P03 JA_OVER_SAT COR SIGNED - CO Signed.pdf

OFOC SOP Revision 12 Page 1 of 3 Original Date: 03/22/11 Revision 12 Date: 01/10/2022

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C262-22-AP-6348

1. Contracting Activity: Department of Veterans Affairs, VISN 22, Southern Arizon VA Health Care

System PR 678-23-1-620-0010

2. Nature and/or Description of the Action Being Processed: This is a new procurement with a base plus four year option. This contract was previously awarded to Centrak Environmental Monitoring.

This is for a System Maintenance Agreement (SMA) that includes major and minor upgrades, patches, and fixes for Centrak software. The areas of coverage are the Southern Arizona VA Health care System (SAVAHCS) and its (7) Community Based Outpatient Clinics (CBOC’s). This will be a firm-fixed price contract.

3. Description of Supplies/Services Required to Meet the Agency’s Needs: The services required are on-site labor from Certified technicians to conduct upgrades and certifications, also providing remote assistance 24/7/365, technical diagnostics and support, and minor configuration changes (performed remotely/up to 4 hours). The total estimated value of this procurement is $293,519.13

Period of Performance:

Base Year: 3/1/2023 – 2/28/2024

OY1: 3/1/2024 – 2/28/2025

OY2: 3/1/2025 – 2/28/2026

OY3: 3/1/2026 – 2/28/2027

OY4 : 3/1/2027 – 2/28/2028

4. 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 41 USC §3304(a)(1) as implemented by FAR 6.302-1;

( ) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3;

( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4 ( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by FAR 6.302-5;

( ) (6) National Security per 41 USC §3304(a)(6) as implemented by FAR 6.302-6;

( ) (7) Public Interest per 41 USC §3304(a)(7) as implemented by FAR 6.302-7;

OFOC SOP Revision 12 Page 2 of 3

Revision 12 Date: 01/10/2022

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): Only One Responsible Source – There is only one responsible source that is capable of providing services for Centrak. A Sources Sought Notice was published using NAICS 811219 Electronic and Precision Equipment and Maintenance on 8/11/2022 and closed on 8/18/2022. Accordingly, Centrak 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.

Market Research led to the conclusion that there are no 3rd party vendors who are certified to maintain Centrak equipment. Therefore technicians who work on this equipment must know what the standards are and how to meet them. The software under the software maintenance agreement is proprietary and must be maintained by the original equipment manufacturer (OEM).

There is an additional restriction by the government that vendors must be registered in the System forward management (SAM) to conduct business with the VA or other government entities.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: A Sources Sought was issued 8/11/2022, 36C26222Q1531, requesting information for planning purposes to see if there were a sufficient number of certified SDVOSBs or VOSBs capable of performing the requirements to warrant a soci-economic set-aside or for full and open competition. It was strongly recommended that interested parties be registered in the Vet Biz database. Each interested party was to respond by submitting their company name, point of contactwith phone number, DUNS number, a document that was related to their capability of performance, intentionsof possible subcontracting, proof of registration in the Vet Biz or SBA websitesor intention of registration, if the vendor is a distributor by providing a statement to the fact, any FSS Schedule availability, SAM registration, and any other pertinent company documentation. The procurement was regarding a SMA at the SAVAHCS and corresponding CBOC’s.

There were a total of (3) vendors that responded: Platinum Business Services, Rees Scientific, and Centrak. Both Platinum Business Services and Rees Scientific are not capable based on the software being proprietary to Centrak.

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

Reasonable: The anticipated cost will be considered fair and reasonable based on market research, comparison of proposed prices with prices found reasonable on previous purchases, and comparison to the Independent Government Cost Estimate to ensure the final contract price will be fair and reasonable.

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

Market Research Was Not Conducted: Customer market research was conducted by looking at GSA eLibrary- Many vendors under 70 General Purpose Commercial IT Equipment, Software, and Services-specifically category: 132 12 and Google search. Centrak stated that their software is proprietary.

Contracting market research was conducted through a VIP search under NAICS code 811219 returning 342 results followed by publishing a Sources Sought Notice issued 8/11/2022, OFOC SOP Revision 12 Page 3 of 3

Revision 12 Date: 01/10/2022

36C26222Q1531 which expired on 8/18/2022. Three (3) responses were received with only Centrak being capable as the sole proprietor of the software.

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

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

Vendor: Centrak (UEI: SEGPWM5D5Y94) POC: Nate Ondish POC Phone: (260) 243-1055 POC Email: nondish@centrak.com

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:

There are no current ofr future actions that may be addressed or taken at this time to foster competition for future acquisitions of the service being acquired. A sole source effort is required for the planned time duration greater than one year due to the specialized nature of preventive maintenance and service requirements of the Centrak SMA.

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.

Miguel Granado Date

Program Official

SAVAHACS

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.

Mayte Diaz Date Contracting Officer NCO 22 Services 1 https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPM/VHAPM_Part_806.3.aspx