Attachment 2: Request for Sole Source Memo Format DEPARTMENT OF VETERANS AFFAIRS JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN COMPETITION CONTRACTING ACTIVITY: DEPARTMENT OF VETERANS AFFAIRS VETERANS INTEGRATED SERVICE NETWORK (VISN) 18 NETWORK CONTRACTING OFFICE (NCO) 18 SOUTHERN ARIZONA VA HEALTH CARE SYSTEM (SAVAHCS) Service Requirement: NCO 18 proposes entering into a contract using Other than Full and Open Competition for "Ambulance Services," Cochise County (Douglas) AZ, in support of direct patient care for authorized veterans within that geographical area. ACLS services are those life support transportation services which utilize ambulances, paramedics, equipment and facilities subject to the rules of the Arizona Department of Public Health, Health Facilities Services Administration, Emergency Medical Services, and the Department of Health and Human Services (DHHS). Nature and/or Description of the Action Being Processed: The NCO 18 Contracting Office proposes a sole-source, firm-fixed price contract with Arizona Ambulance of Douglas AZ, d.b.a. Arizona Ambulance Transport (AAT), of Sierra Vista, AZ. Contractor shall supply on call emergency patient transportation for veteran's located in their specific area of coverage. They will transport patient to necessary medical facility and provide necessary patient care en-route. Similar services are required for patients throughout the VISN 18 service area, but the Bureau of Emergency Medical Services, AZ Department of Health Services (BEMSAZDHS), only authorizes one ambulance carrier at each hospital. Accordingly, the stated company is the only viable candidate for this requirement. Description of Supplies/Services Required to Meet the Agency's Needs: This procurement is for direct emergency patient transportation services. The Contractor shall provide all vehicles, personnel, management, supplies, transportations, equipment and reports necessary to furnish Ambulance service to beneficiaries in Cochise County, AZ. The contract period of performance will be one base year, with four additional option periods unilaterally available to the government for continuation of services based on need. The contractor will be providing pricing in direct relation to the establish limitations set-forth by the (BEMSAZDHS) regulatory authority. Statutory Authority Permitting Other than Full and Open Competition: (X) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per FAR 6.302-1; ( ) (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; Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): BEMSAZDHS selects and provides only one single contractor for each of the medical facilities in the State of Arizona. This has been confirmed by Ithan Yanofsky, Deputy Bureau Chief for the BEMSAZDHS. Additionally, services shall only be provided by the prime contractor due to the unique licensing regulations in Arizona. Description of Efforts made to ensure that offers are solicited from as many potential sources as deemed practicable: The BEMSAZDHS controls all ambulance services within the State of Arizona. The commission regulates the carriers and ensures they are in full compliance with medical and transportation requirements. They DO NOT allow over-lap of service areas by ambulance companies. In fact, if for some reason the specified ambulance provider cannot provide the necessary services, they will contact the State and request a waiver/allowance for a different company to pick-up, care for and transport a patient to the required medical facility. A sources sought notice was not posted to FedBizOpps as the State maintains this requirement and available sources. There are no avenues for additional competition. Accordingly, AAT is the only authorized and responsible source for the required services. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: The prices for applicable services are regulated by the State of Arizona. They establish a limitation which the contractor can discount up to 30%. The contracting officer will be requesting the maximum discount. As all medical facilities operate under the same constraints and pricing considerations, it is anticipated the cost of services will be fair and reasonable in consideration of the marketplace and past history of pricing IAW Federal Acquisition Regulation (FAR) Part 15.404-1(b)(2)(ii). Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: The customer indicated that AAT was the single company capable to providing services in the required location. Through discussions with Mr. Ithan Yanosky with the State BEMSAZDHS, the Contracting Officer has confirmed that there is in fact not another company or agency authorized to make medical transportation with the covered service area. Accordingly, AAT is the sole source capable of providing the required emergency transportation services. With this knowledge of Arizona State guidance, a sources sought notice was not necessary and would provide no additional information to the government. AAT is a large business concern and has been the only service provider the SAVAHCS has had in at least the last ten years. 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. _____________________________ KYLE C. CIPRA Date Supervisory, Beneficiary Travel, BSL SAVAHCS Approvals in accordance with FAR 6.304 ______________________________________ ________________________ GREGORY D. MANNING, FAC-C LVL III Date Contracting Officer Contracting Officer's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. _______________________________ BENIGNO T. CANALES Date Supervisory Contract Specialist Network Contracting Office 18, AVAHCS 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, NCO 18
