JnA 36C26225P2030 SPS OFFSITE STERILIZATION SVC.pdf

DEPARTMENT OF VETERANS AFFAIRS

VHAPG Part 806.3 OFOC Page 1 of 2 Revision: 03 Effective Date: 04/15/24 Acquisition ID#: 36C262-25-AP-6245

Justification and Approval (J&A) For Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C262-25-AP-7598

1. Contracting Activity: Department of Veterans Affairs, Veterans Health Administration (VHA), Network Contracting Office (NCO) 22; VA Long Beach Healthcare System (VALBHCS) located at 5901 East Seventh Street Long Beach, CA 90822; 2237: 600-25-4-082-1124

2. Nature and/or Description of the Action Being Processed: This justification supports a new, non-competitive award for the urgent acquisition of off-site sterilization and reprocessing services for reusable surgical trays and instruments. The anticipated award will be a firm-fixed-price contract for a period of 7 months.

3. Description of Supplies/Services Required to Meet the Agency’s Needs: The contractor shall provide transport, inspection, cleaning, decontamination, sterilization, repackaging, and return delivery of reusable medical instruments and surgical trays, in compliance with VHA Directive 1116(2), AAMI ST79, AAMI ST90 and Joint Commission standards. These services are critical to supporting uninterrupted surgical services for VALBHCS which currently lacks internal sterile processing capacity. Total estimated value: $648,000.00.

4. Statutory Authority Permitting Other than Full and Open Competition: Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by FAR 6.302-2.

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): Due to increased surgical demand, equipment failures on site, and internal capacity limitations, the facility is currently unable to keep up with the required sterile processing volumes which has led to a large backlog of surgical trays. This deficiency places the VA at risk of non-compliance with VHA Directive 1116(2), AAMI ST79, AAMI ST90 and Joint Commission standards, jeopardizing patient safety, delaying surgical care, and threatening clinical operations. A short-term contract to clear through the backlog of surgical trays is necessary to avoid further degradation of sterile processing performance and restore operational compliance. Delaying this procurement to conduct full and open competition would create an immediate risk to patient care and continuity of operations; therefore, award under FAR 6.302-2, Unusual and Compelling Urgency, is justified.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Prior outreach to three vendors to assess capability for similar services, along with a review of FPDS for available sources, indicates that very few vendors provide these specialized services. Due to the unusual and compelling urgency of this requirement, there was insufficient time to conduct a full and open competition.

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

Reasonable: The proposed price will be evaluated for fairness and reasonableness using the IGCE and comparison to commercial service price lists where available.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Due to the urgent nature of this request, market research was limited. Recent engagement with industry revealed that there are very few vendors that provide the required off-site services. The facility’s operational needs outpaced the scope of the previous on-site SPS contract and resulted in a severe backlog. Market research revealed that the requested service is highly specialized and is not widely available on short notice.

DEPARTMENT OF VETERANS AFFAIRS

VHAPG Part 806.3 OFOC Page 2 of 2 Revision: 03 Effective Date: 04/15/24 Acquisition ID#: 36C262-25-AP-6245

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: This contract is mission-critical to restore sterile processing capacity and ensure compliance with VA and industry safety standards. The urgency is compounded by the backlog of surgical cases and the direct impact on veteran health outcomes.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: No other vendors were identified with immediate performance capability.

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:

The agency will continuously monitor and evaluate market conditions to identify any potential future opportunities for competition. A competitive solicitation will be developed and issued following this urgent interim period if continued services are required.

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.

Lovely Ventura Health System Specialist (HSS) Surgical VA Long Beach Healthcare System

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

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

David Chakka, Contracting Officer, NCO 22

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.

Jarrod Washington Division Chief, NCO 22 https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPM/VHAPM_Part_806.3.aspx