9905--Supply: Visual Communication (Signs) Upgrade/New

Request for SDVOSB/VOSB Sole Source Justification >SAT Acquisition Plan #36C248-22-AP-3823 Effective Date: 02/01/2022 Page 1 of 4 DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition (>SAT) Acquisition Plan Action ID: 36C248-22-AP-3823 Contracting Activity: Department of Veterans Affairs (VA), VISN 08, C.W. Bill Young VA Healthcare System (Bay Pines Medical Center Campus). Purchase Request #516-22-4-5107-0142. Nature and/or Description of the Action Being Approved: This is a request to sole source an award to a service disabled veteran-owned (SDVOSB) for a new firm fixed priced delivery order that is a follow-on to an original General Services Administration (GSA) delivery order #47QSMA18D08QQ 36C24821F0428, awarded to SDV Office Systems, LLC on 09/21/21. It is for updates, replacements, and new signage due to renovations/relocations and new policies to match the existing brand name signage/wayfinding system and installation at the Bay Pines VA Medical Center. Description of Supplies/Services Required to Meet the Agency s Needs: This requirement is for updates, replacements, and new signage (to match existing) to include life safety, policy postings for proper enforcement, code required signs, and contact pre- caution/infection control displays for in-patient care. This request will allow the VA to perform updates and upgrades to the existing system providing an interchangeable, consistent, and unfailing signage and wayfinding system for our Veterans. It will safeguard the Bay Pines VA Medical Center sign standard providing the identical signage components (aluminum extrusions, sign software, insert stock, sign panels, colors, mounting hardware, etc.) allowing the facility to maintain one set of supplies and equipment for updates. The Bay Pines VA Medical Center uses the same sign standard throughout the network. To maintain the same sign standard and modify existing components, the brand name aluminum extrusions, sign software, insert stock, sign panels, colors, pockets, mounting hardware, etc. must be used. The software solution the VA uses is unique to the brand name specified and allows for easy in-house updates to their brand name signage. This central software allows the VA to make consistent updates to this brand name signage across the facility, empowers individual departments to make sign changes and maintains set graphic standards (via autoscaling, locked settings, etc.). The component-based sign system, software, and specialty products, SecureSpec (mental health signage), and CareTabs (inpatient signage), are proprietary to the brand name manufacturer, Creative Sign Service, Inc., a small business, in which SDV Office Systems, LLC is an authorized distributor and a SDVOSB. In addition, the in-depth, experience and knowledge that this contractor has gained performing the numerous traffic studies, staff/patient meetings, wayfinding analysis, and policy/procedure reviews are not available from other contractors without duplicating efforts already achieved by the VA. This project requires in-depth knowledge of the facility to complete the wayfinding and programming quickly and efficiently. A new supplier would not be able to match the existing components/signage system and would be required to retrofit each sign which will lead to additional costs. Therefore, a new supplier would not be able to provide a cost-effective product. Additional delays and costs would also be incurred due to a lack of knowledge of the facility and the amount of time required to do a full assessment of the whole campus. This would exceed the amount of the programming and design costs alone. The estimated value of the proposed action is (no options included). The quantity of signs are 78 different sign types in multiple quantities plus installation totaling 4,843 signs. 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 819.7007 or 819.7008 up to $5,000,000. Check the specific VAAR clause used below: ( X ) 819.7007 Sole source awards to a verified service-disabled veteran-owned small business; or ( ) 819.7008 Sole source awards to a verified 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): This is a brand name procurement under authority 38 USC 8127(c) to direct award to a SDVOSB. Sole source awards above the simplified acquisition threshold, (Citation: 41 U.S.C. 3304(a)(5)), as authorized by 38 U.S.C. 8127(c) and VAAR 819.7007. The SDVOSB, SDV Office Systems, LLC has been determined to be a responsible source with respect to performance, meets the eligibility requirements in 819.7003, and a contract award can be made at a fair and reasonable price that offers the best value to the government. 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 subpart 52.2 and, if not, which exception under 5.202 applies: A Special Notice of Intent was published to Contract Opportunities (SAM.gov) from June 23, 2022, through July 7, 2022, under synopsis number 36C24822Q1160, announcing that the VA intends to sole source this requirement via direct award to a SDVOSB using the authority authorized by 38 U.S.C. 8127(c) which included a statement of need. Two responses were received: RJH Supply, LLC (small business), is listed as a consulting and sales company that has an indefinite delivery contract (IDC) with the Department of Justice (DOJ), 15UC0C20D00000, awarded on 02/04/2020 to support the Federal Prison Industry (PFI) in obtaining government business. FPI is not being considered for this requirement for the following reasons: (1) FPI cannot provide comparable products/services. (2) In accordance with VAAR 808.002, 808.6 and 808.8, there is a Class Deviation, dated July 20, 2021, adding language to 808.603: Purchase priorities, which was updated in the previously issued Temporary Rule, which states that contracting officer may purchase supplies and services produced or provided by PFI from eligible SDOVSBs and VOSBs, in accordance with procedure set forth in VAAR subpart 819.70, without seeking a waiver from FPI . SDVOSBs/VOSBs should be considered prior to awarding to FPI. SDV Office Systems, LLC. (SDVOSB), provided capabilities statement and an authorized distributor letter from Creative Sign Service, Inc., which is considered acceptable. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: Supplies offered on the GSA are listed at fixed prices and have already been determined to be fair and reasonable. Because SDV Office Systems, LLC is on a GSA schedule, #339950, and is the only vendor capable of providing the proprietary products/software, it is advantageous for the Government to utilize the GSA schedule. SDV Office Systems, LLC s pricing is identical to their manufacturer, Creative Sign Service, Inc. s on GSA. In addition, SDV Office System, LLC has been providing the products/software throughout the Department of Veterans Affairs and has performed at a high standard. There will be considerable cost savings and non-cost advantages updating the already approved component-based system. This includes faster procurement and implementation for critical items at a fraction of the cost of full system replacement and will provide minimized facility disruption. This eliminates purchasing a new signage program that would more than triple the cost to the VA. This is not a full replacement project or a comprehensive retrofit. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Pursuant to FAR Part 10, a review of all Government search engines was conducted to find as many potential resources as possible. Market research revealed SDV Office Systems, LLC is the only authorized entity to sell, market, implement, or instruct the use of Creative Sign Service, Inc. products, software, and services. See Sole Source Letter provided by SDV Office Systems, LLC. In addition, SDV Office Systems, LLC is the sole SDVOSB provider of Creative Sign Service, Inc. s products and the only vendor capable of providing products/software compatible with our current signage/wayfinding system to match existing manufacturered by Creative Sign Service, Inc. SDV Office Systems, LLC. meets the eligibility criteria outlined in VAAR 819.7003, they are verified in The Veterans Information Pages (VIP) and this action is below the $5,000,000.00 threshold. Any Other Facts Supporting the Use of Other than Full and Open Competition: This contact will be awarded under authority 38 USC 8127(c). To update the existing component- based sign system, the components must be compatible in all aspects (form, fit and function) with existing brand name signage. The importance of implementing a consistent and interchangeable system is stressed in the VA Central Office Signage Guide (also known as the Technical Information Library (TIL)), that states: Once a component system from a manufacturer is selected, it should become the standard for the facility and Implementation of a component systems requires commitment to a specific manufacturer s system. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: SDV Office Systems, LLC. RJH Supply, LLC 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 Government will continue to conduct market research to ascertain if there are changes in the marketplace that would enable future actions to be competed. When other projects do not require existing signage standard components, other procurement options with greater competition will be considered. 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. Facility: C.W. Bill Young VA 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 com lete to the best of m knowled e and belief. Title: Contracting Officer Facility: C.W. Bill Young VA Healthcare System One Level Above the Contracting Officer (Required over the SAT but not exceeding $7S0K): I certify the justification meets requirements for other than full and open competition. ate Facility: C.W. Bill Young VA Healthcare System Date VHA RPO HCA Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and recommend approval (if over $75 million or a rove $750K to $75 million for other than full and open competition.