Justification and Approval - EM Ceramic Tile Restoration. Redacted.pdf

OFOC SOP Revision 11 Original Date: 03/22/11 Revision 11 Date: 02/11/2021

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID:

PR#:

1. Contracting Activity: Department of Veterans Affairs, Services Area Office East (SAO-E), Network Contracting Office 4 (NCO4) provides contracting support for DVA, Veterans Integrated Services Network 4 (VISN4), VA Pittsburgh Health Care System (VAPHS), University Drive, Pittsburgh, PA 15240.

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

Floor tile deep cleaning, disinfecting and sealing of 39,874.20 square feet in 458 bathrooms.

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

SOW primary framework consists of the following tasks.

A. Sealant and Coating Removal B. Grout Deep Cleaning, Degreasing, and Sanitizing C. Grout Preparation and Repair D. Loose tile repair. Currently, the VA is not aware of any loose tile.

E. Sealing F. Final Cleaning

Estimated period of period is August 16, 2021 – December 31, 2021 Estimated total costs are

4. Statutory Authority Permitting Other than Full and Open Competition:

( ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per 41 USC §3304(a)(1) as implemented by FAR 6.302-1;

(X) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3;

( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4 ( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by FAR

6.302-5;

( ) (6) National Security per 41 USC §3304(a)(6) as implemented by FAR 6.302-6;

( ) (7) Public Interest per 41 USC §3304(a)(7) as implemented by FAR 6.302-7;

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

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

VA Pittsburgh Healthcare System has an urgent and compelling need to hire contractors to provide tile cleaning, disinfecting, and resealing services. All hospital environments must

Revision 11 Date: 02/11/2021 maintain the highest standards for cleanliness and infection prevention to minimize the potential for hospital acquired infections including C-diff, cholera, typhoid, hepatis, and COVID19. The current COVID19 crisis appears to be gaining strength with the emergence of the Delta strain.

VAPHS’s Director of the Infection Prevention Team has stated the current condition of floors within the facility to be an “institutional vulnerability” and an “on-going crisis” that must be addressed. Failure to disinfect and reseal the tile leaves the flooring as an ideal environment for resistant pathogens to thrive and to potentially be passed from patient to patient and staff leading to severe illness or death.

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

Identical services were contracted at VA Pittsburgh Health Care System within the previous 6 months. The solicitation resulted in a contract award to RC Quartermaster, LLC.

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

The independent government estimate rates are based on market research and previous contracts for similar services obtained through competitive solicitations.

8. Description of the Market Research Conducted and the Results, or a Statement of the

Reasons Market Research Was Not Conducted:

Based on the urgent and compelling need to address the findings from the Infection Prevention Team and to minimize the potential for hospital acquired infections, this requirement is being sole sourced to RC Quartermaster, LLC, a small disabled veteran-owned small business, due to the urgent and compelling need for these services. RC Quartermaster LLC, has previously performed similar type services that were solicited in a competitive acquisition.

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

Based on the urgency to correct the Infection Prevention Team’s findings without further delays, RC Quartermaster LLC is capable and available to perform the services in a timely manner. Any delay in award could potentially cause undue harm to the Government, Veterans, employees and visitors of the Pittsburgh Health Care System. Should this requirement be needed again and under non-urgent conditions, the Contracting Officer will conduct further market research and encourage competition after exclusion of sources if it is found there are other vendors who can perform these services.

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

RC Quartermaster, LLC, Silverspring, MD

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:

At this time while Human Resources using an accelerated hiring template, EMS is approximately 30 employees below approved staffing levels. VAPHS’s long term plan is to hire in-house staff to address Environmental Services Management needs thereby reducing the need to contract services. While tile restoration services are not expected to be pulled in-house, the additional staffing will improve the cleanliness of the facility overall eliminating the current urgency.

Revision 11 Date: 02/11/2021

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.

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.

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.