P03 - Sole Source Justification for SDVOSB Sole Source Award - Danville NC 032424.pdf

NCAPM Part 819.7007/7008 Sole Source Awards to a Verified Service-Disabled Veteran-owned Small Business/Veteran-owned Small Business

Attachment 1: Request for SDVOSB/VOSB Sole Source Justification Format >SAT

VHAPM Part 819.7007/7008 Page 1 of 5 Original Date: 08/30/2017 Revision 02 Eff Date: 10/24/2018

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A)

For Other Than Full and Open Competition (>SAT)

CEMETERY NAME: Danville National Cemetery

CEMETERY FULL ADDRESS: 721 Lee Street, Danville, VA 24541

TYPE OF SOLE SOURCE SERVICES REQUIRED: Sole Source award to Service-Disabled Veteran-Owned Small Business concern.

1. Contracting Activity: Department of Veterans Affairs, Danville National Cemetery.

Department of Veterans Affairs NCA Contracting Service 18434 Joplin Road Triangle, VA 22172

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

A 60-day (bridge) sole source contract award to a Service-Disabled Veteran-Owned Small Business concern for complete Grounds Maintenance Services (GMS) to be performed at the Danville National Cemetery located at 721 Lee Street, Danville, VA 24541, for performance periods effective April 1, 2024 though June 30, 2024, or until a new base year + four (4) 1-Year Options contract is put into place on or before June 30, 2024.

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

The Contractor shall furnish all labor, supervision, equipment, materials and supplies necessary to provide complete Grounds Maintenance Services at the Danville National Cemetery, located at 721 Lee St., Danville, Virginia 24541. Services provided under this contract include the following:

► Turf fertilization, pre / post -emergent crabgrass and broadleaf weed control ► Mowing services (including trimming, edging) ► Trash, debris & leaf removal ► Headstone setting, headstone raise & realign, headstone bump & run & headstone cleaning ► Sodding of newly dug & refilled graves ► Grave Excavation & Backfilling of casketed and cremated remains.

► Repairing sunken graves ► Unloading of blank headstones ► Maintenance of all cemetery planting beds ► Deadwood pruning & removal of trees ► Placement & removal of flags at gravesites for Memorial Day.

► Placement & removal of Avenue of Flags for Memorial Day & Labor Day ► Interment & Grave Excavation

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The period of performance for these services will be effective April 1, 2024 through June 30, 2024.

3. Statutory Authority Permitting Other than Full and Open Competition: 41 USC §3304(a)(5), 38 U.S.

Code § 8127, as implemented by FAR 6.302-5 (Authorized or Required by Statute). CORs may use the non-competitive (sole source) procedures authorized in VAAR 819.7007 or 819.7008 up to $5,000,000. Check the specific VAAR clause used below:

(X ) 819.7007 Sole source awards to a verified service-disabled veteran-owned small business; or ( ) 819.7008 Sole source awards to a verified veteran-owned small business

4. Demonstration that the Contractor’s Unique Qualifications and/or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

A 60-day sole source contract award will to be made to The Old Breed Services LLC (System for Award Management (SAM) Unique Entity Identifier (UEI) code GG64AVZE68L9). This company is a verified service-disabled veteran-owned small business (SDVOSB) concern with an active status listing on SAM.gov and Small Business Administration (SBA) VetCert verification sites as of March 15, 2024.

The Old Breed Services LLC company is the current Grounds Maintenance Services contractor for the Danville National and has performed complete grounds maintenance services from periods effective December 1, 2018 through September 30, 2023, on Contract #36C78619D0037. A 6-month extension of services under contract #36C78619D0037, for continued grounds maintenance services was awarded effective October 1, 2023 though March 31, 2024. The current extension and contract, are set to fully expire on March 31, 2024. To maintain national cemetery shrine standards and, a continuity of services 60-day bridge contract effective April 1, 2024 through June 30, 2024, is necessary.

5. CORs must provide an explanation here as to why only one of the firms can accomplish the requirement.

Danville NC is a closed cemetery in Danville, VA. The site is in a remote location, approximately 2 hours from the parent cemetery, Salisbury National Cemetery. The Salisbury NC staff is unable to perform the tasks specified in this contract due to the geographical distance.

A sole source bridge award contract to The Old Breed Services LLC, guarantees the presence of contractor staff on-site for multiple days each week, particularly addressing the required grounds maintenance services, on a daily basis. Contract Line Items (CLIN)s such as headstone setting, and interments would be only be performed on an as-needed basis.

In the past, NAD has experienced a limited participation rate from contractors bidding on grounds maintenance contracts in this region. The relatively low financial value associated with these contracts deters vendors from bidding on these contracts. The Old Breed Services LLC company, has offered to performed these services under this bridge contract to facilitate the Danville National Cemetery’s need to maintain the highest national shrine standards. This company already has a

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Revision 02 Eff Date: 10/24/2018 familiarity with the Cemetery grounds, VA employees, shrine standards, polices and procedures, and agronomic maintenance requirements as specified by the National Cemetery Administration.

6. Description of previous efforts made to ensure that offers are solicited from as many potential sources as deemed practicable:

Market research checks were conducted via the following sites:

Small Business Administration: VetCert; NAICS Code, 561730, State of Virginia Landscaping Services Small Business Administration Dynamic Small Business Search:

Vetbiz.gov: NAICS Code, 561730, State of Virginia Landscaping Services AbilityOne: Required Source. This agency provides limited grounds maintenance services but is incapable of performing any GMS construction (headstone maintenance) related services.

UNICOR: Required Source. This ageny is unable to perform any grounds maintenance related services.

SAM.gov

Sources Sought Synopsis:

Due to the Danville National Cemetery’s immediate need for a continuity of grounds maintenance services effective April 1, 2024, a Notice of Proposed Action synopsis special announcement will be synopsized to the Contract Opportunities portal via SAM.gov, announcing the government’s intent to sole source to an SDVOSB concern IAW VAAR 819.7007.

On or before March 29, 2024, the National Cemetery Administration (NCA) intends to award a 60-day sole source SDVOSB contract firm fixed price definitive contract award to The Old Breed Services LLC, effective April 1, 2024 through June 30, 2024.

Additionally, this notice will also state that this is not a request for competitive solicitation responses but interested Offerors and responsible Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Business (SDVOSBs/VOSBs), may identify an interest and capability to respond to the requirement or submit a response to the solicitation.

All responses to this notice must be received by Noon (Eastern) March 28, 2024, and will be considered by the Government.

A determination by the Government not to compete this proposed contract based on response to this notice is solely within the discretion of the Government.

Information received will be considered solely for determining whether to conduct a competitive procurement.

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

IAW FAR 13.106-3(a)(2)(viI), proposed pricing will be provided for limited grounds maintenance services CLINs required during the bridge contract period.

Estimates will be based on historical contract costs from previously awarded contracts for the Danville National Cemetery and other National Cemetery Grounds Maintenance Services contracts similar in size, scope, and contract efforts, plus reasonable cost-of-living adjustment costs.

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

Market Research Was Not Conducted:

Market research checks were conducted via the following sites:

• Small Business Administration: VetCert; NAICS Code, 561730, State of Virginia Landscaping Services

• Small Business Administration Dynamic Small Business Search:

• Vetbiz.gov: NAICS Code, 561730, State of Virginia Landscaping Services

• AbilityOne: Required Source. This agency provides limited grounds maintenance services but is incapable of performing any GMS construction (headstone maintenance) related services.

• UNICOR: Required Source. This agency is unable to perform any grounds maintenance related services.

• SAM.gov.

An examination of the acquisition history for prior contracts at the Danville NC as well as other grounds maintenance services in size and scope were also reviewed.

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

The Danville National Cemetery is unmanned by VA employees and located in a rural location. The Old Breed Services LLC is the incumbent grounds maintenance services contractor and has a familiarity with national shrine standards and services requirements specific to the Danville National Cemetery.

Additionally, and due to the immediate needs for a seamless continuity of grounds maintenance services when the current contract fully expires on March 31, 2024, a 60-day contract award to the incumbent to maintain services through the award of the next base year and four (4) 1-year option contract award, is the most advantageous and cost-effective alternative.

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10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: Provide list of all SDVOSB sources that expressed interest in the Acquisition. None.

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:

A combined synopsis solicitation for a base year and four (4) 1-years options complete Grounds Maintenance Services for the Danville National Cemetery starting July 1, 2024, will be posted to the Contract Opportunities portal on SAM.gov, within the next 30 business days.

12. Contracting Officer 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.

I also certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Name: Tené Becknell Date Title: Deputy Chief, North Atlantic District Cemetery: Danville National Cemetery