JOFOC_Redacted.pdf

Conducting a full and open competitive procurement or extended competitive process would require additional solicitation time, proposal evaluation time, potential discussions, and award processing, which would significantly delay installation and operational readiness.Given manufacturer production schedules and installation lead times for dental operatory systems, any delay in award will extend the clinic’s non-operational period. Even limited competition would introduce unacceptable delay that would prevent timely activation of the clinic.This urgency was not caused by lack of advance planning or expiring funds, but rather by non-performance of

. Prior vendor was awarded on 7/31/2025 and provided a ninety day performance period although closed out on 12/30/2025 without any performance taking place. The original solicitation to the event (# 285-25- RFQ-0008) was published on April 10, 2025 as an Indian Small Business Economic Enterprise set aside. This event provided for full and open competition after exclusion of sources.

6. Actions to Increase Competition:

a. A Synopsis Was Not Published: A synopsis was not published in accordance with RFO – FAR 5.201(b)(1) as per the exemption under FRO – FAR 5.101(b)(2) due to the unusual and copelling urgency associated with the award.

b. Responses Were Not Received: No responses were received due to the publication exception of FAR 5.101(b)(2). Written responses were not received.

c. Sources Expressing Interest: Only one additional source expressed written interest in this specific urgent requirement. While multiple vendors exist in the marketplace capable of providing dental equipment, none were identified that could respond with all items in stock at reasonable pricing available to meet the immediate delivery and installation timeline required to prevent further service interruption and delay.

d. Actions to Foster Competition for Future, Similar Requirements: Efforts were expended on competition through the initial publicized solicitation event numbered 285-25-RFQ- 0008. The former event obtained seven offers which was deemed adequate competition. In the current situation more competition may be obtained by additional publication time and/or separating disimilar services.

7. Market Research:

a. The Government conducted the following market research efforts:

i) Review of prior procurement history for the same requirement, including previously solicited vendors and pricing;

ii) Review of manufacturer-authorized A-dec distributors capable of providing required equipment and certified installation;

iii) Searches of SAM.gov to identify qualified small business and Indian-owned firms;

iv) Review of GSA Federal Supply Schedule (FSS) contractors authorized to provide A-dec products;Internet-based research and manufacturer website verification of authorized resellers;

v) Review of previously obtained informal vendor quotations for similar configurations;Consultation with technical representatives and facility planners regarding compatibility and integration requirements.

Market research confirmed that while multiple vendors may distribute dental equipment generally, only authorized A-dec distributors are capable of providing the required brand-name equipment with certified installation, manufacturer warranty coverage, and compatibility with the clinic’s pre-configured operatory design. Additionally, given manufacturer production schedules and installation lead times, only vendors with immediate access to A-dec inventory and installation resources are capable of meeting the accelerated delivery requirement. Expanding the procurement to alternative manufacturers would require facility redesign, modification of plumbing and electrical rough-ins, and additional construction work, which would substantially delay clinic activation.

8. Procurement History:

Contractor:

Contract or Order Number: 75H71525P00041 Award Date and Period of Performance: 7/31/2025 for 90 days Value (including all options): $ Competitive Status: Competed Under SAP / ISBEE set aside Authority formerly used if not competed: N/A

9. Additional Information or Other Facts:

Addressing RFO – FAR 6.104-1(a)(9)(ii); the sum harm to the Government is accounted in three factors. The first two factors are monetary where the failure to deliver services as of 01AUG25 resulted in lost third-party revenue and staffing. Factor three is where this clinic is to serve five federally recognized tribes in the State of Virginia: Rappahannock Tribe, Inc., Upper Mattaponi Tribe, Pamunkey Indian Tribe, Chickahominy Indian Tribe-Eastern Division, Chickahominy Indian Tribe, and Nansemond Indian Nation. Failure to deliver upon the tribal agreement is not cost based but relationship based. Clinic completion with expediency is of far greater value to the Government due to these three factors.

10. Technical or Requirements Program Management Certification: I certify 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.

Kristianne Sinclair Supervisory Dentist Signature & Date:

11. Fair and Reasonable Price Determination: As the contracting officer, I hereby determine that the anticipated price to the Government for this contract action will be fair and reasonable.

This determination will be made using the following: ☐ cost analysis ☐ price analysis ☐ cost realism ☒ market pricing ☒ historical pricing ☐ other:

As a part of this basis, certified cost, or pricing data (see RFO - FAR 15.403)— ☐ will be required. ☒ will not be required and the following FAR part 15 exception applies:

☒ Prices that will be agreed upon are based on adequate price competition.

☐ Prices that will be agreed upon are based on prices set by law or regulation.

☒ A commercial item is being acquired.

☐ A waiver has been granted by the HCA in accordance with RFO - FAR 15.403-2(c)(4).

☐ The contract action is a modification to a contract or subcontract for commercial item(s).

☐ The estimated cost of the contract action is less than the threshold for certified cost or pricing data.

12. Contracting Officer (CO) Certification and Determination: I hereby certify that this justification is accurate and complete to the best of my knowledge and belief. And, based upon the foregoing, I also determine that using a sole-source contract is in the best interest of Indian Health Service, Nashville Area Office

Andrew Rhoades Contracting Officer Signature & Date: