P03 - FAR 13.5 Sole Source Justification - Over SAT CAFM - Tomah - 3.0.pdf

Effective Date: 02/01/2022 Page 1 of 3

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C252-22-AP-2253

1. Contracting Activity: Department of Veterans Affairs, VISN 12, Tomah VA Medical Center (Tomah).

This facility shall maintain the Capital Assets and Facilities Management (CAFM), Purchase Request # 676-22-3-559-0049.

2. Nature and/or Description of the Action Being Processed: This procurement is for an internet badsed Capital Asset and Facilities Management (CAFM) information system database 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: Tomah requires a web-based facility record document and data management solution meeting multiple VA and other requirements, including collection of stored records, on-site survey of all buildings, generation of CAD drawings depicting current conditions, development of a digital library of all records, web-based scheduling feature, staff training, and end-user technical support for same, which is accessible to privileged VA staff and select consulting architect-engineer firm staff, meeting all current information security requirements for such records, and then maintaining this library. This will be a new contract action with a base period of 12 months and four (4) option periods of 12 months of service on the system. The estimated contract value is approximately $327,000 over the five (5) year period with all options. The estimated POP for this action is 01-SEP-2022 through 31 AUG 2027 with all options.

4. Statutory Authority Permitting Restricted Competition:

FAR 13.5 Simplified Procedures for Certain Commercial Items. The statutory authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. § 1901 and is implemented by FAR 13.106-1(b)(2) for restricting competition on this procurement. Competition is restricted on this procurement for the reason below:

(X) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

( ) Unusual and Compelling Urgency ( ) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert

Services ( ) International Agreement ( ) Authorized or Required by Statute ( ) National Security ( ) Public Interest

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): The VLOGIC SYSTEMS INC system is unique in that they provide the required CAFM integration in VA CAI format. VLOGIC SYSTEMS INC remains the only company found throughout market research and evaluation of other VA VAMCs, Effective Date: 02/01/2022 Page 2 of 3 which provide complete and compliant VA CAFM/CAI data systems. VLOGIC SYSTEMS’S specialty is to provide a CAFM system that supports the generation of accurate reports on resource usage, rapid response to maintenance problems, reconfiguration requirement, space planning, energy planning, CAI updates, and security planning. Other platforms found to not meet the the VA CAFM data systems compliance requirements. Accordingly, VLOGIC SYSTEMS INC is the only firm capable of providing the supplies and services described in Section III above without the Veteran’s Health Administration experiencing substantial duplication of cost through the procurement of multile independent systems that could not be expected to be recovered through competition and unacceptable delays in fulfilling its requirements. Furthermore, the standardization of these CAFM systems is critical in maintaining compliance with VHA Directive 1761 Supply Chain Management Operations (VHA Directive 1761). VHA Directive 1761 mandatory policies across VHA pertaining to facilities management and standardization as it applies to supply chain management.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: A Sources Sought Synopis was issued on SAM.gov contract opportunities in June 2022 under Notice ID# 36C25222Q0474 with an active period of 15 days. Responses were sought from any interested party which could provide the integrated compliant platform and services. No responses were received from any party other than VLOGIC SYSTEMS INC to that notice.

The CO does not further intend to synopsis this action given the responses to the sources sought synopsis.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The CO anticpates that the cost will be considered fair and reasonable badsed upon analysis of like contracts from other VISN 12 and Regional Procurement Office – Central (RPO-C) contracts. For example, contract 36C25220C0127 at the Clement J. Zablocki VA Medical Center in Milwaukee had a total price of $287,505.00 for a similar project with less additional work in each option period and was awarded prior to significant pricing increases in the market. The CO will also consider the Government’s IGCE.

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

Market Research Was Not Conducted: The CO in order to address the VA Rule of Two, COs shall reviewed the Vendor Information Pages (VIP) database in accordance with VAAR Class Deviation 810.001-70 to determine if two or more service-disabled veteran-owned businesses (SDVOSBs) and veteran-owned small businesses (VOSBs) could meet the governments requirement. Review of VIP diud not locate any SDVOSB or VOSB that could provide the CAFM suitable for the facility requirements. Additional coordination was completed with the SBL via the VA Form 2268. VIP queries will be uploaded to the file showing the result of the search along with the specific query used to generate the search.

As described in Section 6 above, market research, in accordance with FAR Part 10, was conducted by a sources sought synopsis of the proposed acquisition, advising industry of the pending acquisition and soliciting inquiries from interested parties.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: None

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

VLogic Systems Inc.

www.vlogicsystems.com

Effective Date: 02/01/2022 Page 3 of 3

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: Tomah will continue to evaluate the marketplace for a CAFM that is compliant with VA requirements and will evaluate at each option year the continued best value to the government provided through this Software as a Service (SaaS) platform.

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.

Michael Jumbeck Date Title: Engineering Technician Facility: Tomah VA Medical Center

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.

Brandon Harris Date Title: Contracting Officer Facility: NCO-12

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.

David Picchi Date NCO-12, Branch Chief

Great Lakes Acquisition Center https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPM/VHAPM_Part_806.3.aspx