6540--VISN 1 Interim Eyeglass Contract (11/28/2023- 02/27/2024)

NOTICE OF THE INTENT TO SOLE SOURCE TO P.D.S. Consultants Inc. (UEI QJCRZEEDJNC8) 3801 Bishop LN, Louisville, Kentucky, 40218, UNITED STATES. Response Due Date: November 20, 2023, by 10:00AM (EST) NOTICE OF THE INTENT TO SOLE SOURCE SYNOPSIS Network Contract Office 1, Procurement Office East on behalf of The Department of Veterans Affairs, VISN 01, All VA Medical Centers in New England intends to award a firm-fixed contract with a 2-month base and one 1-month option to P.D.S. Consultants Inc. to provide prescription eyeglasses and optician services throughout VISN 1. The proposed procurement is for products for which the Government intends to solicit and negotiate with only one source under the authority of 41 USC §3304(a)(5), 38 U.S. Code § 8127(c), as implemented by FAR 6.302-5. The North American Industry Classification System code (NAICS) for this requirement is 339115. All responsible sources that feel they should be considered qualified to provide the above-mentioned products may submit a response to this notice (by the response due date shown above) to contact@example.gov . The information provided shall include detailed (and relevant) documentation to allow the government to perform adequate market research and make a proper determination. A determination by the government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. THIS IS NOT A REQUEST FOR COMPETITIVE PROPOSALS. THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. REQUESTS FOR A SOLICITATION WILL NOT RECEIVE A RESPONSE. DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition (>SAT) Acquisition Plan Action ID: 36C241-24-AP-0736 Contracting Activity: Network Contracting Office 1, Regional Procurement Office East on behalf of the Department of Veterans Affairs, VISN 01, All VA Medical Centers in New England. Nature and/or Description of the Action Being Approved: This is a new, sole source requirement. The proposed action is to set up a fifth interim contract as a follow-on to PO 36C24123D0058 through the incumbent vendor SDVOSB P.D.S. Consultants Inc. This new interim contract will be for an additional 3 months and will have one (2) month base period along with (1) one-month option periods to protect the customer from having to do repetitive work to input the current opticians into the system each time the contract number changes. The current solicitation for the permanent VISN 1 IDIQ, 36C24121R0051 was originally posted on 08/02/2021 and closed on 04/12/2023. Contracting has been working with OGC and VISN 1 Prosthetics Service Line to complete source selection evaluations and prepare for an award. While the estimated VISN 1 IDIQ is set to be awarded before 01/2024, the current interim contract (36C24123D0058) will expire 11/27/2023. Description of Supplies/Services Required to Meet the Agency s Needs: The Department of Veterans Affairs (VISN 1) has an ongoing program to provide Eyeglasses and Optician Services through the Optometry Department at the VA facilities. Eyeglasses that are given to the Veterans are ordered, fitted, adjusted, and repaired by the contract opticians. This is a critical part of the eyecare process for the Veterans and there can be no interruption. The estimate for the interim contract will be based on the quantities in the last interim contract 36C24123D0058 that is set to expire 11/27/2023. Below our proposed interim period of performance will allow to prepare award documentation and source selection. Since the incumbent of this interim will not be the awardee for the permanent VISN 1 IDIQ, time for transitioning is needed. VISN 1 has been using PDS Consultants software, opticians, and eyeglasses for several years. Time for transitioning to the awardee s platform and opticians is required. Putting this interim in place will help VISN 1 transition smoothly to the awardee s new system. In order for VISN 1 to transition to the awardee s new system will require 15-30 days to staff licensed opticians and build up its manufacturing capacity including lens and frame inventory, and develop and integrate an electronic ordering system, and cover all billing through the 4-SIGHT eyeglasses billing software. Estimated Value Contract including all option: $______________. Base: Two-Month Period: $ ______________ 11/28/2023 01/27/2024 Option Period One: $ ______________ 01/28/2024 02/27/2024 Statutory Authority Permitting Other than Full and Open Competition: 41 USC §3304(a)(5), 38 U.S. Code § 8127(c), as implemented by FAR 6.302-5 (Authorized or Required by Statute). COs may use the non-competitive (sole source) procedures authorized in VAAR 819.7008 (DEVIATION) or VAAR 819.7009 (DEVIATION) up to $5,000,000. Check the specific VAAR clause used below: (X) 819.7008 Sole source awards to a certified service-disabled veteran-owned small business; The anticipated award price of the contract (to include options) will not exceed the $5 million dollar threshold. PDS Consultants Inc, a verified SDVOSB concern, is determined to be responsible as it can provide eyeglasses and optician services for VISN 1 in its entirety. PDS has relevant experience providing eyeglasses and optician services and is currently doing so in VISN 1 since 2015. Furthermore, PDS can provide the requirement in its entirety immediately upon award. The contracting officer has determined that award will be made to PDS at a fair and reasonable price. The contracting officer utilized the pricing under the current interim contract 36C24123D0058 as well as other procurements of eyeglasses and optician services where prices were previously determined to be fair and reasonable to assist in the determination that the pricing for this short-term sole source contract is fair and reasonable. Or () 819.7009 Sole source awards to a certified veteran-owned small business Demonstration that the Contractor s Unique Qualifications and/or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): The proposed contract is an interim contract with a base of (2) months along with (1) one-month option period totaling to 3 months, while the long-term solution (Five Year IDIQ contract) is pending award which will be completed within the 3 months (011/28/2023- 02/27/2024). If the incumbent is not awarded the short-term, interim requirement, a successor contractor would require 15-30 days to staff licensed opticians and build up its manufacturing capacity including lens and frame inventory, and develop and integrate an electronic ordering system, and cover all billing through the 4-SIGHT eyeglasses billing software. As stated above, this requirement is direct patient care and ongoing services are required. This proposed interim contract will allow for continued services. Interruption of services is not an option. The incumbent contractor, P.D.S. Consultants Inc., who is a verified SDVOSB vendor, has been providing the eyeglasses, frames, and optician services required since 2015 and would not require a transitional period for this proposed interim contract. The previous VISN 1 Eyeglass IDIQ contract was competitively awarded in 2015 and expired on 10/27/2021. Since then, NCO 1 has been taking corrective actions to prevent and defend multiple resulting protests. Finally, after corrective actions were approved on the lone-term IDIQ, Contracting has now been able to proceed to award. The current interim contract expires on 06/27/2023. This acquisition is expected to result in a firm fixed price Indefinite Delivery/Indefinite Quantity interim contract from 11/28/2023- 02/27/2023. The estimated dollar value is $______________ for the entire life of the interim contract. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable, including whether a notice was or will be publicized as required by FAR Subpart 5.2 and, if not, which exception under FAR 5.202 applies: Procuring the short-term requirement on a competitive basis is not feasible. VA has statutory authority to procure this requirement from a verified SDVOSB concern on a sole source basis. It is in the Government s best interest to solicit from one contractor (the incumbent) for the purposes of this interim contract. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The Contracting Officer has determined the pricing is fair and reasonable based on a comparison of the prices to the Independent Government Estimate and historical pricing for the same or similar requirement. The pricing will remain the same as the prices awarded under current interim contract 36C24123D0058. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research indicates that the incumbent P.D.S. Consultants Inc., is a verified SDVOSB and available to perform. Market research specific to this short-term requirement was not performed due to the lack of time between the current interim contract expiring and the agency s process of evaluating proposals for the long-term IDIQ. Any Other Facts Supporting the Use of Other than Full and Open Competition: The services necessary under a contract require background investigations in accordance with VA handbook 6500. The licensed opticians have access to VA systems and Protected Health Information requiring these investigations. P.D.S. Consultants Inc., employees have completed investigations and therefore can seamlessly transition to the interim contract. Scheduling, conducting, getting the results, and adjudicating these investigations can take up to 120 calendar days. Contract will be transitioning to a new contractor during this 3-month time frame. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: P.D.S. Consultants Inc., has confirmed their interest in the interim contract in writing on 11/01/2023. 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: The proposed interim contract will cover the minimal time necessary to award and transition to a new contractor for the long-term 5-year IDIQ contract. The government is anticipating another 3-month interim contract with the incumbent so that the 5- year IDIQ contract can be awarded. 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.