P03 - Limiting_Sources_Justification AP3080 - Sole Source Shelving_Redacted.pdf

VHAPG Part 808.405-6 Limiting Sources Attachment 2: Request for Limited Sources Justification Format >SAT

Effective Date: 02/01/2022 Page 1 of 4

LIMITED SOURCES JUSTIFICATION

ORDER >SAT

FAR PART 8.405-6

Acquisition Plan Action ID: 36C259-24-AP-3080 Tracking Number: FY24 – NCO19 - 1782

(1) Contracting Activity: Ordering Activity:

Department of Veterans Affairs Department of Veterans Affairs Network Contracting Office 19 Oklahoma City VAMC 6162 S Willow Dr. Suite 300 921 N.E. 13th St Greenwood Village, CO 80111 Oklahoma City, OK 73104

2237#: 635-24-3-5406-0719

(2) Description of Action: This acquisition is conducted under the authority of the Multiple-Award Schedule Program (41 U.S.C. 152(3) and 40 U.S.C. 501).

Order against: FSS Contract Number: GS-25F-0046S

Name of Proposed Contractor: Systec Group LLC

Street Address: 2535 E State Hwy 121 Ste 110B

City, State, Zip: The Colony, TX 75056

Phone: (972)250-1970

(3) Description of Supplies or Services:

The OKC VAHCS pharmacy department is requesting the immediate removal and replacement of shelving and casework in the in-patient and out-patient pharmacy areas. These areas have been damaged with water due to ruptured pipe during freezing weather. The new shelving and casework, constructed from fabricated metal, will eliminate wood-raised flooring, and enhance durability, safety, and hygiene standards for both patients and staff. This is a sole source request for the Pharmacy Department and the needed replacement shelving and casework is fully customized per the Pharmacy needs.

(4) Identify the Authority and Supporting Rationale (see below and if applicable, a demonstration of the proposed contractor’s unique qualifications to provide the required supply or service).

FAR 8.405-6(a)(1)(A): An urgent and compelling need exists and following the ordering procedures would result in unacceptable delays:

Effective Date: 02/01/2022 Page 2 of 4

FAR 8.405-6(a)(1)(B): Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized;

The OKC VAHCS pharmacy department has incurred damage to the in-patient and out-patient pharmacy due to a ruptured pipe. The current damaged wooden fixtures pose infectious disease control risks due to prolonged exposure to standing water. Due to the nature of the current situation, the shelving and casework require seamless integration with the unique layout and workflow of the Pharmacy space, a feature meticulously designed by the VA interior designer in collaboration with the Pharmacy staff. The fabricated metal used for the shelving and casework is engineered to meet stringent durability and hygiene standards specific to healthcare environments. The Systec Group LLC’s comprehensive understanding of industry standards and regulations ensures compliance with safety and infection control protocols, a critical factor that cannot be compromised in this sensitive environment. This vendor offers technical support and expertise in configuring the shelving and casework to accommodate the Pharmacy's unique needs, maximizing efficiency and functionality. Their in-depth knowledge of the space and workflow intricacies makes them capable of delivering optimal solutions tailored to these specific requirements. Over countless hours, the vendor has developed a deep understanding of the Pharmacy’s operational dynamics and staff preferences, fostering a level of collaboration and collaboration that cannot be replicated by other suppliers. This intimate partnership ensures that every aspect of the shelving and casework is meticulously customized to enhance productivity and user satisfaction.

Due to the limited space in the pharmacy area the shelving units must be fabricated and designed with unique dimensions. The Systec Group was the only vendor found that was capable of fabricating the shelving using the dimensions of the Pharmacy areas. Systec Group is a small business and have provided drawings and have coordinated with the OKC VAHCS in the past and are familiar with the needs of the facility. With the pressing need for a timely solution and the unique customization requirements of the Pharmacy space, it was deemed more expedient and practical to rely on the expertise and recommendations of the VA interior designer and Pharmacy staff. Their firsthand knowledge of the facility's layout, workflow, and specific needs facilitated the selection of a vendor with whom they had established a trusted relationship.

FAR 8.405-6(a)(1)(C): In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order must not have been previously issued under sole source or limited source procedures.

FAR 8.405-6(b): Items peculiar to one manufacturer:

A patent, copyright or proprietary data limits competition. The proprietary data is:

These are “direct replacements” parts/components for existing equipment.

The material/service must be compatible in all aspects (form, fit and function) with existing systems presently installed/performing.

(5) Describe Why You Believe the Order Represents the Best Value consistent with FAR 8.404(d) to aid the contracting officer in making this best value determination:

Effective Date: 02/01/2022 Page 3 of 4

This Order represents the best value because this vendor is able to immediately come in and remove the existing damaged material and replace them with new units. The pharmacy interior designer has already coordinated the design and floor plan for all equipment that will be purchased. The anticipated costs will be considered fair and reasonable by the Contracting Officer due to the nationally negotiated Federal Supply Schedule (FSS) contract prices. FSS contracts have already been determined by the Government that prices under the schedule contract are fair and reasonable. The Contracting Officer has verified prices are consistent with historical pricing and determined this is in the best interest of the Government.

(6) Describe the Market Research Conducted among schedule holders and the results or a statement of the reason market research was not conducted.

Market Research included searches of VIP, SBA, FPDS, and GSA. Systec Group LLC has FSS contract number GS-25F-0046S, in which these items can be procured. Systec Group is a small business and have provided drawings and have coordinated with the OKC VAHCS in the past and are familiar with the needs of the facility. Further, other vendors were contacted and were unwilling to provide a quote or drawing without a commitment from the VA. The drawings from Systec Group LLC are copy-written and are not available for distribution. Systec was the only vendor willing to work with the pharmacy department regarding all the specifics and all the custom pieces for the project.

(7) Any Other Facts Supporting the Justification: There are no other facts supporting the use of other than full and open competition.

(8) A Statement of the Actions, if any, the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services is made:

Network Contracting Office 19 (NCO 19) acknowledges the importance of protecting the integrity of the procurement system and is committed to working in a manner that promotes competition to the greatest extent practicable in order to compete requirements and overcome barriers to competition.

NCO 19 is dedicated to working in a manner that promotes competition to compete future requirements. The VA has and will continue to meet with industry on a periodic basis for continued input and feedback on acquisition strategies. The OKC VAMC will continue working with NCO 19 in conducting market research to identify opportunities to obtain competition in future requirements.

(9) 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. I understand that processing of this limited sources justification restricts consideration of Federal Supply Schedule contractors to fewer than the number required by FAR Subpart 8.4.