Prescott Bridge Contract, Medical Courier Services

Added: Mar 20, 2013 10:01 am DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval

For

Other Than Full and Open Competition





1. Contracting Activity: Department of Veterans Affairs, VISN 18, Southern Arizona Veterans Affairs Health Center, Tucson, Arizona.



Justification for Other than Full and Open Competition



2. Nature and/or Description of the Action Being Processed: The Government has a continuing need for the medical courier services currently being provided under contract VA258-13-F-0001. This contract was originally awarded on 1 January 2010 and ended on 30 September 2012 under GSA Schedule Contract GS-33F-0008T. On 27 September 2012 the contract was extended for six months through 31 March 2013. On 17 December 2012 this requirement was added to the Phoenix Courier Services requirement under solicitation VA258-13-R-0119 which was posted on Federal Business Opportunity (FBO) on January 14, 2013, with a closing date of February 14, 2013. The RFP included language in Section E stating that offerors must be CVE certified in the vetbiz.gov database, and that offerors shall provide proof of certification with their proposal submissions. One (1) Amendment was issued to answer potential offerors questions and correct the solicitation number that was located in the header portion of the solicitation. A total of six (6) proposals were received by February 14, 2013. The Source Selection Team (SST) convened on 22 February 2013. Currently the technical evaluation boards for Phoenix and Prescott are still completing their technical evaluations. Due to the limited amount of time remaining to complete technical evaluations, award documentation, and the pre-award peer review process, the contracting activity requests authorization of this action to ensure continuity of services that directly impact patient care activities and to minimize any potential unrecoverable costs to the Government. The estimated dollar value of this action for a one month base period and three one month option periods is $64,428.32 or $16,107.08 per month.



3. Description of Supplies/Services Required to Meet the Agency's Needs: The contractor shall provide regularly scheduled pickups and deliveries of a variety of items including but not limited to lab specimens, x-ray films, medical equipment, patient files, clerical supplies etc., between the Northern Arizona VA Health Care System (NAVAHCS) located in Prescott, Arizona, and the Community Based Outpatient Clinics (CBOC'S)located in Kingman, Bellemont, Cottonwood, Lake Havasu, and Anthem in accordance with the terms and conditions of the contract. Normally the deliveries would fit easily into a small van, utility vehicle or station wagon. All items must be transported in accordance with all local, state and federal regulations. Due to the nature of this service and its direct link to patient care NAVAHCS requires that these deliveries be continued without interruption in service.



4. Statutory Authority Permitting Other than Full and Open Competition:



( ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy

Agency Requirements per FAR 6.302-1;

(X) (2) Unusual and Compelling Urgency per FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability

or Expert Services per FAR 6.302-3;

( ) (4) International Agreement per FAR 6.302-4

( ) (5) Authorized or Required by Statute FAR 6.302-5;

( ) (6) National Security per FAR 6.302-6;

( ) (7) Public Interest per FAR 6.302-7;



5. Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): Transportation of patient medical specimens requires strict adherence to delivery time frames to ensure the integrity of the specimen. Transport by ground or air is also critical to the appropriate packing of specimens and the contractor is required to notify the lab of any change in type of transportation used that may differ from the original offer or change at any time. Commonwealth Carrier Corporation is registered in SAM as a Small Business. Commonwealth Carrier Corporation was award the current contract on 1 January 2010 and has been performing all elements of the requirement without any noted performance issues. As the incumbent under the current contract which will expire on 31 March 2013, Commonwealth Carrier Corporation is fully capable of continuing the service without any disruption. This limited interim contract would afford the Government an opportunity to ensure uninterrupted services are provided. The services provided under this contract are vital and necessary as lapses or interruption in services can directly affect patient care. Orienting another contractor on this requirement under such short notice would result in significant delays and interruption in service, resulting in possible veteran healthcare concerns. Accordingly, as the incumbent Commonwealth Carrier Corporation is the only firm capable on continuing to provide the services described in Section III above with the Veteran's Health Administration experiencing substantial duplication of cost that could not be expected to be recovered through competition and unacceptable delays in fulfilling it requirements.



6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: As noted in paragraph 2 above this requirement was solicited as a total SDVOSB set-aside and a total of six (6) proposals were received from SDVOSB's. Currently the source selection team is evaluating these proposals and need more time to complete the evaluations in accordance with the solicitation terms and conditions as described in Section E of the solicitation.



7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: In accordance with FAR Part 13.106-3(a)(2)(ii), A comparison of the proposed price with prices found reasonable on previous purchases, the anticipated total cost of this action is $64,428.32 or $16,107.08 per month for a one month base period and three one month option periods. Due to the limited amount of time remaining to complete technical evaluations, award documentation, and the pre-award peer review process, the contracting activity requests authorization of this action to ensure continuity of services that directly impact patient care activities and to minimize any potential unrecoverable costs to the Government.



8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research was conducted for the purpose of determining price reasonableness since this is an interim contract action. The follow-on contract action will be issued to a set-aside small business.



9. Any Other Facts Supporting the Use of Other than Full and Open Competition: None



10. Listing of Sources that Expressed, in Writing, an 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: As stated herein, Commonwealth Carrier Corporation is the incumbent contractor and thereby is fully qualified to ensure continuation of services as provided and required under this action. This is a request to provide an interim contract to continue service pending the completion of the source selection process for the follow on contract for the current medical courier services requirement. The follow-on contract will be awarded to a Service Disabled Veteran Owned Business upon completion of the source selection process.



12. 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.







_____________________________ ________________________

Sherry Donnell Date

S&D Business Manager

Contracting Officer's Representative

Northern Arizona VA Health Care System



13. Approvals in accordance with FAR 6.304



a. Contracting Officer's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.







_____________________________ ________________________

Carlos Acosta Date

Contracting Officer

Southern Arizona VA Health Care System



b. NCM/PCM (Required $3K and above): I certify the justification meets requirements for other than full and open competition.







_____________________________ ________________________

Sabrina J. Smith Date

Network Contract Manager

VISN 18 NCO