P03 - JA.pdf

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval

For Other Than Full and Open Competition

1. Contracting Activity:

PCAC

Department of Veterans Affairs Alan Willingham, Contracting Officer 1 Jefferson Barracks Drive – BLD 56 St. Louis, MO 63125

Alan.Willingham@va.gov Phone: (314) 894-6460

Host VA Medical Center: Department of Veterans Affairs, Minneapolis

PURCHASE REQUEST: 2237 number is 618-25-2-5970-0011

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

It is requested that a Justification and Approval for a sole source requirement be issued to the City of Minneapolis DBA: MINNEAPOLIS CONVENTION CENTER (UEI: Q9D6GXJ4YRF1) located at 1301 Second Avenue South, Minneapolis, MN 55403. The National Veterans Wheelchair Games (NVWG) is one of the national rehabilitation events supported by the Secretary of Veterans Affairs in promoting Veterans with disabilities living a healthy and active lifestyle through sports and recreation. The NVWG is co-presented by the Veterans Affairs (VA) and the Paralyzed Veterans of America (PVA). The NVWG is a rehabilitation wheelchair sports program empowering Veterans with spinal cord injuries, multiple sclerosis, amputations, and other neurological impairments to live more active lives through sports and recreation. The NVWG is the world’s largest annual wheelchair & rehabilitation sporting event.

The requirement is to secure approximately two hundred and twenty-five thousand continuous sq. feet of convention center exhibit hall space from July 17 - 22, 2025 with move-in/set up: Tuesday, July 15 - Wednesday, July 16, 2025, and move-out: Wednesday, July 23, 2025, to support wheelchair sporting events, ceremonies, and banquet facilities for the 44th National Veterans Wheelchair Games. An estimated 500 disabled Veteran participants all using wheelchairs or power chairs, along with their family members/coaches/special event staff and volunteers will be participating in NVWG events in the Convention Center. We will need to be able to have ample space for administrative functions during the event.

Finally, it is recommended the contracted vendor be within 0.5 miles of the athlete’s hotel and 10 miles to the closest international airport, to facilitate movement to and from scheduled events.

This is a new, one-time requirement. A firm fixed price contract is anticipated.

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

This procurement is for the utilization of the convention center designated facilities and amenities:

Minneapolis Convention Center (MCC) Outline of Space as in the task requests.

SPACE RENTAL AND BILLABLE COST ESTIMATE:

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 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

( ) (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;

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

The Office of National Veterans Sports Programs and Special Events (NVSPSE) provides adaptive sports medicine and therapeutic arts for Veterans to improve their independence, health, well-being, and quality of life in accordance with 38 U.S.C. §§ 322 and 521.

September 5, 2023, Assistant Under Secretary for Health for Patient Care Services / Chief Nursing Officer (12) approved the 44th National Veterans Wheelchair Games (NVWG) – Minneapolis, Minnesota – July 17-22, 2025 (VIEWS 10694300).

MEMORANDUM OF UNDERSTANDING between the United States Department of Veterans Affairs, Office of National Veterans Sports Programs and Special Events and Paralyzed Veterans of America signed January 11, 2024, by Shereef Elnahal, M.D., MBA, Under Secretary for Health, Department of Veterans Affairs and Robert Thomas National President, Paralyzed Veterans of America.

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

The NVWG is co-presented by the Department of Veterans Affairs (VA) and Paralyzed Veterans of America (PVA) to coordinate the NVWG (NVWG). To coordinate the NVWG, there is a minimum of a two-year planning window.

In 2023, the Minneapolis VA Health Care System leadership and staff requested a review by the National NVWG team for them to host the 2025 event. The National NVWG team includes leadership and staff from both VA and PVA staff to evaluate if the resources are in place to support hosting the NVWG. The host site, along with community leaders and organization such as the provide the review team with a list of venues and resources to meet the minimum needs of the NVWG sporting events and support services. This process also includes submission of a formal “bid proposal” for hotels and venues through the local community organizations to evaluate hotel capacities for up to 900 hotel rooms within the government rate. Prior to the first bid/site visit key stakeholders review the proposed venues and develop an agenda.

The bid visit and site visit reviews included the following venues based on the Host VA Leadership and VA and PVA National staff recommendations.

Main Venue Review:

-Minneapolis Convention Center

1301 Second Avenue South, Minneapolis, MN 55403

Bid Visit review hotels for wheelchair accessibility:

-Hilton Garden Inn Minneapolis Downtown

1101 Fourth Avenue South, Minneapolis, MN 55404

-Hilton Garden Inn Minneapolis Downtown

1101 Fourth Avenue South, Minneapolis, MN 55404

-Hilton Minneapolis

1001 Marquette Avenue South, Minneapolis, MN 55403

-W Minneapolis - The Foshay

821 Marquette Avenue, Minneapolis, MN 55402

-Hyatt Regency Minneapolis

1300 Nicollet Mall, Minneapolis, MN 55403

-Millennium Minneapolis

1313 Nicollet Mall, Minneapolis, MN 55403

-Hyatt Place Minneapolis Downtown

425 7th St South, Minneapolis, MN 55415

Other Venue Visits:

-Stone Arch Bridge

100 Portland Ave, Minneapolis, MN 55401

-Minneapolis Institute of Art

2400 3rd Ave S, Minneapolis, MN 55404

-Minneapolis VA Medical Center

One Veterans Drive, Minneapolis, MN 55417

Review team looks at wheelchair accessibility, space and square footage and capacity for accommodating >500 individuals in wheelchairs for each of the sporting events.

In 2023, the National NVWG team made up of both VA and PVA staff concluded the resources are in place, such as sufficient hotel, venue, transportation, and community support to execute the program effectively by the Minneapolis VA Health Care System to host the 2025 – 44th National Veterans Wheelchair Games.

On September 5, 2023, Assistant Under Secretary for Health for Patient Care Services/Chief Nursing Officer (12) approved the 44th National Veterans Wheelchair Games (NVWG) – Minneapolis, Minnesota – July 17-22, 2025

(VIEWS 10694300).

Minneapolis VA Health Care System (VISN 23) was the only VA to bid on hosting the Games in 2025. We reviewed all the facilities available in the Minneapolis/St- Paul, MN areas that could meet the needs of our event. The Minneapolis Convention Center is the only location which can meet the complex needs of our event to support our Veteran population and the minimum space requirement of 250,000 square feet (continuous, not obstructed) or more in order to carry out the Wheelchair Games adaptive sporting events & services requirement and host an event our size and complexity located at 1301 Second Avenue South, Minneapolis, MN 55403.

Therefore, this contract has only one reasonable responsible source, the

MINNEAPOLIS CONVENTION CENTER (UEI: Q9D6GXJ4YRF1).

6. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: The government will not be charged more than that established for the general public. The anticipated cost for the Minneapolis Convention Center is considered fair and reasonable in accordance with Federal Acquisition Regulation (FAR) 13.106-3(a)(2)(vi). The costs are appropriate for the complexity and uniqueness of the facility. The Minneapolis Convention Center is offering a – community discount of .

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

Market Research Findings: Based on the location, event spacing requirements to meet the accessibility needs of over 500 Veterans in wheelchairs as well as another 400 staff, volunteers, coaches, families and the public etc. no other Convention Centers or equivalent locations in Minneapolis, Minnesota area were able to meet our needs. Only one location, Minneapolis Convention Center, can meet the requirements within the Task Request.

CITY OF MINNEAPOLIS

DBA: Minneapolis Convention Center 1301 Second AVE S STE Minneapolis, Minnesota 55403-2710 Unique Entity ID: Q9D6GXJ4YRF1 CAGE / NCAGE: 42CG5 Purpose of Registration: All Awards Registration Status: Active Registration Expiration Date: Feb 19, 2026

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

The NVWG for Veterans is an important annual event. Minneapolis VA Health Care System was the only location willing to host the games.

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

N/A

10. 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: A plan for future NVWG will provide additional time opportunity for full and open competition. Availability of suitable venues will be contingent upon VAMC participation and locations which then will be explored through market.

11. 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.

David Tostenrude Date Director, National Veterans Wheelchair Games National Veterans Sports Programs & Special Events

12. Approvals in accordance with FAR 6.304

a. Contracting Officer's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Alan Willingham, Contracting Officer Date Program Contracting Activity Central (PCAC)

DAVID TOSTENRUDE Digitally signed by DAVID TOSTENRUDE Date: 2025.04.15 14:57:06 -07'00'

ALAN WILLINGHAM

Digitally signed by ALAN

WILLINGHAM

Date: 2025.04.16 07:57:06 -05'00'