R--Document(s) Indexing / Records Storage and Management / 5 Year Option 36C261-19-AP-6487

VHAPM Part 808.405-6 Limiting Sources Attachment 2: Request for Limited Sources Justification Format >SAT VHAPM Part 808.405-6 Limiting Sources Page 1 of 4 Original Date: 08/30/2017 Revision 01 Eff Date: 04/23/2018 LIMITED SOURCES JUSTIFICATION ORDER >SAT FAR PART 8.405-6 Acquisition Plan Action ID:_36C261-19-AP-6487_ Contracting Activity: Department of Veterans Affairs Network Contracting Office (NCO)21_ VA Northern California HealthCare System, 150 Muir Road, CA 94553-4668 VISN: VISN 21 VISN: VISN 21 Description of Action: This acquisition is conducted under the authority of the Multiple-Award Schedule Program (41 U.S.C. 251 and 40 U.S.C. 501). The proposed action will consist of issuing a limited sources award to SOURCECORP for Record Management Services to include records storage, retrieval, and disposition services. Order against: FSS Contract Number: _GS-25F-0054L________________ Name of Proposed Contractor: SOURCECORP Street Address: 2701 E Grauwyler Rd City, State, Zip: Irving, TX 75061-3414 Phone: +1 (555) 000-0000 x-105 Description of Supplies or Services: The estimated value of the proposed action is $ 438,410.00 The VA Pacific Islands Health Care System (VAPIHCS) requires records storage, retrieval, and disposition services from a National Archives and Records Administration (NARA) Approved Commercial Records Storage Facility. This facility must be and maintain all NARA standards in accordance with 36 CFR 1220 and 36 CFR 1234, as well as be in compliance with all other Federal Records and Privacy Acts.) The vendor Source Corp provides service to index scanned documents and attached them to the correct consults and/or notes into the VA Computerized Patient Record System (CPRS) of the veteran(s) medical records. (4) IDENTIFY THE AUTHORITY AND SUPPORTING RATIONALE (see 8.405-6(a)(1)(i)(A), (B), and (C) or 8.405-6(b)), AND IF APPLICABLE, A DEMONSTRATION OF THE PROPOSED CONTRACTOR S UNIQUE QUALIFICATIONS TO PROVIDE THE REQUIRED SUPPLY OR SERVICE. An urgent and compelling need exists, and following the ordering procedures would result in unacceptable delays. Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized; Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized; Source Corp is unique for they are the only vendor that provides documentation(s) indexing into the Department of Veterans Affairs network systems. Source Corp is the only vendor who currently has access to index patient records directly into VA s internal document manager portal. The ability to index directly into the VA electronic patient data system is the result of years of collaboration with Source Corp and IT staff at VISN 21. A one-year short term contract is being issued to continue services and prepare for a VISN wide sole source Blanket Purchase Agreement (BPA) to provide document storage, scanning and indexing. The new BPA is estimated to be awarded the end of August 2020. Currently all VISN 21 medical documents are stored at the NARA facility in San Jose, CA. A competitive award is not possible as determined by the Contracting Officer for the following reasons. The original long-term contract to SOURCECORP was done as a sole source. SOURCECORP and VISN 21 created a unique IT program that allows the current NARA facility to scan and index patient records directly into the VA s electronic record storage system. The unknown risk and loss of patient information involved in transferring the digital and physical patient records from one NARA facility to another is not in the best interest to offset any potential savings. The amount of man hours to develop and train another NARA facility to scan and index the electronic patient data records would have to be included in the cost from switching to another facility. Currently Source Corp stores over 10K Sq. Ft. of physical patient data records and a significantly large amount of electronic records as well. Source Corp has been determined to be the only responsible source able to provide the VAPIHCS with record storage and data capturing, as it is the only provider authorized by the NARA and the Information Security Officer (ISO) to access the VA internal patient data records. Source Corp has successfully provided record storage to VAPIHCS and is the current service provider. In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order must not have been previously issued under sole source or limited source procedures. Items peculiar to one manufacturer: A patent, copyright or proprietary data limits competition. The proprietary data is: (If FAR 8.405-6(a)(2)iii before posting. Do not include specific proprietary data. Only mention the type of equipment, procedure, etc. to show that proprietary supplies or services are being procured.) These are direct replacements parts/components for existing equipment. The material/service must be compatible in all aspects (form, fit and function) with existing systems presently installed/performing. Describe the equipment/function you have now and how the new item/service must coordinate, connect, or interface with the existing system. (5) DESCRIBE WHY YOU BELIEVE THE ORDER REPRESENTS THE BEST VALUE CONSISTENT WITH FAR 8.404(d) TO AID THE CONTRACTING OFFICER IN MAKING THIS BEST VALUE DETERMINATION: Pricing is similar to previous prices in this location with the previous FY 19 contract 36C26119F0144 which was awarded at $438,410.00 for a base year. Additionally, this contract is based on pre-published price list in accordance with the GSA Contract GS-25F-0054L. (6) DESCRIBE THE MARKET RESEARCH CONDUCTED AMONG SCHEDULE HOLDERS AND THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED: Based on a VETBIZ search under NAICS 518210 and key work NARA , (2) Service Disabled Veteran Owned Small Business (SDVOSB) contractors were identified, however they are not on the approved NARA storage site locations. NARA maintains a list of all companies who are approved to store the physical commercial records for the Federal government under the standards in 36 CFR 1228 Subpart K. the List verified on 10/16/2019 showed there are no SDVOSB or Veteran Owned Small Businesses (VOSB) that can meet this requirement. (7) ANY OTHER FACTS SUPPORTING THE JUSTIFICATION: The time and manpower to move all the physical documents is an issue with competing this requirement. The cost to move all the documents and the risk of losing patient medical documentation does not appear to be quantified into the value of competing this service in the future. The risk assessment of changing storage facilities is part of the decision to sole source to Source Corp until a VISN21 wide solicitation can be completed. (8) A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO REMOVE OR OVERCOME ANY BARRIERS THAT LED TO THE RESTRICTED CONSIDERATION BEFORE ANY SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR SERVICES IS MADE: The Government will continue to conduct market research to ascertain if there are changes in the market place that would enable future actions to be competed. NCO 21 is currently in talks with all stations to work out a unified plan to digitize all paper records and reduce the need to store paper documents. It was determined that limited competition is available among authorized NARA storage sites for this requirement. In accordance with FAR 5.301 and 16.505(b)(2)(ii)(D), this action will be synopsized at award on the Federal Business Opportunities Page (FBO) and the justification will be made publicly available within 14 days of award. (9) 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. I understand that processing of this limited sources justification restricts consideration of Federal Supply Schedule contractors to fewer than the number required by FAR Subpart 8.4. (This signature is the requestor s supervisor, fund control point official, chief of service or someone with responsibility and accountability.) _____ SIGNATURE DATE Alan K. New HAS HIMS Supervisor FACILITY / VAPIHCS (10) APPROVALS IN ACCORDANCE WITH THE VHAPM Part 806.3 OFOC SOP: a. CONTRACTING OFFICER S CERTIFICATION (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. CONTRACTING OFFICER DATE _ VAPIHCS___________________________ Daniel Szambelan FACILITY Contracting Officer b. One Level Above the Contracting Officer (Required over the SAT but not exceeding $700K): I certify the justification meets requirements for other than full and open competition. _____ SIGNATURE DATE Parvinder Brar NCO 21/Services II Branch Chief