requisite depth of expertise, particularly in military and veteran health analysis, and the organizational infrastructure necessary to provide rapid, high-quality support to WRIISC.

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

During the time that a notice was posted, no other sources formally expressed interest in this acquisition request for information (RFI) – intent to sole source notice.

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:

No other actions are planned, given the specialty of HJF’s expertise related to military medicine. Seeking other sources during the planned duration of the contract would result in increased costs to the government through loss of productivity and efficiency in accomplishing the goals described in section 5.

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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.

Matthew Reinhard, PsyD Date Director, WRIISC

DC VAMC

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.

Robert O’Keef Jr. Date Contracting Officer Network Contracting Office 05

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.

Bradley Davis Date Branch Chief Network Contracting Office 05

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

MATTHEW REINHARD Digitally signed by MATTHEW REINHARD Date: 2025.03.04 15:11:19 -05'00'

ROBERT OKEEFE Digitally signed by ROBERT OKEEFE Date: 2025.03.04 15:47:36 -05'00'

BRADLEY DAVIS

Digitally signed by BRADLEY

DAVIS

Date: 2025.03.04 16:25:58 -05'00'