Sole_Source_Justification_Ambulance_Services_(SAMMC)_Redacted.pdf

Control Number: 18-RHCO-C-85

San Antonio Military Medical Center Ambulance Services Sole Source Justification and Approval

Under FAR 13.501

1. Contracting Activity: Regional Health Contracting Office- Central, Joint Base San Antonio, Fort Sam Houston Texas.

2. Description of Action: The Regional Health Contracting Officer Central is currently working the long term requirement for ambulance services to serve San Antonio Military Medical Center and surrounding clinics. The request of this approval is to issue a bridge contract for ambulance services while the long term requirement is finalized and awarded. Current contract W81K00-16-P-0578 with American Medical Response is set to expire on 30 November 2017 and RHCO-C issued solicitation W81K00-18-R-0002 for the long term contract, which closed on 6 November 2017 and is currently being evaluated. The solicitation was issued as a small business set aside and competed among all small businesses. This bridge contract will be set as a sole source, firm fixed price contract, utilizing Defense Health Program Operation and Maintenance funds. The period of performance for base period is 1 December 2017 to 31 January 2018 plus six

(6) months under FAR 52.217-8 (1 February 2018 thru 31 July 2018).

3. Description of Supplies/Services: Non-personal ground ambulance services for San Antonio Military Medical Center (SAMMC) and surrounding clinics. Estimated value is $XXXX for the base and the extension of six months as per FAR 52.217-8 “Option to Extend Services”.

4. Authority Cited: The statutory authority permitting other than full and open competition is 41 United States Code 1901 as implemented in Federal Acquisition Regulation 13.106-1(b)(1)(i), only one source reasonably available (urgency).

5. Reason for Authority Cited: The purpose of this action is for the continuation of ground ambulance services until the Regional Health Contracting Office – Central awards the long term requirement. The long term requirement solicitation W81K00-18- R-0002 was solicited on FBO with closing date of November 6, 2017 and is currently being evaluated. A bridge is necessary to avoid a lapse in services until an award is made for the future contract. Therefore, in order to avoid a lapse in service and not risk patient treatment and safety, a bridge contract is required until the future contract is awarded.

Contract W81K00-16-P-0578 is currently in place for ambulance services and it is set to expire on 30 November 2017. The contract included FAR Clause 52.217-8 – Option to Extend Services, which has already been exercised for the maximum 6 month extension. The incumbent contractor, American Medical Response of Texas Inc. is able to provide uninterrupted services immediately following this award, which results in no

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

(25 February 2016) disruption, delay, or harm to the Government, soldiers, civilians, and beneficiaries. In addition, AMR is familiar with the requirement, has the vehicles needed, the staff with certifications needed, and is already in place to perform services.

6. Efforts to Obtain Competition: Market research was conducted for the follow-on requirement for ambulance services, and only one small business was identified as being able to provide services. In addition, there were various efforts to promote competition among small business and a sources sought was posted on June 2, 2016 and closed on June 10, 2016. Two interested sources responded with only one being able to meet the requirement based on the capability statement submitted. A second sources sought was posted on June 23, 2017 with a closing date of July 20 2017 and more than three responses were obtained from small businesses. However, only two responsible sources were identified as being able to provide services needed and these two were small business. Based on this result, the follow-on requirement was determined to be set aside for small business concerns. A final Form 2579 was submitted and approved by the SBA on October 10, 2017. The solicitation was posted on 16 October 2017 with a closing date of 6 November 2017. Market research was conducted and no other vendor is capable of continuing the services for the short term bridge contract within the time line specified. AMR is the only contractor that has the equipment and staff on-site to continue ambulance services at SAMMC.

a. Effective competition. Based on market research and responses obtained from at least two small businesses, the long term requirement solicitation W81K00-18-R-0002 was competed as a set aside for all small business concerns.

b. Subcontracting competition. In accordance with FAR Subpart 19.705-2, the Contracting Officer has taken action to determine whether the proposed contractual obligation requires a sub-contracting plan. According to the System for Award Management (SAM), the incumbent contractor is not a small business and a sub-contracting plan does apply.

7. Actions to Increase Competition: Various efforts have been done to compete this requirement among small business. Currently a solicitation is in place and it is in the pre-award stages; however, it will not be possible to award this contract by 30 November 2017. Various scenarios have been considered such as a possible protest and transition of the new company to replace the incumbent; therefore, a 2 month bridge contract is necessary with the extension of services clause for six months to be utilized if necessary.

8. Market Research: Market research was conducted for the follow-on requirement in the Small Business Dynamic search with no positive results. No small business was found to be determined capable of meeting this requirement as per memorandum dated

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

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

December 7, 2016. The Small Business Coordinator rejected our request to the 2579 as further explanation was needed in regards to those small businesses not being able to meet customer’s needs. There were various stipulations regarding the future services for the follow-on contract and decisions needed to be made to finalize the performance work statement. Another sources sought notification was posted again as explained in paragraph 6 above to determine if there was more than one small business that could meet customer’s mission and the responses obtained were from at least two small business sources that drove this requirement to be set aside for a small business.

Market research was conducted for the bridge contract, and no other vendor is capable of continuing the services for the short term bridge contract within the timeline specified.

AMR is the only contractor that has the equipment and staff on-site to continue ambulance services at SAMMC.

9. Interested Sources: There is a list of interested sources that expressed an interest in this requirement; however, these sources are not being considered for the bridge contract because there is inability to transition ambulance service providers in this short period of time. Competition for the bridge contract is not in the best interest of the Government. If we compete this requirement, there will be an interruption in a very critical service, which could cause harm to soldiers, civilians, and dependents without this requirement.

10. Other Facts:

a. Procurement history.

(1) Contract numbers and dates of the last several contracts are as follows:

Contract number: W81K00-09-D-0002 Contractor: American Medical Service of Texas Inc.

Period of Performance: 1 October 2010 to 31 March 2014

Contract number: W81K00-14-D-0018

Period of Performance: 1 April 2014 to 30 September 2016

Contract number: W81K00-16-P-0578

Period of Performance: 1 October 2016 to Present (set to expire on 30 Nov 2017).

(2) The competitive status of these actions is as follows:

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

Contract number: W81K00-09-D-0002 Competitive Status of Action (procurement method): Full and open competition

Contract number: W81K00-14-D-0018 Competitive Status of Action (procurement method): Bridge contract.

Contract number: W81K00-16-P-0578 Competitive Status of Action (procurement method): Bridge contract

(3) Authority previously cited if less than full and open competition was used: Federal Acquisition Regulation 13.106-1(b)(1)(i)

(4) If a justification was prepared to support the procurement made before this one, a summary of the contents of paragraph 7 of the justification for that procurement and an explanation of the results.

Two bridge contracts were necessary prior to this requirement. Achieving a long term solution was difficult based on legal requirements to change the requirement, which included issues on third party billing. The intent to issue a long term contract is evident by the source selection that is being held at this time.

(5) If any prior contract for this requirement was accomplished using full and open competition, include a detailed explanation of the changed circumstances causing this action to now limit the sources.

Contract number, W81K00-09-D-0002, was issued using full and open competition.

The current solicitation is a 100 percent small business set aside. Both efforts were used to achieve the maximum competition possible.

(6) An explanation of any unusual patterns that may be revealed by the history, e.g., several consecutive, urgent buys. N/A

(7) If a justification was prepared to support the procurement made before this one, briefly describe the circumstances justifying the procurement and whether there have been any significant changes.

The last bridge contract was issued prior to a solicitation being issued. Solicitation, W81K00-18-R-0002, was posted and closed on 6 November 2017. The Government is working toward a long term contract, but because of source selection time and a transition between contractors a bridge contract is necessary. The scope of work for

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

JOHNSEN.CELIA.B.1026395395 Digitally signed by JOHNSEN.CELIA.B.1026395395 Date: 2017.11.16 16:07:54 -06'00' ________

BRUNNER.JAMIE.M.1267411235 BRUNNER.JAMIE.M.1267411235

ambulance services during this bridge contract will not be increased and will mirror the current contract, W81K00-16-P-0578.

b. Other facts. N/A

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:

Typed Name: _C_e_li_a_B Jo_h_n_s_e_n

Date:

Title:

1_6_Nov 2_01_7

M_a_n_a_g_e_m_e_n_t _A_na_l_ys_t

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.

Digitally signed by

ROBERDS.ASHLEIGH.NEDA.1368257970 ROBERDS.ASHLEIGH.NEDA.1368257970

Date: 2017.11.16 16:06:42 -06'00'

Date: _1_6_N_o_v_2_0_1_7_

Typed Name:

C_P_T_A_s_h_le_i_gh N_R_o_b_e_r_ds

D_e_p_u_ty_C_h_i_e_f,_P_A_D

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.

Digitally signed by

Signature: _______________D_ate:_201_7.1_1.16_16_:15:_16 -_06'0_0' Date: _1_6 N_o_v_e_m_b_er 2017

Typed Name: _J_a_mie B_ru_n_n_e_r

C_o_n_tr_a_c_ti_n_g_Off_ic_e_r

14. Contracting Officer Certification:

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

Digitally signed by BRUNNER.JAMIE.M.1267411235 Date_: 20_17.1_1.1_6 16_:15:_31 -0_6'0_0'

Date: _1_6 N_o_v_e_m_b_er 2017

Typed Name: _J_a_mie B_ru_n_n_e_r

C_o_n_t_ra_c_t_in_g O_f_fic_e_r

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

Approval

Based on the foregoing justification, I hereby approve the 8 month procurement of ambulance services for the San Antonio Military Medical Center, not-to-exceed $1,130,004.88 on an other than full and open competition basis pursuant to the authority of 41 U.S.C. 1901 as implemented by FAR 13.501, subject to availability of funds, and provided that the services and property herein described have otherwise been authorized for acquisition.

PECK.JOSEPH.SAM Digitally signed by

PECK.JOSEPH.SAMUEL.1165787150

Signature: _U_E_L_._1_1_6_5_7_8_7_1_5_0

Typed Name: _ J o s e p h S

P e c k

Da te : 2 7.

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6:3 2:

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Title:

Date: _ 6 N o v e mb e r

S_p_e_c_i_a_l_A_d_v_o_c_a_te fo_r_Co_m_p_e_t_iti_o_n_