PO3 - Justification for Single Source Award_CEOC Training Sessions (Redacted).pdf

JUSTIFICATION FOR SINGLE SOURCE AWARDS IAW FAR 13.106-1

(OVER MICRO-PURCHASE THRESHOLD($10K) BUT NOT EXCEEDING THE SAT ($250K))

IAW FAR13.104, COs must promote competition to the maximum extent practicable to obtain supplies and services from the source whose offer is the most advantageous to the Government, considering the administrative cost of the purchase. When competition is not practicable, IAW FAR13.106-1(b), COs solicit from a single source for purchases not exceeding the simplified acquisition threshold. COs may solicit from one source if the CO determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand-name or industrial mobilization). IAW FAR13.106-3(b)(3),COs are required to include additional statements explaining the absence of competition (see 13.106-1 for brand name purchases) if only one source is solicited and the acquisition does not exceed the simplified acquisition threshold (does not apply to an acquisition of utility services available from only one source) or supporting the award decision if other than price-related factors were considered in selecting the supplier. This template when completed can be used to document single source awards IAW FAR13.106-3(b)(3). Note: Statements such as "only known source" or "only source which can meet the required delivery date" are inadequate to support a sole source purchase.

1. PURCHASE REQUEST OR

REQUISITION NUMBER:

130-21-4-3475-0033

1A. PROJECT/TASK

NUMBER

VA-21-00082533

1B. ESTIMATED

AMOUNT:

52,800.00

2. BRIEF DESCRIPTION OF SUPPLIES OR SERVICES REQUIRED AND THE INTENDED USE:

The contractor shall provide routine Comprehensive Environment of Care (CEOC) virtual training sessions to ensure comprehensive EOC Rounds are completed at each VA Medical Center (VAMC) and community based Outpatient Clinic (CBOC) once per fiscal year (FY), in nonpatient areas, and twice per FY, in patient care areas, in accordance with The Joint Commission (TJC) Standard EC.04.01.01. EOC Rounds are recurring facility tours used to manage environmental risk through the pro-active identification of unsafe conditions or non-compliance and addressing corrective actions while expanding interaction with facility staff. The CEOC training includes a series of web-based virtual training sessions geared towards different members of the EOC team.

These sessions will include both lectures on EOC topics as well as demonstrations of the platform for participants to understand, in detail, all of the aspects of EOC Rounding. The training will also involve a large degree of “back and forth” between participants and presenters.

3. UNIQUE CHARACTERISTICS THAT LIMIT AVAILABILITY TO ONLY ONE SOURCE, WITH

THE REASON NO OTHER SUPPLIES OR SERVICES CAN BE USED:

The Department of Veterans Affairs (VA) Veterans Health Administration (VHA), Environmental Programs Service (EPS) currently utilizes a Proprietary Software Tool ,developed, supported, and maintained through Performance Logic (PL), Inc, titled “Rounding Center Environment of Care.”

This training will be the first virtual training completed for the platform and EOC processes since the in-person training delivered during FY2019. In VHA’s experience, a strong base knowledge of the platform is needed to provide both new EOC Coordinators and Inspectors with the skills necessary to conduct EOC Rounds successfully. Given the nature of the training and the introduction of new https://acquisition.gov/far/current/html/Subpart%2013_1.html#wp1125454 https://acquisition.gov/far/current/html/Subpart%2013_1.html#wp1125466 https://acquisition.gov/far/current/html/Subpart%2013_1.html#wp1125503 https://acquisition.gov/far/current/html/Subpart%2013_1.html#wp1125467 https://acquisition.gov/far/current/html/Subpart%2013_1.html#wp1125503 team members to EOC rounding, it is important that the VHA provide training on an on-going basis and work directly with a contractor that understands both the EOC platform as well as VHA’s EOC inspection processes.

4. REASON THAT SUGGESTED SOURCE IS THE ONLY SOURCE, WHICH CAN PROVIDE

THE SUPPLIES OR SERVICES:

As the developer of the EOC platform for VHA, PL is the most experienced partner for completing this training. As part of PL’s current contract for VHA for Rounding Center licenses, PL also provides all telephone and e-mail support to end users for both technical as well as operational issues with the platform. Their team is fully knowledgeable of the types of issues the end users face and will use this experience to help develop the training materials and training exercises to address these issues. Performance Logic, Inc also has the deepest technical knowledge base of the system. A significant portion of the training will be focused on site configuration as well as end user optimization processes. Performance Logic, Inc is uniquely qualified to provide this level of training support, has also worked with many of the site managers that will be attending the training, and will be able to provide real-time advice on optimization of the platform based on questions from the attendees and their knowledge of the individual sites.

Performance Logic, Inc is also an experienced contractor in completing software training. They have worked closely with the VHA, as well as other private and government agencies to complete training for EOC and Inspection Training. In the past three years, Performance Logic, Inc has conducted over 750 in-person and web-based training sessions for their software platform. They maintain an extremely high level of customer satisfaction and have received positive feedback from VHA end users as part of their current support contract. In the interest of Veterans’ continuity of care across multiple VA Medical Centers, VHA is considering a sole-source procurement.

5. DESCRIPTION OF MARKET RESEARCH CONDUCTED AND RESULTS OR STATEMENT

WHY IT WAS NOT CONDUCTED:

In accordance with VAAR 810.001-70, VIP database was queried. Based on the information obtained from VIP, the Government identified 2131 SDVOSBs under NAICS code 541519 – Other Computer Related Services. These search results were further narrowed with key words “Environment of Care” and returned zero (0) results. A query of GSA eLibrary was also conducted on July 19, 2021. This search returned zero (0) results, using keywords “Environment of Care.” A query of https://www.usaspending.gov/ was conducted on July 19, 2021 and AATD, LLC, a SDVOSB, was identified for performing a related service. This SDVOSB was determined not capable of providing the required services due to the unique nature of this requirement and the “Rule of Two” has not been met at this time.

Performance Logic, Inc. is the developer and maintainer of the VHA EOC platform, and remains the provider of the software, licenses, maintenance, etc., via teaming/partnering/subcontracting agreements with Four Points Technologies, LLC (a SDVOSB) and AATD, LLC ( a SDVOSB). The program office currently has two CEOC contracts in place with these SDVOSB contractors for licensing and configuration; however, Four Points Technologies, LLC and AATD, LLC do not have the capability to deliver the required virtual CEOC training.

These required services need to be directly ordered from a contractor who has strong base knowledge of the VHA’s EOC current platform, inspections processes, and Brand Name https://www.usaspending.gov/

Performance Logic Rounding Center Environment of Care Software, maintained and developed by Performance Logic, Inc.

Performance Logic, Inc. was determined to be the only source capable of offering the required Brand Name Performance Logic Rounding Center Environment of Care Software virtual training sessions. They are the only contractor knowledgeable of VHA’s current EOC platform and that has the experience necessary to train new EOC coordinators and Inspectors to conduct EOC Rounds successfully. Based on the information obtained from review of websites and discussions with different agencies, the select services are not readily available on an existing purchasing vehicle (such as a GWAC, Internal IDIQ, GSA FSS, etc.).

Performance Logic, Inc has been determined to be a responsible source with respect to performance. They are registered and certified in in the System for Award Management (SAM) as of July 19, 2021 and they represented that they are a small business under the NAICS code for this requirement. In addition, the Federal Awardee Performance, and Integrity Information System (FAPIIS) was reviewed on July 19, 2021, and there are no reports for Performance Logic Inc. that would indicate defective pricing, instances of contractor fault or recipient not-qualified, terminations for cause, default or material failure to comply, or non-responsibility of the contractor.

While conducting market research, the Contract Specialist determined that several vendors could provide EOC licensing and configuration services; however, there is only one contractor, Performance Logic, Inc, with the capability to deliver virtual CEOC training sessions and maintains a deep understanding of not only the software and platform but the overall VHA EOC processes.

Performance Logic, Inc’s understanding of VHA’s Environment of Care inspection process will be fully integrated into the VHA training sessions. Other potential vendors will need to be brought up to speed on the platform as well VHA EOC processes, prior to delivering the training, and would not have the experience base to deliver the high caliber level of training that VHA expects to receive from these sessions.

Based on the above information, it is in the best interest of the Government to issue a sole source, open market award to Performance Logic, Inc, a Small Disadvantaged Business Concern.

6. Contracting Officer's Certification: Pursuant to FAR 13.501(a)(1), I certify that this justification is accurate and complete to the best of my knowledge and belief, and I hereby determine that the anticipated price to the Government for this contract action will be determined fair and reasonable prior to award.