R702--Capital Assets and Facility Management System - FY21 plus 4 option years

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 Page 1 of 9 Original Date: 03/22/11 Revision 10 Date: 09/10/2020 DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition (>SAT) Acquisition Plan Action ID: 36C24520AP2816_______________________________________ Contracting Activity: Department of Veterans Affairs, VISN 05, VA Capital Health Care Network through the VA Maryland Health Care System (VAMHCS). 2237#: 512-21-1-641-0014 This will be a VISN-funded contract for all VISN 5 VA Medical Centers (VAMCs) and their associated Community Based Outpatient Clinics (CBOCs): Baltimore MD VAMC (512) Perry Point MD VAMC (512A5) Loch Raven MD VAMC (512GD) Beckley WV VAMC (517) Clarksburg WV VAMC (540) Huntington WV VAMC (581) Martinsburg WV VAMC (613) Washington DC VAMC (688) Nature and/or Description of the Action Being Processed: This contract will update and maintain the CAFM system of as-built drawings for all VISN 5 facilities. This will be a new firm fixed price contract; the preference being a base plus 4 option year contract. Description of Supplies/Services Required to Meet the Agency s Needs: Continue maintenance and update existing VLogic Capital Assets and Facilities Management (CAFM) system used for the execution of business processes at each medical center in VISN 5. Some architectural layouts have changed since they were last updated. The Facilities Management Service/Engineering Service (FMS) Department at each VA Medical Center (VAMC) have project drawings that reflect the latest configuration of their space. The contractor shall review these drawings with FMS staff and incorporate the changes into the existing drawing database. In certain instances, such as Community Based Outpatient Clinics (CBOCs), the drawings may not exist, or they may not be in electronic formats. In such cases, the contractor shall develop accurate electronic drawings. VLogic will also provide training to the facility staff. Following are estimates and periods of performance for the base year and the four option years: Base (10/20/20-10/19/21): $316,100 Opt1 (10/20/21-10/19/22): $325,600 Opt2 (10/20/22-10/19/23): $335,400 Opt3 (10/20/23-10/19/24): $345,400 Opt4 (10/20/24-10/19/25): $355,800 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 41 USC §3304(a)(1) 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 ( ) (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): VLogic Systems Inc. (formerly Indus) has provided this service for several VISN 5 facilities in the past. VLogic has compiled all the base drawing files in their system, they have scanned thousands of the record drawings, and they already have an established website to access this information and produce reports. To hire another vendor at this time would cause a hardship for the Government, as the VLogic database is proprietary. A new vendor would need to start over from the very beginning, in order to get to the point where VLogic is now resulting in extra time, effort, and money expended for the Government. The initial cost to create a database and scan facility drawings is based on cost per square foot. Market Research revealed that other vendors offer similar CAFM services at comparable prices (VLogic $0.25/SF; ARC Facilities $0.22/SF; Tejjy $0.30/SF) for initial field verification and database creation. To date, VLogic has created a database for 5,946,636 SF of VISN 5 facilities with 210,546 SF remaining to be added to the database under this contract. The Government would incur a projected cost of $1,354,580 to $1,847,155 for CAFM services to initiate a database for 6,157,182 SF of VISN 5 facilities using a different vendor. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: VLogic has had multi year contracts with many of the VISN 5 facilities. In fact, VLogic has similar contracts with many VISNs across the county. For continuity of operations, and compatibility of information, it has been determined that continuing a contract with VLogic would be in the best interest of the Government. For this reason, further actions have not been taken to overcome barriers nor consider other vendors for the services being procured. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: An Independent Government Cost Estimate (IGCE) has been generated for this procurement requirement. Escalation factors established by VACO Construction and Facilities Management (CFM) were used to adjust the estimate for the future option years. When the IGCE is compared to recent contract pricing, adjusted for inflation and escalation, the IGCE is within 10% of those values. It is felt that the anticipated cost to the Government is Fair and Reasonable. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: VLogic, a small business with proprietary rights of the VLogic CAFM software has been the sole provided of CAFM services for VISN 5 facilities. Market Reaserch was performed to find if other vendors offer CAFM systems, specifically compatible with the VLogic proprietary software. GSA schedules, acquisition history, and industry vendors were reviewed to find CAFM system capabilites. The cost for CAFM services was comparable between the vendors, but due to the nature of the CAFM proprietary systems, databases are not transferrable. Historic data revealed that VLogic has been the sole source proprietary provider for CAFM services in the following VA facilities Lebannon, PA; Chicago, IL; and Long Beach, CA, with Wilmington, DE; Bronx, NY; Hampton, VA; and Roseburg, OR having published an intent to sole source CAFM services to VLogic. GSA schedule research showed that Coley & Associates, Inc. is the only ther authorized reseller for VLogic software through GS schedule. Any Other Facts Supporting the Use of Other than Full and Open Competition: VLogic has continually provided maintenance and updates to the existing VLogic Capital Assets and Facilities Management (CAFM) system. The database, and access to the database, are proprietary to VLogic. VLogic has surveyed 5.9 million square feet of space at all the VISN 5 facilities and maintains this information electronically in their database. Each of the VISN 5 facilities can access this database through the internet. This means that facility staff can have access to record drawings anywhere and at any time, even on their mobile devices. Duplication of these efforts with a new vendor each year would cause an undue burden and hardship to the Government. Not only would months be wasted duplicating survey efforts of 5.9 million square feet of facility space, but the facility staff would need to learn new processes and new terminology each vendor would bring with their contract. Continuity of the existing contract and database are in the best interest of the Government. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: At this time, no other vendors have expressed interest in this acquisition. 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: VLogic has had multi year contracts with many of the VISN 5 facilities. In fact, VLogic has similar contracts with many VISN s across the county. For continuity of operations, and compatibility of information, it has been determined that continuing a contract with VLogic would be in the best interest of the Government. For this reason, further actions have not been taken to overcome barriers nor consideration for other vendors for the services being procured. Without the need to survey 5.9 million square feet of facility space each year, it is felt to be in the best interest of the Government to pursue a multiyear (base + 4 option years) contract. It is also advantageous to stay with the same vendor, rather than pursuing a new vendor, with a new system, and new surveys each year. This would cause undue burden to the Government, and be a waste of engineering staff time and resources.