P03. 36C262-24-AP-0997-FY24-301 JOFOC NCO22 Medical Transportation Services Phoenix - HCA Approved.pdf

Attachment 7: Request for Sole Source Justification Format >SAT

VHAPG Part 806.3 OFOC Page 1 of 4

Revision: 02 Effective Date: 11/15/23

Acquisition ID#: __________________

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A)

For

Other Than Full and Open Competition (>SAT)

Non-Emergent Medical Transportation Services

Acquisition Plan Action ID: 36C262-24-AP-0997

Verbal Approval Date: 12-26-2023

Contract Award Date: 12-29-2023

1. Contracting Activity: Department of Veterans Affairs, VISN 22, Phoenix VA Healthcare

System (PVAHCS), 650 E. Indian School Road, Phoenix, Arizona 85012. Network

Contracting Office (NCO) 22, 3601 S. 6th Avenue, Tucson, Arizona 85723, PR: 644-24-2-

461-0016.

2. Nature and/or Description of the Action Being Processed: A new six-month/six-month option, firm-fixed priced, Indefinite Delivery, Indefinite Quantity contract supporting

PVAHCS need to provide Veterans convenient, safe, and reliable Non-Emergent Medical

Transportation Services to and from their VA health care appointments.

Description of Supplies/Services Required to Meet the Agency’s Needs: PVAHCS non-emergent ambulatory, wheelchair, and stretcher transportation services is required from

January 1, 2024 to June 30, 2024. Services include pre-arranged, scheduled, unscheduled, and will call door to door service from beneficiary’s homes, apartments, and other areas designated by the Patient Travel Office (PTO) on an as needed basis, twenty-four (24) hours a day, seven (7) days a week (Including holidays).

Period Estimated Price Quantity

Base $1,250,000.00 6-Months

Option $1,250,000.00 6-Months

Total Estimated Contract Value: $2,500,000.00

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

(X) (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;

( ) (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;

VHAPG Part 806.3 OFOC Page 2 of 4

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

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

CO received the requirement on June 2, 2023 and conducted market research, concluding that the requirement could be set-aside for SDVOSBs. However, with a Procurement

Acquisition Lead Time (PALT) of 180 days, there was insufficient time to solicit and award the requirement before the contract’s expiration date of September 30, 2023. In the government’s best interest, it was decided to extend the contract three months to December

31, 2023, and seek HCA approval for a six-month/six-month option emergency contract that would allow the agency to properly conduct a full and open competition for a new base plus 4-year contract.

Based on FAR 6.302-1, Only One Responsible Source and No other Supplies or Services will Satisfy Agency Requirements. The government realizes there are other responsible vendors capable of providing these services. A decision had to be made if qualified vendors other than the incumbent could provide six months of services and be fully operational 92 days from the date the government received responses from Sources Sought Notice

36C26223R0159. To fulfill the requirements and be in position to provide services on

September 30, 2023, vendors needed to have:

• A local, fully operational vehicle dispatch facility.

• A shuttle fleet capable of handling 73 trips a day.

• Licensed and trained drivers and attendents, supervisors, and dispatchers.

• Ajudicated background checks completed on all drivers and attendents.

• Proof of insurance.

Note: None of the respondents responding to Sources Sought Notice, RFP 36C26223R0159

(See para. 6) mentioned they had resources in the local area.

The incumbent, OWL, Inc. is already integrated into PVAHCS daily operations and schedules. With a funtioning dispatch center, vehicles, and trained personnel, OWL coordinates and delivers approximately 73 trips per day/2,200 trips per month for Veterans who are unable to provide timely transportation to and from their medical appointments.

Soliciting for services of this magnitude to meet competition requirements is not feasible at this time, and would cause unnecessary interruptions and potential delays to veteran care.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: A Sources Sought Notice, RFP 36C26223R0159 was posted on Contract Opportunities from June 16, 2023 to June 30, 2023 for Non-Emergent

Medical Transportation Services at the Phoenix VA Health Care System (PVAHCS).

The CO received eleven responses to the PVAHCS Sources Sought Notice. Of the eleven, six were verified SDVOSBs, and five were small business concerns. This information will be used in the follow-on competition.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: CO will determine price reasonableness by comparing the proposed price with prices found reasonable on previous purchases and the Independent Government

Estimate (IGE).

VHAPG Part 806.3 OFOC Page 3 of 4

Acquisition ID#: __________________

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

Reasons Market Research Was Not Conducted:

Market Research consisted of:

• A search on the Veteran Small Business Certification database revealed 261 verified

SDVOSBs are available nationwide under NAICS 485991. CO confirmed there were two or more SDVOSB interested parties under NAICS 485991 certified in the

VetCert database.

• Posting Sources Sought Notice, RFP 36C26223R0159 on Contract Opportunities from June 16, 2023 to June 30, 2023 for Non-Emergent Medical Transportation

Services at PVAHCS. The CO received eleven responses. Of the eleven responses, six were verified SDVOSBs, and five were small business concerns.

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

Non-emergent Medical Transportation Services provide VA patients the ability to attend medical appointments when they are unable or cannot provide for themselves. Patients attending medical appointments on-time allow hospitals to operate effectively and efficiently. Veterans not able to attend scheduled appointments due to a gap in service outweighs the government’s requirement to promote full and open competition, preventing serious injury to agency’s veterans, and their ability to access timely healthcare.

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

OWL, Inc.

87 Coles Court

Saint Johns, Florida, 32259

Large Business

UEI: TKM8GSJNJBR8

POC: Laster Walker

Phone: (904) 755-4720

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 VA will continue to conduct market research for Non-Emergent

Medical Transportation Services, while seeking HCA approval for a six-month/six-month option emergency contract that would allow the agency to properly conduct a full and open competition for a new base plus 4-year contract. However OWL, Inc. is the only capable firm of providing services for PVAHCS during this bridge 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.

Gregory Federick Date

Traffic Manager

VHAPG Part 806.3 OFOC Page 4 of 4

Phoenix VA Healthcare System (PVAHCS)

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.

Mayte Diaz Date

Services 1 Branch Chief/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.

Michael Cordeiro Date

Division Chief 1, NCO 22

c. Director of Contracting, NCO 22: I certify the justification meets requirements for other than full and open competition.

Sabrina J. Smith Date

Director of Contracting

VHA Regional Procurement Office West

NCO 22

d. 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 recommend approval (if over $75 million) or approve ($750K to $75 million) for other than full and open competition.

Curtis M. Jordan Date

Executive Director, Regional Procurement Office West

Head of Contracting Activity (HCA) https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPM/VHAPM_Part_806.3.aspx