VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP Attachment 2: Request for Sole Source Justification Format >SAT 540-21-1-6209-0001 OFOC SOP Revision 10 Original Date: 03/22/11 Revision 10 Date: 09/10/2020 Page 2 of 4 DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition (>SAT) Emergency COVID-19 Administrative Lease Acquisition Plan Action ID: 540-21-1-6209-0001 Planning UID: VA-21-00006883 Contracting Activity: Department of Veterans Affairs, VISN 05, 540 Louis A. Johnson VA Medical Center. The Louis A. Johnson VA Medical Center is seeking 8834 NUSF rentable square feet (RSF) of office space at 1000 Galliher Dr, Fairmont WV 26554 for the Louis A. Johnson VA Medical Center. Approval is requested to negotiate a new, COVID 19 funded administrative lease. with High technology Foundation without full and open competition for expansion of clinical services due to COVID 19 pandemic. Nature and/or Description of the Action Being Processed: Recent guidance from the VHA Executive in Charge is an Average Days from Consult Request to First Scheduled to be less than three days. To meet this goal, expansion of services is essential. This facility continues to strive to safely reactivate services in accordance with our recovery plan, and we have restored over 89% of our services. Our leadership has authorized clinics to perform at maximum capacity allowing on average of 71% of services to see patients face-to-face. Despite this, weekly encounters remain at 58% of pre-COVID levels. High volume services such as Dental, the Eye Clinic and Primary Care attribute limitations to new social distancing requirements which have reduced our available waiting space by over 50%. To relieve the waiting overflow, space conservation programs and select administrative areas have been predesignated for clinical waiting space. Despite this, clinical waiting space remains limited, and essential administrative staff remain displaced. In order to enable more face to face care and resume normal operations, this facility will require external accommodations to house administrative staff and to open waiting space. This lease will be awarded as a new lease under VHA procurement special policy code COVID- 19. Description of Supplies/Services Required to Meet the Agency s Needs: Statement of continuing need, if applicable; Net Usable Square Feet requested is 8834of administrative space. Space must be fully finished and prepared for VA occupancy within 30 calendar days. Required Lease Term is five years Lease value as the estimated annual un-serviced rent amount is $ 218,509. Metro West Parking Extension OFOC SOP Revision 09 Page 5 of 5 Original Date: 03/22/11 Revision 09 Date: 04/17/2020 Total Lease value: $1,092545.00 Louis A. Johnson VA Medical Center submitted a Procurement Request Package, on 10/16/2020 for 8834 NUSF office space. To satisfy the Louis A. Johnson VA Medical Center mission requirements, the facility must be within 50 miles of the main facility. Statutory Authority Permitting Other than Full and Open Competition: ( ) (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; (X) (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): Recently in response to the COVID-19 pandemic, VHA Executive in Charge has required that facilities maintain a minimum of 60 days of stock in the Emergency Management Cache. The Louis A. Johnson VA Medical Center continues to have a critical shortage of storage space to meet operational needs and requires over 8834 SF of additional storage to manage our required contingency stock. Existing administrative leases at Highland Hospital can maintain required stock, however, it will displace over 75 FTE required for our administrative needs. Additionally, over 287 FTE have already been converted to telework, but due to the rural nature of West Virginia, connectivity infrastructure and bandwidth limits makes this non-optimal for many employees. Relocation of administrative services to a prepared administrative site will resolve both our cache space and displaced FTE requirements. As COVID-19 changes our local environmental conditions, local hospital networks have receded, drastically decreasing access to care in the community. This leaves the Louis A. Johnson VA Medical Center the only remaining medical facility within two hours drive for most of our Veterans. It remains essential that we quickly expand to support our community while maintaining our posture of safety. To achieve this, we intend to pursue a fully functional turnkey administrative space. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Market research has been conducted in pursuit of larger administrative leasing activities. Properties were reviewed under ownership of the Monongalia Hospital system, Larry Policano irrevocable trust, and the High-Tech Foundation. Properties were viewed in the following areas: Harrison county WV. Monongalia county WV. Marion county WV. Property available by High Tech Foundation was determined to be ready for occupancy and being previously used by an alternate government agency. The identified lessor hold additional leases with federal government agencies within the same structure reviewed by the Louis A. Johnson VAMC. The building has been determined to be move in ready, with available finishes and utilities in place to support facility operations. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The CO has reviewed historical data of the current lease agreement and a review of real estate availability in the target catchment area and will utilize that as a basis for making a fair and reasonable price determination. The estimated annual un-serviced lease amount is $ 218,509. Estimated cost is based on current market prices at the present time. A request for Proposal will be issued to the Contractor. Contractor's proposal will be evaluated against the estimated cost. Negotiations will be held, if required, in order to reach a fair and reasonable price for both parties Negotiations will be conducted if necessary. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research was conducted using Loop-net and internet searches for office/medical spaces available and suitable for patient and employee parking within the delineated area. None of the properties. See Item #6 Any Other Facts Supporting the Use of Other than Full and Open Competition: N/A Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: N/A 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: We are minimizing the lease term to 5 (one) year terms. This will allow us to proceed with a competitive lease acquisition should there be availability of other options in the future. This gives us flexibility and ensures that we continue to provide the support to our medical centers. 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. Terry C Massey Digitally signed by Terry C 1492058 Massey 1492058 Date: 2020.11.02 14:00:04 -05'00' _ Terry C. Massey Date Associate Director Louis A. Johnson VAMC 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 complete to the best of my knowledge and belief __________ __________________________ Suma Legesse Contracting Officer Date Network Contracting Office 6 One Level Above the Contracting Officer (Required over SAT but not exceeding $700K): I certify the justification meets requirements for other than full and open competition. ' Sarah Delawder, Branch Chief Network Contracting Office 5 Date NCO Network 5 Director of Contracting: I certify the justification meets requirements for other than full and open competition. _______________________________________ ____________________________ Scott A. Sands Date Director of Contracting, NC05 Department of Veterans Affairs d. 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 $68 million) or approve ($700K to $68 million) for other than full and open competition. _________________________________________ _______________________________
