P03_Limiting_Sources_Justification V2_Redacted.pdf

Justification for Limiting Sources for Micro-Purchase Threshold up to the SAT

VHAPG Part 808.405-6 Limiting Sources Page 1 of 3 Revision: 01 Effective Date: 09/01/2024 Acquisition ID#: 36C241-26-AP-0363

DEPARTMENT OF VETERANS AFFAIRS

FAR 8 – Justification for Limiting Sources (LSJ) For

Limiting Sources (<SAT)

Acquisition Plan Action ID: 36C241-26-AP-0363

1. Contracting Activity: Network Contracting Office 1, Regional Procurement Office East on behalf of the Department of Veterans Affairs, Veterans Integrated Service Networks (VISN 1), Brockton VA Medical Center 940 Belmont Street Brockton, MA 02301-5596, Jamaica Plain VA Medical Center 150 S. Huntington Avenue Jamaica Plain, MA 02130-4817, and Brockton VA Medical Center 940 Belmont Street Brockton, MA 02301-5596. Funding 523-26-1-4813-0001.

2. Description of Action: This is a new, sole source requirement. Boston’s VA Healthcare System is looking to acquire Dataloading Smart Facility Software Services. Boston’s FMS Department is requesting an updated Site Inventory to capture all the rooms currently cleaned by the Environmental Management Service (EMS) Staff.

Order against: FSS Contract Number: NNG15SD19B

Name of Proposed Contractor:

ALVAREZ LLC

Street Address: 161 FORT EVANS RD NE STE 335 City, State, Zip: LEESBURG, VA 20176-3375 Phone: 877-739-7289

3. Description of Supplies or Services:

The estimated value of the proposed action is

Alverez & Associates / Smart Facility Software will conduct a site inventory for the VATFA (VA Task Frequency Analysis). Site Inventories are required due to service changes, additions and remodeling since the original was completed. The new inventory will populate a VA TFA Database that will calculate the number of FTEs required to clean a facility. Smart Facility Software, SEWP contractor for Alverez, will conduct a Site Survey of all the cleanable space that is performed by Smart Facility Software personnel in conjunction with VA EMS Management. The requirement is to inventory and document all the cleanable spaces that are serviced internally by EMS Staff. Each room will be categorized by room type, floor type, measured and detail taken that will be used to calculate EMS production using ISSA cleaning steps. The process is to come on site and break down the facility into Buildings, Floors and Subsections, whereas a subsection is a subset of a floor. This could be ER, Radiology, Administration, etc. From there, methodically record all the cleanable rooms in sequential order. i.e. Starting at Room 1, then the next, the next and so on that EMS staff cleans entering that data into the VATFA database for FTE calculations and reporting. In addition to this task, Smart Facility Software will request and import Equipment Depreciation data if made available by the facility’s EMS.

VHAPG Part 808.405-6 Limiting Sources Page 2 of 3

Acquisition ID#: 36C241-26-AP-0363

4. Authority:

Order Against FSS: Authority of the Multiple Award Schedule Program, Title III of the Federal Property and Administrative Services Act of 1949 (41 USC 251, et seq.); Title 40 USC 501, Services for Executive Agencies; and Section 803 of the National Defense Authorization Act of 2002 (PL 107-107) and implemented by FAR 8.405-6. Mark the applicable exception:

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; (FAR 8.405- 6(a)(1)(i)(B));

5. Rationale/explanation to support cited authority: In accordance with 38 U.S.C 8127(b), Contracting Officers (COs) may employ other-than-full-and-open competition to award contracts to Service- Disabled Veteran-Owned Small Businesses (SDVOSBs) for procurements under the Simplified Acquisition Threshold (SAT), per FAR 8.405-6(a)(1)(i)(B). Alvarez, LLC, is uniquely positioned as the only entity authorized to use the VA Task Frequency Analysis (TFA) tool, which inventories all the cleanable spaces serviced internally by Environmental Management Services (EMS) staff. This vendor meticulously categorizes spaces by room type and floor type, providing detailed measurements and data necessary for calculating EMS production using ISSA cleaning standards.

In 2013, Alvarez LLC conducted a crucial site visit that allowed for the collection of detailed and precise site information. This data included various measurements, observations, and relevant environmental or operational details essential for accurate inventory and analysis and helped create specialized software application designed specifically for Task Frequency Analysis within VA hospital locations called VATFA .

To ensure comprehensive market research, several government and commercial databases were queried: VetCert, GSA e-Library, SBA DSBS, and FPDS. The VetCert search using NAICS code 541611 yielded 8,255 broad results. A further SBA DSBS search of NAICS 541611 with the keyword "Task Frequency Analysis" yielded 117 small businesses; however, none were authorized by Smart Facility Software to provide the TFA service. A GSA e-Library search with the same keyword resulted in zero relevant results. An FPDS search generated 28 contract actions, all related to similar purchases of TFA services from SDVOSB Alvarez, LLC for various VA facilities nationwide.

Proprietary Technology: Alvarez LLC is the sole proprietary owner of the VATFA app, which is a specialized software application designed specifically for Task Frequency Analysis within VA hospital locations. The VATFA app is tailored to meet the unique operational requirements of VA hospitals, enabling efficient data collection, analysis, and reporting for TFA. This proprietary technology offers capabilities that are not available through any other vendor or product in the market.

Specialized Data Set: Alvarez LLC has developed a unique data set that is specifically designed for use in VA hospital locations nationwide. This data set includes critical metrics and benchmarks that are essential for accurate Task Frequency Analysis in the VA system. The specialized data ensures that the analysis is not only relevant but also aligns with the operational standards and goals of VA hospitals, thereby providing actionable insights that are directly applicable to VA Boston.

Proven Staffing Model: Alvarez LLC employs a proven staffing model that is highly effective for conducting Task Frequency Analysis in VA healthcare settings. The staffing model includes experts who are experienced in working with VA hospitals and are adept at utilizing the VATFA app. This

VHAPG Part 808.405-6 Limiting Sources Page 3 of 3

Acquisition ID#: 36C241-26-AP-0363 model ensures that the TFA will be conducted efficiently, accurately, and with minimal disruption to hospital operations.

Consistency with VA-Wide Implementation: Alvarez LLC's VATFA app is already in use throughout the VA nationally. Selecting Alvarez LLC as the provider for VA Boston ensures consistency with the existing VA-wide implementation of the VATFA app. This consistency is crucial for maintaining standardized data analysis procedures and for facilitating the integration of TFA results across different VA hospital locations.

National Program Collaboration: Alvarez LLC is an integral part of a national program in concert with the VA. This collaboration ensures that the VATFA app and related services are continuously updated and aligned with the latest VA policies, standards, and strategic goals. By being part of this national program, Alvarez LLC leverages its ongoing partnership with the VA to deliver solutions that are specifically tailored to meet the needs of VA hospitals, enhancing the overall efficiency and effectiveness of the Task Frequency Analysis.

Avoidance of Downtime and Redundancy: Given the proprietary nature of the VATFA app and the specialized data set provided by Alvarez LLC, selecting another vendor would require significant time and resources to develop a comparable technology and data set. This would result in unnecessary downtime and redundancy, potentially disrupting hospital operations and delaying critical improvements in patient care management.

Alvarez LLC is the sole vendor capable of systematically recording all cleanable rooms maintained by EMS staff, inputting this data into the VATFA database in accordance with VHA Directive 1850.01(1).

Additionally, they are the only provider using Smart Facility Software to integrate Equipment Depreciation data made available by management. Given the provisions of 38 U.S.C. 8127(b) and the unique qualifications and experience of Alvarez, LLC, awarding a sole-source contract to this SDVOSB under the SAT is determined to be in the best interest of the government due to their exclusive capabilities, prior facility experience, and lack of comparable SDVOSBs in the area.

6. Note that this determination satisfies the requirements of FAR 8.405-6. The requirement to prepare a written justification IAW FAR 6.303 does not apply to Federal Supply Schedules.

DIVIANNA MATHURIN PHILLIP CROCKETT

Contract Specialist Contracting Officer

FACILITY/NCO 1/RPO EAST FACILITY/NCO 1/RPO EAST

Date: 10/27/2025 Date: 10/27/2025