5680--EHRM Training Admin Space Support PROJECT: 552-22-704,Dayton

VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP Attachment 2: Request for Sole Source Justification Format >SAT OFOC SOP Revision 10 Original Date: 03/22/11 Revision 10 Date: 09/10/2020 Page 3 of 6 DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition(>SAT) Acquisition Plan Action ID: 36C250-22-AP-3463 Contracting Activity: Department of Veterans Affairs, Program Contracting Activity Central (PCAC). Nature and/or Description of the Action Being Processed: This project is part of the VA's Electronic Health Record Modernization (EHRM) Program, which is a large-scale, commercial effort to update the infrastructure and facilities housing the health record system at the Department of Veterans Affairs (VA). The VA must ensure that the modernization efforts are supported by both proper Information Technology (IT) infrastructure and physical (i.e., facilities) infrastructure. This requires the renovation of facilities and updating of IT infrastructure throughout VHA in order to meet the modernization efforts requested by the Office of EHRM. There are four (4) separate areas where work is required. A summary of this work is as follows: Building 315: Suite 226 (Integration Validation Testing Events) Suite 226 will be divided into four separate rooms using folding panel partitions. Each room to have qty (15) workstations where each workstation will require qty (3) electrical receptacles and qty (1) instructor station that will require qty (10) electrical receptacles and qty (6) data ports. All power and data ports located within the rooms currently are to remain. New hospital grade electrical receptacles and data ports are to be provided as required. Electrical panels and sub panels are to be provided as required. All furniture is to be provided by the VA. All walls are to be painted. Old carpet is to be removed and replaced with new carpet. Existing cubicles, equipment, kitchen utilities, etc. are to be removed. All water piping to be removed back to main and capped. Building 401: Second Floor (Super User and End User Training Space) Six of the main rooms on the second floor are to be renovated for training use. Each room to have approximately 12 workstations where each workstation will require qty (4) electrical receptacles and qty (1) instructor station that will require qty (6) electrical receptacles and qty (1) data port. Data ports and electrical receptacles are to be added to the existing walls as required. Electrical panels and sub panels are to be provided as required. All furniture is to be provided by the VA. All data can be fed from room 201. All walls are to be painted. In addition, the restrooms on the second floor are to be fitted for adult use with ADA requirements. Multiple toilets, sinks, and all stall dividers will need to be replaced. Carpet is to be installed in all areas. Existing equipment, etc. are to be removed. To ensure the second floor of Building 401 is sufficient to support the new tenants and equipment, a structural analysis of the entire second floor shall be completed by a licensed structural engineer. Building 401: IT Requirements (Room 201 and Basement) To support the addition of VA network items on the second floor of building 401, the current TR Room on the second floor and in the basement are to be equipped accordingly. The following needs to be installed in the second floor TR Room (room 203); qty (3) 48-port patch panels (able to support 6A cable) installed in a new four-post rack (6 feet tall), new 2-ton HVAC unit (ductless mini split system with corresponding condensing unit), security keypad and locks, security cage on window. The network switches will be provided by the VA. The basement IT area is to have a security cage installed around the existing IT equipment with security keypad and locks. Building 330 9th floor to Building 321 Telephone Room Fiber Run A new fiber connection is required to be ran from the 9th floor of Building 330 to Building 321 Telephone Room. The fiber from building 321 to 401 is existing to remain. The general route of the fiber that needs to be installed is being provided. The exact details and condition of the route are to be field verified. Any conduit pathways, firestopping measure etc. are to match existing. The fiber needs to be two pair of fiber cabling (4 strands total) single mode or multimode to match existing, diameter to match existing. The cabling (and necessary SFP adapters) from the fiber tree to the core switch within the IT room on the 9th floor is to be provided by the contractor, installed by the VA. This is a new action, and the contracting officer intends to award a firm, fixed-price contract. Description of Supplies/Services Required to Meet the Agency's Needs: The independent government cost estimate for this project is $341,405. The period of performance is 120 calendar days after issuance of a notice to proceed. There are four (4) separate areas where work is required. A summary of this work is as follows: Building 315: Suite 226 (Integration Validation Testing Events) Suite 226 will be divided into four separate rooms using folding panel partitions. Each room to have qty (15) workstations where each workstation will require qty (3) electrical receptacles and qty (1) instructor station that will require qty (10) electrical receptacles and qty (6) data ports. All power and data ports located within the rooms currently are to remain. New hospital grade electrical receptacles and data ports are to be provided as required. Electrical panels and sub panels are to be provided as required. All furniture is to be provided by the VA. All walls are to be painted. Old carpet is to be removed and replaced with new carpet. Existing cubicles, equipment, kitchen utilities, etc. are to be removed. All water piping to be removed back to main and capped. Building 401: Second Floor (Super User and End User Training Space) Six of the main rooms on the second floor are to be renovated for training use. Each room to have approximately 12 workstations where each workstation will require qty (4) electrical receptacles and qty (1) instructor station that will require qty (6) electrical receptacles and qty (1) data port. Data ports and electrical receptacles are to be added to the existing walls as required. Electrical panels and sub panels are to be provided as required. All furniture is to be provided by the VA. All data can be fed from room 201. All walls are to be painted. In addition, the restrooms on the second floor are to be fitted for adult use with ADA requirements. Multiple toilets, sinks, and all stall dividers will need to be replaced. Carpet is to be installed in all areas. Existing equipment, etc. are to be removed. To ensure the second floor of Building 401 is sufficient to support the new tenants and equipment, a structural analysis of the entire second floor shall be completed by a licensed structural engineer. Building 401: IT Requirements (Room 201 and Basement) To support the addition of VA network items on the second floor of building 401, the current TR Room on the second floor and in the basement are to be equipped accordingly. The following needs to be installed in the second floor TR Room (room 203); qty (3) 48-port patch panels (able to support 6A cable) installed in a new four-post rack (6 feet tall), new 2-ton HVAC unit (ductless mini split system with corresponding condensing unit), security keypad and locks, security cage on window. The network switches will be provided by the VA. The basement IT area is to have a security cage installed around the existing IT equipment with security keypad and locks. Building 330 9th floor to Building 321 Telephone Room Fiber Run A new fiber connection is required to be ran from the 9th floor of Building 330 to Building 321 Telephone Room. The fiber from building 321 to 401 is existing to remain. The general route of the fiber that needs to be installed is being provided. The exact details and condition of the route are to be field verified. Any conduit pathways, firestopping measure etc. are to match existing. The fiber needs to be two pair of fiber cabling (4 strands total) single mode or multimode to match existing, diameter to match existing. The cabling (and necessary SFP adapters) from the fiber tree to the core switch within the IT room on the 9th floor is to be provided by the contractor, installed by the VA. The location of the project is at the VA Dayton Healthcare System at 4100 West Third Street; Dayton, Ohio 45428. The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for construction of this project. The Contractor shall initiate detailed inspection of the project site to determine the needs and conditions for the construction of this project. Copies of the record drawings will be made available for Contractor use; the Contractor will verify the validity of the record drawings prior to the start of construction work and conduct site investigations as necessary throughout construction. This requirement is under an extremely tight deadline, as a portion of the administrative training and support work needs to be completed by September 26, 2022. There are several risks that would impact the facility's ability to go live with the new Cerner EHR if the work does not get completed by this time frame. 1. Dayton VAMC is currently planning for Go Live for the new EHR in March 2023. In order to facilitate training for our staff of over 2,000 training needs to be ready to start by October 2022. 2. Delays in training have the potential to lead to medical, coding, quality and other staff being unable to enter/read/audit the EHR adequately or timely. 3. At present, the training space at the Dayton VAMC may also be used for the Cincinnati VAMC staff. This would make these enumerated risks applicable to two (2) Medical Centers. 4. Any delays in starting the EHR process at the Dayton VAMC will then push back start dates at future VA Medical Centers. As Dayton is currently the first facility with inpatients scheduled to Go Live, this delay would impact all other inpatient facilities throughout the country. 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 41 USC §3304(a)(l) as implemented by FAR 6.302-1; ( ) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by FAR 6.302-2; ( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3; ( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4 (X) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by FAR 6.302-5; ( ) (6) National Security per 41 USC §3304(a)(6) as implemented by FAR 6.302-6; ( ) (7) Public Interest per 41 USC §3304(a)(7) as implemented by FAR 6.302-7 Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): Veterans Affairs Acquisition Regulation (VAAR) 819.7007 provides the contracting officer with the authority to sole source an award to a verified SDVOSB concern, provided the requirements of VAAR 819 .7007(a)(l) through (a)(4) are met. For this procurement, the requirements are met as follows: VAAR 819.7007(a)(l): The anticipated award price will not exceed $5 million, as the IGCE for this work is $341,405; VAAR 819 .7007(a)(2): This justification will be posted in accordance with FAR 5.301(d); VAAR 819 .7007(a)(3): The prospective awardee Calvary Contracting Inc. has successfully performed work at the VA Dayton Healthcare System. A complete responsibility determination will be completed prior to award; and VAAR 819.7007(a)(4): The contracting officer believes a contract can be awarded at a fair and reasonable price that offers the best value to the government. In accordance with VAAR 819.7007(b), the determination to use the above authority is a business decision wholly within the discretion of the contracting officer; provided doing so is in the best interest of the government. No determination that only one SDVOSB can perform the work is required, in accordance with VAAR 819 .7007(c). In this case, the contracting officer has determined that utilizing the authority to sole source to an SDVOSB concern is in the best interest of the government due to the time frame and deadlines associated with this project and the effect on the facilities ability to go live with the new Cerner EHR. This requirement is under an extremely tight deadline, as a portion of the administrative training and support work needs to be completed by September 26, 2022. There are several risks that would impact the facility's ability to go live with the new Cerner HER if the work does not get completed by this time frame. 1. Dayton VAMC is currently planning for Go Live for the new EHR in March 2023. In order to facilitate training for our staff of over 2,000 training needs to be ready to start by October 2022. 2. Delays in training have the potential to lead to medical, coding, quality and other staff being unable to enter/read/audit the EHR adequately or timely. 3. At present, the training space at the Dayton VAMC may also be used for the Cincinnati VAMC staff. This would make these enumerated risks applicable to two (2) Medical Centers. 4. Any delays in starting the EHR process at the Dayton VAMC will then push back start dates at future VA Medical Centers. As Dayton is currently the first facility with inpatients scheduled to Go Live, this delay would impact all other inpatient facilities throughout the country. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Per the Department of Veteran Affairs Acquisition Regulation (VAAR) 810.002 and Veterans First Contracting Program (VFCP 2016) deviation, the VIP was queried to identify verified SDVOSB and VOSB concerns utilizing NAICS Code 236220. The search resulted in a list of 47 SDVOSB and VOSB concerns under NAICS 236220. (See P02 - Attachment 1 - VIP Search). VIP verification of Calvary Contracting Inc. was also confirmed (see P02 - Attachment 1a VIP Verification). The COR independently confirmed Calvary Contracting Inc. is interested in and capable of performing this work. No additional efforts were made to ensure inclusion of as many potential sources as possible, as this is not required when using the authority of VAAR 819 .7007. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The Contracting Officer anticipates receiving fair and reasonable pricing based on the facility's prior experience with projects completed by Calvary Contracting Inc. The contracting officer will have the opportunity to enter into discussions if the initial price proposal cannot be considered fair and reasonable. It is anticipated that price analysis, in particular comparison to the IGCE, will be sufficient in order to determine the price fair and reasonable in accordance with FAR 15.404-l(b)(2)(v). Additionally, the national HEFP SEP program office lead engineer will provide consultation to determine fair and reasonableness of price to perform work for this solicitation. The program office currently provides the magnitude ROM IGCE for all EHRM main infrastructure upgrade projects and has the market visibility, pricing resources and data from awards being made across the nation to assess pricing and market climate in the Dayton, Ohio area to support a fair and reasonableness determination. The majority of the cost elements to perform this project are currently utilized in this national ROM IGCE for fair and reasonableness determination for those projects. Certified cost or pricing data will not be necessary. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Because the contracting officer intends to use the authority provided under VAAR 819.7007, sole source award to a verified SDVOSB, the market research resulted in confirmation that Calvary Contracting Inc. is a verified SDVOSB capable of performing the work. Any Other Facts Supporting the Use of Other than Full and Open Competition: None. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: Calvary Contracting Inc. 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: VISN 10 was moved up in the EHRM overall program schedule, and as a result, some of the timelines that must be met are very aggressive. It is anticipated that for most other VISNs, the timelines will not be as aggressive in order to meet the "Go-Live" dates and program goals. 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. Phillip West Date Chief, Projects Section VA Dayton Healthcare System Approvals in accordance with the VHAPM Part 806.3 OFOC SOP: Contracting Officer or Designee's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. Bridget May Date Contracting Officer Program Contracting Activity Central (PCAC) One Level Above the Contracting Officer (Required over SAT but not exceeding $700K): I certify the justification meets requirements for other than full and open competition. _______________________________ ________________________ Shon Johnson Date Supervisory Contracting Officer PCAC