Page 1 of 2 DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition (>$150K) Acquisition Plan Action ID: VA69D-17-AP-1659 Contracting Activity: Department of Veterans Affairs, NCO 12, Great Lakes Acquisition Center, Suite 101, Milwaukee, WI 53214-1476. Transaction 607-17-3-6022-0038, Fire Suppression/Firefighting and inspection Services for the William S Middleton VA Hospital. Nature and/or Description of the Action Being Processed: The procurement is for fire suppression/ firefighting and inspection services for the William S. Middleton VA Hospital and its surrounding buildings. This is a new requirement for a firm-fixed price base plus four option year contract. This procurement is in accordance with FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2. Description of Supplies/Services Required to Meet the Agency s Needs: The contractor shall provide a minimum of four (4) trained, paid and certified professional firefighters available to respond to fire alarms/fire emergency calls at the VA grounds, twenty-four (24) hours per day, seven (7) days per week. Training and certification of fire officers, engineers, and firefighters shall be as required by the State of Wisconsin and applicable NFPA Standards for municipal fire departments. The contractor shall make a minimum of two (2) inspections per year of all buildings located at the VA. The total estimated cost of the contract is $267,000.00 for a base plus four option years to begin on April 1, 2017 March 31, 2018 for the base year and total completion date of March 31, 2022. 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; Demonstration that the Contractor s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): In accordance with VHA Handbook 7701.02, fire departments must be located within a 3.5 mile radius of the VA campus and must have 4 trained full time professional firefighters on duty for fire responses. The City of Madison has 6 fire stations (1, 2, 3, 4, 6, and 9) that meet those criteria. There is one more fire department, Shorewood Hills, within that radius however, the department does not maintain 4 full time firefighters on duty at all times. Other fire departments were identified (Maple Bluff, Middleton, City of Fitchburg and City of Monona) however; they are located outside of the 3.5 mile radius. If firefighting services are not available (located within the 3.5 mile radius), the VA would be required to establish, train and maintain its own VA fire department in accordance with VA Handbook 7701.02, paragraph 6d. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: A review of all of the potential fire departments within the required 3.5 mile radius was conducted. Only the fire stations that met the criteria in accordance with VA Handbook 7701.02, Fire Department Services at VA Medical Centers and Domiciliaries, were available for consideration. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: Pricing has been compared to the current contract VA69D-12-C-0034. The base price is slightly higher than 3% from the current contract however; pricing hasn t gone up in more than one year. The remaining years are increased at a rate of 3% per year. Inflation rates have been climbing since the end of 2015 and are expected to continue on an upward climb. The Contracting Officer intends to negotiate pricing at time of solicitation to ensure price reasonableness. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: The fire stations in the 3.5 mile radius were evaluated for compliance with VA Handbook 7701.02 and found the City of Madison has 6 fire stations that are within compliance of the handbook and capable of providing services. Any Other Facts Supporting the Use of Other than Full and Open Competition: None. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: City of Madison. 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: No other actions for competition are being contemplated at this time. Due to patient and staff safety, this is a critical service to maintain therefore, at this time it is in the best interest of the government to utilize the fire departments located within the 3.5 mile radius in the City of Madison for a base plus four option 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. _____________________________ ________________________ Name: Mike Frazier Date Title: Chief Engineer Facility: William S. Middleton VAH Approvals in accordance with the VHAPM, Volume 6, Chapter VI: OFOC SOP. Contracting Officer or Designee s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. _____________________________ ________________________ Name: Lori Eastmead Date Title: Contracting Officer Facility: Great Lakes Acquisition Center (GLAC) Director of Contracting /Designee (Required over $150K but not exceeding $700K): I certify the justification meets requirements for other than full and open competition. _____________________________ ________________________ Name: Scott Ivy Date NCO 12 Branch Chief, Services Team Great Lakes Acquisition Center (GLAC)
