P03 ERIE NIGHT SHIFT JA 2021 RD.pdf

OFOC SOP Revision 08 Page 1 of 3 Original Date: 03/22/11 Revision 08 Date: 04/18/2018

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C244-21-AP-0925

1. Contracting Activity: Department of Veterans Affairs, Veterans Integrated Service Network 04

(VISN04), Erie VA Medical Center, PR number 562-21-3-4030-0007.

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

This is a sole source request for a firm-fixed price contract, to include one one-year base period of performance, and three one-year option periods. The proposed contract will also include the option to extend services for up to six months in accordance with FAR 52.217-8, “Option to Extend Services.” The contract will be awarded as a new requirement.

FAR13.5 Simplified Procedures for Certain Commercial Items: This procurement is for commercial switchboard operator services in accordance with FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2.

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

Erie VA Medical Center has a requirement for evening and night-shift operators to staff the facility’s telephone switchboard and monitor several alarm panels.

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 FAR 6.302-1;

( ) (2) Unusual and Compelling Urgency per FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per FAR 6.302-3;

( ) (4) International Agreement per FAR 6.302-4 ( X ) (5) Authorized or Required by Statute FAR 6.302-5;

( ) (6) National Security per FAR 6.302-6;

( ) (7) Public Interest per FAR 6.302-7;

FAR13.5 Simplified Procedures for Certain Commercial Items: The authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. 1901 and is implemented for restricting competition on this procurement via FAR 13.106-1(b)(2).

OFOC SOP Revision 08 Page 2 of 3

Revision 08 Date: 04/18/2018

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

d. Authorized or Required by Statute (FAR 6.302-5):

The Contracting Officer has determined to use non-competitive (sole source) procedures authorized in VAAR 819.7007, “Sole source awards to a verified service-disabled Veteran-owned small business (SDVOSB).” The VAAR SDVOSB sole source procedures are authorized to meet requirements of up to $5 million, and award of a sole source contract in accordance with those procedures is a business decision wholly within the discretion of the Contracting Officer.

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

Only Mountainside Medical Equipment, Inc., an interested and capable VIP-verified SDVOSB vendor, will be solicited in order to meet the requesting station’s need in the most expeditious and efficient manner possible. Moutainside Medical Equipment, Inc. is currently performing a competitively-awarded five-year contract for Erie VA Medical Center’s daytime switchboard coverage that commenced April 1, 2020.

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

The contractor submitted the most competitive pricing in an SDVOSB set-aside procurement for Erie VAMC’s daytime switchboard coverage in 2020, which demonstrates their understanding of fair and reasonable market pricing. Additionally, if the Contracting Officer is unable to negotiate a fair and reasonable price for the current requirement, sufficient lead time exists to conduct a competitive procurement.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted:

In order to expedite award using the sole source procedures at VAAR 819.7007, market research was limited to verifying the interest, capability, and past performance of Mountainside Medical Equipment, Inc. Additionally, the Contract Specialist verified the vendor’s current SDVOSB certification in the Vendor Information Pages database.

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

The required services were not included in Erie’s competitively solicited five-year day-coverage contract because the requesting station intended federal employees to provide the subject night shift coverage. However, management subsequently determined that the station was not capable of meeting the requirement in full. With extremely short leadtime, the CO awarded a short term (one-year) contract to Mountainside Medical in March 2020 to meet the immediate need and avoid lapse in night coverage services.

The current sole source procurement is intended to maintain the administrative convenience of working with a single contractor for Erie’s switchboard services, and to secure more advanteaguous pricing for the government. The night contract will run concurrent with the competitively awarded long-term day contract. If the Contracting Officer is unable to negotiate more advantageous pricing, the day and night contracts will be re-competed in leiu of exercising subsequent options.

OFOC SOP Revision 08 Page 3 of 3

Revision 08 Date: 04/18/2018

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

Only Mountainside Medical Equipment, Inc., was solicited and expressed an interest in this requirement.

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:

After the expiration of Mountainside Medical Equipment’s competitively-awarded longterm day coverage contract, the CO intends to compete subsequent acquisitions for these services at the appropriate set-aside.

12. Prepared By:

Thomas A. Cossentino Date Contract Specialist, Services Team 5, NCO 4

13. 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.

Date

Erie VA Medical Center

14. 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.

Laura E. Scott Date Branch Chief, Services Team 5, NCO 4

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $700K): I certify the justification meets requirements for other than full and open competition.

Seth J. Custer Date

Division Chief, Division 1, NCO 4

Thomas A.

Cossentino 1611104

Digitally signed by Thomas A. Cossentino 1611104 Date: 2021.01.13 09:54:55 -05'00'

JENNIFER L

BAILEY 207449

Digitally signed by JENNIFER

L BAILEY 207449

Date: 2021.01.13 09:25:06 -05'00'

Laura E. Scott 1471662

Digitally signed by Laura E. Scott 1471662 Date: 2021 01.13 15:15:03 -05'00'

Seth J. Custer 430886

Digitally signed by Seth J.

Custer 430886 Date: 2021.01.13 16:31:28 -05'00'

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