SP 1095 J_A Sole Source FAR 16.5 20-RHCO-P-568 REDACTED_Redacted.pdf

Control Number: 20-RHCO-P-568

For Official Use Only (See FAR 2.101 and 3.104 4)

(March 2020)

Justification Review Document

FAR PART 16 EXCEPTION TO FAIR OPPORTUNITY JUSTIFICATION UNDER

MULTIPLE AWARD INDEFINITE DELIVERY CONTRACTS FOR ACTIONS

EXCEEDING THE SIMPLIFIED ACQUISITION THRESHOLD (SAT) – URGENT NEED

COVID-19

Program/Equipment: Medical Office Secretary, Medical Records Technician, and General Office Clerk Services for Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter, Hawaii

Authority: 10 U.S.C. 2304c(b)(1) as implemented by FAR Part 16.505(b)(2)(i)(A) – The agency need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays.

Amount:

Prepared by: Individual preparing the Justification and Approval Document

Typed Name: Office:

Title: Contract Specialist Date: 4 September 2020

E-mail:

Contracting Officer:

Typed Name: Office:

Date Reviewed: __________________E-Mail:

Technical Representative:

Typed Name: Office:

Title: Health Systems Specialist Date Reviewed: ________________________

Requirements Representative:

Typed Name: Office:

Title: Health Systems Specialist Date Reviewed: ________________________

9/17/20

09/17/2020

Medical Office Secretary, Medical Records Technician, and General Office Clerk Services for Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter

For Official Use Only (See FAR 2.101 and 3.104-4)

(March 2020)

Reviews

I have reviewed this justification and find it adequate to support other than full and open competition.

Legal Counsel

Typed

Signature: _____________ _ Date: ______________________

Command Advocate for Competition

Typed Name: Office:

Signature: ___________ ___ Date: ______________________

17 Sep 20

Date: 2020.09.18 13:33:09 -05'00' 18 Sep 20

Services for Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter

For Official Use Only (See FAR 2.101 and 3.104-4)

(March 2020)

FAR PART 16 EXCEPTION TO FAIR OPPORTUNITY JUSTIFICATION UNDER

MULTIPLE AWARD INDEFINITE DELIVERY CONTRACTS FOR ACTIONS

EXCEEDING THE SIMPLIFIED ACQUISITION THRESHOLD (SAT) – URGENT NEED

COVID-19

1. Contracting Activity: U.S. Army Medical Command, Regional Health Contracting Office – Pacific, Bldg. 339, Clark Road, Ft. Shafter, HI 96858

2. Description of Action: This new requirement will provide Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter with Medical Office Secretary, Medical Records Technician, and General Office Clerk services. The Government intends to issue a sole source Task Order against the Medical Support Service (MSS) contract, on a firm-fixed-price basis. Fiscal Year 2020 COVID-19 emergency funds will be used.

3. Description of Supplies/Services: This requirement will provide Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter with Medical Office Secretary, Medical Records Technician, and General Office Clerk services to limit effects of staffing gaps in critical areas such as, the pharmacy drive-through/pick-up, hospital/clinic entry points, COVID-19 drive-through testing sites, and COVID-19 hotlines and central appointments.

Period of Performance: 15 September 2020 to 14 September 2021 FAR 52.217-8: 15 September 2021 to 14 March 2022 Total Value:

4. Authority Cited: 10 U.S.C. 2304c(b)(1) as implemented by FAR Part 16.505(b)(2)(i)(A) – The agency need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays.

5. Reason for Authority Cited: Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter have a public responsibility to comply with the World Health Organization (WHO) and the Centers for Disease Control and Prevention (CDC) guidance to prevent further spread of COVID-19. They are also required to comply with Department of Defense and U.S. Army Europe guidance to implement plans to ensure compliance with directed force health protection measures throughout the area of operations in order to prevent an outbreak of COVID-19 within U.S. personnel (service members, civilians, contractors, and dependents) or confine it to as small a population as possible. In order to comply and put protective measures in place, Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana

Services for Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter

For Official Use Only (See FAR 2.101 and 3.104-4)

(March 2020)

Medical Home, and Fort Shafter have an urgent need for Medical Office Secretary, Medical Records Technician, and General Office Clerk services.

Every day that passes confirmed COVID-19 cases spike and the death toll increases. It is imperative that these services are obtained as quickly as possible to protect public health. The U.S. Government cannot apply standard procurement times to an acquisition of this urgent nature. Even the short time-lines of 30-60 days to award, could result in hundreds of thousands more being infected and thousands more dying.

ShadowBox Consulting Associates, LLC is an 8(a), WOSB firm, whose core competencies are in the areas of training, management consulting, workforce solutions, information technology, and intelligence/security services for the Federal Government.

They are currently successfully performing on contracts W81K0219P0177 and W81K0220P0016 for biomedical research associate and medical dosimetrist services.

Also, the 1 August 2019 through 31 July 2020 MSS MILDEP Report indicates that ShadowBox Consulting Associates, LLC has a 100% overall fill rate.

This requirement directly supports Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter for COVID-19 medical support in providing high quality and patient care. This requirement will provide Medical Office Secretary, Medical Records Technician, and General Office Clerk services to limit effects of staffing gaps in critical areas such as, the pharmacy drive-through/pick-up, hospital/clinic entry points, COVID-19 drive-through testing sites, and COVID-19 hotlines and central appointments. This requirement must be approved to maintain patient safety, satisfaction, and access to care. If not approved, the organization would not have adequate staff to support its patient care mission due to the rising number of

COVID-19.

6. Efforts to Obtain Competition: Market research was minimal due to the urgent nature of this emergency procurement and the lack of requirements package and historical data for this requirement. These services must be delivered on 15 September 2020 or the organization will not have adequate staff to support its patient care mission, due to the rising of COVID-19 cases. Without this contract, patient safety, patient satisfaction, staff morale, and access to care would be negatively affected.

7. Actions to Increase Competition: Due to the rapidly changing situation regarding the spread of COVID-19, it is difficult to forecast the amount of medical support staff needed to support Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter. The Government will make every effort to allow for a longer lead time for any subsequent acquisition to increase competition by soliciting the requirement on a full and open basis.

Services for Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter

For Official Use Only (See FAR 2.101 and 3.104-4)

(March 2020)

8. Market Research: Market research was conducted from 17 August 2020 through 31 August 2020 and again from 2 – 4 September 2020 by the requiring activity and contracting team: Ms. Maria Benabese, SPC Anil C, and Ms. Charis Naito. Market research was minimal due to the urgent nature of this emergency procurement and the lack of requirements package and historical data for this requirement.

In December of 2019 an outbreak of COVID-19 was reported in Wuhan City, Hubei Province, China. The World Health Organization (WHO) states COVID-19 is the infectious disease caused by the most recently discovered coronavirus. They also state in humans, several coronaviruses are known to cause respiratory infections, ranging from the common cold to more severe diseases, such as COVID-19. The WHO states:

“Around 1 out of every 6 people who gets COVID-19 becomes seriously ill and develops difficulty breathing. Older people, and those with underlying medical problems, like high blood pressure, heart problems or diabetes, are more likely to develop serious illness.

People with fever, cough, and difficulty breathing should seek medical attention.”

The WHO declared the global COVID-19 outbreak a pandemic on 11 March 2020, stating it is a “public health crisis.” The following is information from the WHO website.

The WHO is recommending all countries activate and scale up their emergency response mechanisms utilizing a four-pronged approach. First, prepare and be ready.

In other words, prepare your people and your health facilities. Second, detect, prevent, and treat. Utilize surveillance to find, isolate, test, and treat every case in order to break the chain of transmission. Third, reduce and suppress. Reduce transmission by finding and isolating as many cases as possible and quarantining their closes contacts. Protect health facilities, old age homes, and other vital areas. They recommend testing all suspected cases. Fourth, innovate and improve. Find new ways to prevent infection, save lives, and minimize impact. Utilize personal protective equipment. Utilize the WHO training programs, technical guidance, studies, protocols, and preparedness and response plans.

Medical Office Secretary, Medical Records Technician, and General Office Clerk services fits into all four prongs, by providing support in critical areas such as, the pharmacy drive-through/pick-up, hospital/clinic entry points, COVID-19 drive-through testing sites, and COVID-19 hotlines and central appointments.

Guidance utilized as the basis for this request is DASA(P) Policy Alert # 20-49:

Coronavirus Disease 2019 (COVID-19) Emergency Acquisition Flexibilities.

As of 4 September 2020, the State of Hawaii Department of Health, Disease Outbreak Control Division, COVID-19, stated that there are 9,473 cases of COVID-19 identified in Hawaii. Of those cases, 6% have required hospitalization and 8,773 (93%) were

Services for Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter

For Official Use Only (See FAR 2.101 and 3.104-4)

(March 2020) residents. Given the increasing prevalence of COVID-19 in Hawaii, Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter must ensure they are prepared with adequate medical support staff to provide assistance, as needed to reduce the growing number of cases. ShadowBox Consulting Associates, LLC’s core competencies are in the areas of training, management consulting, workforce solutions, information technology, and intelligence/security services for the Federal Government. They are currently successfully performing on contracts W81K0219P0177 and W81K0220P0016 for biomedical research associate and medical dosimetrist services. Also, the 1 August 2019 through 31 July 2020 MSS MILDEP Report indicates that ShadowBox Consulting Associates, LLC has a 100% overall fill rate.

Market research was minimal due to the urgent nature of this emergency procurement and the lack of requirements package and historical data for this requirement. These services must be delivered on 15 September 2020 or the organization will not have adequate staff to support its patient care mission, due to the rising of COVID-19 cases.

Without this contract, patient safety, patient satisfaction, staff morale, and access to care would be negatively affected.

9. Interested Sources: As shown in the market research, interest is limited as many Offerors cannot provide the required quantities of the supply/service within the required timeframes to meet the needs of the Government in order to protect public health.

Market research was minimal due to the urgent nature of this emergency procurement and the lack of requirements package and historical data for this requirement. These services are required urgently or the organization would not have adequate staff to support its patient care mission, due to the rising of COVID-19 cases. Without this contract, patient safety, patient satisfaction, staff morale, and access to care would be negatively affected.

10. Other Facts:

a. Procurement history. None.

b. Other facts. None.

Services for Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter

For Official Use Only (See FAR 2.101 and 3.104-4)

(March 2020)

11. Technical Certification:

I certify 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.

Signature: _______________________Date: __________

Typed Name: Title: Health Systems Specialist

12. Requirements Certification:

I certify 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.

Signature: _ _____________________Date: __________

Typed Name: Title: Health Systems Specialist

Date: 2020.09.17 09:51:50 -10'00'

Date: 2020.09.17 09:52:09 -10'00'

Services for Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter

For Official Use Only (See FAR 2.101 and 3.104-4)

(March 2020)

13. Fair and Reasonable Cost Determination:

I hereby determine that the anticipated cost to the Government for this contract action will be fair and reasonable.

Price analysis techniques to include comparison to market research findings and the independent Government estimate will be utilized to determine the price to be fair and reasonable. Certified cost or pricing data is not required per FAR 15.403-1(b)(3).

Signature: _________________Date: __________

Typed Name: Title: Chief, Medical Services Branch

14. Contracting Officer Certification:

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

Signature: _ __Date: __________

Typed Name: Title: Chief, Medical Services Branch

E

Date: 2020.09.17 10:00:37 -10'00' 9/17/20

9/17/20

Services for Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter

For Official Use Only (See FAR 2.101 and 3.104-4)

(March 2020)

Approval

Based on the foregoing justification, I hereby approve the procurement of Medical Office Secretary, Medical Records Technician, and General Office Clerk Services for Tripler Army Medical Center, Desmond Doss Health Clinic, Warrior Ohana Medical Home, and Fort Shafter in the amount of $2,522,822.40 using an exception to fair opportunity pursuant to the authority of 16.505(b)(2)(i)(A) – The agency need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays, and provided that the services or supplies herein described have otherwise been authorized for acquisition.

Signature: _________ Date: __________

Typed Name:

Title: Command Advocate for Competition

18 Sep 20