P03 - JA OVER_SAT - 36C25621C0013 P000015 - Redacted.pdf

VHAPG Part 806.3 OFOC Page 1 of 4 Revision: 04 Effective Date: 12/15/25 Acquisition ID#: 36C256-26-AP-3212

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C25621C0013

1. Contracting Activity: Department of Veterans Affairs Network Contracting Office 16 (NCO 16) 5075 Westheimer Road, Suite 750

Houston, TX 77056

Organizational Activity: Department of Veterans Affairs, VISN 16 Michael E. DeBakey VA Medical Center (MEDVAMC) Houston, TX 77030

Requisition Number: 580-26-2-039-0004

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

The MEDVAMC services under the Mental Health Care Line, Contract No. 36C25621C0013.

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

seeks approval for a modification to increase the task order funding by $814,890.00 for the period of performance from January 18, 2026, through July 17, 2026. This additional funding the Mental Health Care Line and to ensure continuity of care and patient safety.

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 41 USC §3304(a)(1) as implemented by RFO 6.103-1;

(X) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by RFO 6.103-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by RFO 6.103-3;

( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by RFO 6.103-4

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Acquisition ID#: 36C256-26-AP-3212

( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by RFO 6.103-5;

( ) (6) National Security per 41 USC §3304(a)(6) as implemented by RFO 6.103-6;

per 41 USC §3304(a)(7) as implemented by RFO 6.103-7;

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 MEDVAMC requires the continued provision of on-site psychiatry services to support the delivery of comprehensive behavioral health care to patients. These services are critical to ensuring timely psychiatric evaluations, medication management, crisis intervention, inpatient consults, and coordination with multidisciplinary care teams as well as the ongoing contract staff are already on board as well as filled with patient panels for the remainder of the current extension which ends July 17,2026. The nature of the patient population requires immediate, in-person clinical availability to maintain patient safety, continuity of care, and compliance with accreditation and regulatory standards.

Accordingly, Millbrook Support Services is the only firm capable of providing the supplies and services described in Section III above without the Veteran’s Health Administration experiencing unacceptable delays in fulfilling its requirements to provide continued on-site psychiatric services for mental health care patients.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as possible (including whether a notice was or will be publicized as required by RFO Part 5 and, if not, which exception under RFO Part 5 applies):

The Government intends to continue services with the incumbent contractor under the exception for only one responsible source and no other supplies or services will satisfy agency requirements (FAR 6.302-1).

The incumbent contractor possesses unique qualifications and institutional knowledge essential to the uninterrupted delivery of psychiatric services at this facility, including:

Established credentialing, privileging, and onboarding within the hospital system, allowing immediate continuation of services without delay. Demonstrated familiarity with the hospital’s patient population, clinical workflows, electronic health record systems, and standards, including response times for consults, inpatient coverage requirements, and emergency psychiatric interventions.

Transitioning to a new contractor at this time would result in unacceptable delays due to credentialing and onboarding requirements, which can take several months. Such delays would create a lapse in critical psychiatric coverage, increasing risk to patient safety, disrupting continuity of care, and potentially placing the facility out of compliance with applicable standards, including those required by accrediting bodies and oversight agencies.

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Acquisition ID#: 36C256-26-AP-3212

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

The anticipated cost for the continued services has been determined fair and reasonable based on prior contract pricing, market research, and comparison with similar services. The contractor is not proposing any price increases under this modification, and the existing hourly rates will remain unchanged.

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

A review of available market capabilities has determined that no other responsible source can necessary timeframe. Future acquisition strategies will be developed to promote competition to the maximum extent practicable.

Failure to approve this justification would result in a lapse in psychiatric services, negatively impacting patient care, increasing risk of adverse clinical outcomes, and impairing the hospital’s ability to meet mission requirements and regulatory obligations.

Based on the above, the use of other than full and open competition is justified to ensure continuity of essential on-site psychiatry services, maintain patient safety, and support the hospital’s mission.

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

See number #8 above.

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

Millbrook Support Services 149 Church Street Millbrook, NY 12545

SAM Number: E2UBKGNNGCX7

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:

Compelling Urgency, to ensure uninterrupted provision of essential physicist services necessary for the delivery of urgent healthcare to Veterans. The current contract is scheduled to expire in July 2026, and a new competitive acquisition is already underway to establish

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Acquisition ID#: 36C256-26-AP-3212

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.

Date

Mental Health Care Line Administrative Deputy Michael E. Debakey VA Medical Center

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.

Date Medical Sharing

Network Contracting Office (NCO) 16

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $900K): I certify the justification meets requirements for other than full and open competition.

Date Branch Chief, Medical Sharing Network Contracting Office (NCO) 16