P03 JA for Single Source (Signed).pdf

VHAPG Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under the SAT

DEPARTMENT OF VETERANS AFFAIRS

Justification for Single Source Awards IAW FAR 13.106‐1 For

Over Micro‐Purchase Threshold but Not Exceeding the SAT ($250K)

Acquisition Plan Action ID: 36C263‐23‐AP‐2534

1. Contracting Activity: Department of Veterans Affairs, Network Contracting Office 23 (NCO23) for

VA Nebraska‐Western Iowa Health Care System (VA NWIHCS), Omaha VA Medical Center, Facilities Management Engineering Department, Purchase Request Number: 636‐23‐2‐5060‐0582

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount: VA

NWIHCS has an emergent need for inspection and repair services of the lawn and landscape irrigation sprinkler system for the west side of the Omaha VA Medical Center campus. The current irrigation sprinkler system is inoperable due to damage caused by a current construction project on the campus. This requirement will include location of existing utilities; inspection of existing system;

repair or replacement of broken water lines, sprinkler heads and valve/timer wires. The approximate estimated value of these services is $22,281.00.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: Due to the emergent matter of this requirement, competition for pricing for this requirement was unable to be completed. The irrigation sprinkler system at the Omaha campus of the NWVAHCS needed emergent repairs to counter‐act further drought conditions to the existing ground’s plant life and landscaping. Since we started tracking drought conditions in Omaha in April 2023, national Drought Monitor website (https://droughtmonitor.unl.edu/) shows Omaha (Douglas County, NE) progressing from D1 ‐ Moderate drought to its current status of D‐3 Extreme Drought. Any delay in award of a contract could result in financial burdens to the Government by creating the loss of existing plant life and landscaping and the possibility of infrastructure issues to existing buildings due to soil shrinkage. Because this is considered an emergency acquisition contract, the Omaha Construction Contracting office has already authorized a Contractor, CS Monical Contractor, to perform the services of repairing and making the campus’ irrigation sprinkler system operable again. This work has been completed and accepted, as per the VA Technical Representative, Jeffrey Fryman, NWI‐ Omaha Supervisory Facility Operations Specialist.

This work needed to be performed immediately as the inoperable irrigation/sprinkler system is not mitigating the drought‐like conditions; therefore, a sole source requirement is in the best interest of the Government to be able to make an award to a contractor who can meet the immediate need of services associated with this requirement and who has the knowledge of the systems involved. If not addressed immediately, the Government would have been at risk for the need to duplicate costs for replacing ground landscaping to include plants, grass, shrubbery, trees, etc. Also, the existing building structures could be at risk for sticking doors and windows and cracks in walls or ceiling because of soil shrinkage.

CS Monical, a certified SDVOSB (VetCert) was available immediately to perform the work without causing any additional delay, which would have resulted in excessive damage to the existing vegetation or potential damage to existing structures; therefore, CS Monical met all the needs under this emergent and compelling requirement. Awarding a contract to CS Monical will eliminate the need to replace lost landscaping.

4. Description of market research conducted and results or statement why it was not conducted:

A thorough and detailed amount of market research was conducted on this requirement. As stated previously, immediate action was needed to be taken by a contractor with immediate availability and knowledge of the existing irrigation system. Good market research found a qualified contractor at what is considered a fair and reasonable price. Again, the contractor is also a verified SDVOSB.

Here is a summary of the market research, taken from the P02 Market Research document, including the results:

FPDS was used first in an attempt to find same or similar historical irrigation or sprinkler repair federal contracts performed by SDVOSBs and VOSBs in the Omaha, NE area. Using NAICS 221310 ‐ Water Supply and Irrigation Systems only provided 37 returns in FPDS and only 2 returns in DSBS.

The CS evaluated each of these and none seemed like the correct type of business to do the needed work. Next, a wider area, including all of Nebraska, along with Iowa, and even Kansas and Missouri were also searched, and then downloaded in a spreadsheet, and queried a number of ways, but mainly by state in the end. This provided a grand total of 2215 returns in FPDS and 44 returns in DSBS; however, again none seemed like the right kind of business, and most were a considerable distance from Omaha, and not realistic in an emergency situation.

Next, similar searches with NAICS 561730 – Landscaping Services were conducted in FPDS. FPDS returned 1431 results querying “Nebraska” and 698 querying “Omaha”. Next, we created a by‐ name list of the 698 “Omaha” FPDS returns and then compared them to SBA’s VetCert database.

Note that VetCert has limitations; namely you can’t download a spreadsheet and when on the live site, you can’t “double query” a search. The VetCert searches resulted in 1445 results on a nationwide NAICS 561730 search and 77 in a Nebraska search. The CS began to go through the results of the 77 Nebraska returns, manually checking each entity’s NAICS codes and other information.

Eventually, the CS came across a name that was familiar and reputable; that being C.S. Monical Contracting, LLC out of Omaha. Considering the emergency nature of the acquisition, the CS checked all of the relevant KTR Responsibility items and they all checked out. He immediately called the owner and discussed the matter. The owner agreed to perform under an emergency contract and verbal (e‐mail) Authorization to Proceed from the CO.

In the end, all of these searches led to one (1) SDVOSB KTR in the immediate Omaha area operating with the NAICS Code of 561730 – Landscaping Services that we are familiar with from previous work.

Because this was an emergency situation, due to drought conditions in Omaha, NE and the surrounding area of the state, the CO could have skipped all the due diligence of searching all of these databases and just went with any KTR, of any size, willing and able to perform the work at a fair and reasonable price. However, in keeping with the spirit of the Rule of Two, the CO directed the pursuit of SDVOSB/VOSB firms first, even though the Market Research did not look promising for meeting that threshold, or really even initially identifying a single SDVOSB/VOSB KTR. In the end, utilizing all of the Market Research methods listed above (FPDS, DSBS, VetCert, Google and business websites), the CS identified one verified SDVOSB KTR that operated within the Omaha, NE metro area and also operated as small using the NAICS Code 561730 – Landscaping Services. Ultimately, C.S. Monical Contractor, LLC, and their subcontractor, were able to perform the services immediately and the threat of loss of plant life and other landscaping is over. See the P02 Supporting Documents folder in the contact file for the documents referenced above.

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106‐1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Angie Mabley NCO 23 Contracting Officer