Justification to Sole Source VMSI One Year 1_Redacted.pdf

Attachment 1: Request for Sole Source Justification Format >SAT

VHAPG Part 806.3 OFOC Page 1 of 3 Revision: 03 Effective Date: 04/15/24 Acquisition ID#: 36C247-24-AP-5133

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A)

For Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C247-24-AP-5133

1. Contracting Activity: Department of Veterans Affairs, VISN 07, Networking Contracting

Office 7 (NCO 7). VA Southeast Network, 3700 Crestwood Parkway, Suite 500, Duluth, GA 30096. 2237# 701-24-4-1572-0839

2. Nature and/or Description of the Action Being Processed: The intent is to establish a new one-year Firm-Fixed Priced Purchase Order for Acquisition Support Specialist for Networking Contracting Office 7 to cover Georgia, South Carolina, and Alabama. This is an unusual and compelling requirement to maintain current workloads and ensure no disruptions in services at the VAMCs, CBOCS, and Satellite facilities because of the limited number of employees within the Contracting Department.

The performance period will be from 9/12/2024 to 9/11/2025, with an estimated cost of

3. Description of Supplies/Services Required to Meet the Agency’s Needs: This is an unusual and compelling requirement for acquisition support services to assist with the overwhelming workload for NCO7 as there are limited employees and the current hiring freeze across the VA that will not allow any department to onboard any new government employees even when the department is understaffed. To avoid more burnout and disruption of services, the incumbent, Veterans Management Services, INC., has been providing the services for the past seven (7) years. They also support additional NCOs and work with the VA Academy’s policy group. This one-year purchase order allows extra time in hopes that the hiring freeze is lifted within this timeframe, new federal employees are onboarded, and a long-term contract will be established depending upon funding.

The incumbent can onboard their employees quickly and effectively to eliminate further downtime or if additional increases in contractor needs occur. Recently, NCO 7 onboarded a few of their contractors after a year due to highly qualified personnel and direct hire status, allowing for an easier transition and eliminating longer hiring times. Due to the current Purchase Order expiring on September 11, 2024, an RFQ would require new onboarding process times if another vendor were to win, and this would hinder the service lines even further due to the nature of the work needed to be performed by the professional services.

Eliminating a 30-60-day process would allow the Contractor to maintain the current requirements, eliminate mishandling of current contracts and proper contract procedures, and enhance the response to the requirements of NCO 7.

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

( ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy

VHAPG Part 806.3 OFOC Page 2 of 3

Acquisition ID#: 36C247-24-AP-5133

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):

Only one source can provide the services needed at the required level of quality because services are unique or highly specialized; insufficient time exists due to the lack of funding and the hiring freeze. Veterans Management Services, INC. is currently the incumbent contractor and the only one who can continue these services without disrupting the VAMC and Veterans. At the same time, a long-term contract will be solicited and awarded. This is an unusual and compelling requirement to avoid losing patient care and hospital functionality.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: The original one-year extension was set in place to help allow additional time and support while a solicitation was created and posted; however, due to the limitation of funds and hiring freeze preventing any new federal employees from being onboarding. This caused a delay in the solicitation and the urgent need for these services to remain with the incumbent. A new package is being worked on upon this sole source being issued to avoid any disruption and extend the time to allow the Contracting Officer to solicit a long-term contract. The time it takes to solicit and award is too short not to extend the current services, and the NCO is still confirming future funding.

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

Reasonable: The pricing was compared to the current market on contracts similar in nature and based upon past pricing on the current contract. The inflation was less than 10% and still deemed fair and reasonable.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research was minimal due to the time and need to establish this sole source award quickly. The contracting officer reviewed FPDS's historical data to determine pricing and the proper level of service. Then, verified VIP Certs for the SDVOSB and VIP pulled for future prospects.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: The incumbent has been performing these services for the NCO 7 well above satisfactory performance and has been determined to be a responsible source with respect to performance.

VHAPG Part 806.3 OFOC Page 3 of 3

Acquisition ID#: 36C247-24-AP-5133

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: Veterans Management Services, INC.

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: Upon this sole source award, it is anticipated that the awarding agency is going to solicit for a long-term contract.

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 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