Attachment 1: Request for Sole Source Justification >SAT VHAPG Part 806.3 OFOC Revision: 03 Effective Date: 04/15/24 Acquisition ID#: 36C250-25-AP-3306 Page 1 of 4 DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition (>SAT) Acquisition Plan Action ID: 36C-250-25-AP-3823 Contracting Activity: Department of Veterans Affairs, Network Contracting Office 10, located at 3140 Governor s Place Blvd. Suite 210, Kettering, OH 45409-1337, in support of VISN 10 VA Health Care System. Using Activity: Saginaw VA Medical Center, 1500 Weiss Street, Saginaw, MI 48602 Contracting Activity: Network Contract Office (NCO 10) Funding for this request has been provided through 2237 number 655-25-4-921-0896 Nature and/or Description of the Action Being Processed: Requesting approval of sole source justification to award a new short term Indefinite Delivery, Indefinite Quantity (IDIQ), Firm-Fixed Price (FFP) contract bridge for Non-Emergent Transportation services to Holt Transport Services, LLC. (Holt), a Small Business in North American Industry Classification System (NAICS) code 485991. This procurement is to provide continued Non-Emergent Transportation services to patients serviced by the Department of Veteran Affairs Detroit Medical Center and associated Community Based Outpatient Centers (CBOCs). The contract is required to provide services immediately without interruption of current services. Description of Supplies/Services Required to Meet the Agency s Needs: Saginaw VA Medical Center (VAMC) and associated CBOCs requires the services of a contractor who is capable of providing services without interruption, personnel, equipment, and VetRide compatibility for patients in the Saginaw VAMC and associated CBOC coverage area. Contractor shall provide Non-Emergent Transportation services as required by the Performance Work Statement (PWS) to Saginaw VAMC and associated CBOCs beneficiaries that are mobility challenged individuals in wheelchairs, aged, and infirm persons, their attendants, and personal belongings between specific points in Michigan. Contractor shall provide all labor, materials, VetRide compatible software, and equipment necessary to transport Saginaw VAMC and associated CBOCs beneficiaries. Services are required for a six (6) month base period from 08/01/2025-01/31/2026. The total estimated contract value is $340,505.00 with a contract ceiling of $750,000.00 for a total estimated quantity as follows: 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): Holt Transport Services, LLC. is familiar with the needs of the patients being transported, has an established management approach, all necessary labour, VetRide Software, and other required resolurces to perform services. Non-Emergent Transportation services are critical to the medical center s timely service in delivering patient care. Contracted services are required as the Government does not have a fleet of vehicles or trained staff to provide paratransit / special needs transportation services for sucha a large catchment area. Dirupting the transportation of Veterans who rely on transportation assistance will be detrimental to their health if they cannot be present for treatment. A break, stoppage, or delay in services or delay in services in the short- term will leave Veterans without a way to obtain transportation to their appointments, and in turn; will cause untimely treatment and harm if not provided. Non-Emergent Transportation services spans the state of Michigan for the Saginaw VAMC and associated CBOCs. As the contractor is required to immediately perform without service interruption, have VetRide compatible Software, and trained staff for geographical coverage area, the number of immediately available contractors is limited. Holt Transport Services, LLC. meets all requirements in the PWS and is immediately available to provide continued coverage for this short-term contract without interruption. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Market research efforts included use of Market Research less than twelve-months old for the same requirement for the same location used for 36C250-24-AP-6117 dated 02/24/2025 and 07/07/2025. Also, searches were conducted in the SBS Database. More in-depth details are found in the market research report. These efforts, based on the circumstances surrounding this procurement, did not yield another source that could meet the Governments requirements at a fair and reasonable cost without additional lead startup costs who were immediately available. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: It is anticipated tha the cost to the Government will be fair and reasonable. The contracting officer will use the price analysis techniques at FAR 13.106-3(a)(2) and any other price analysis techniques necessary to determine the prices to be fair and reasonable. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: No other vendors were found capable of immediately providing services as needed at a fair and reasonable cost for such a short period and at short notice. Whilere there were more than one SD/VOSB firms identified, it was determined that only one could satisfy the Government s requirements, based on the Urgent and Compelling nature of this procurement, and at a fair and reasonable price which will provide the best value to the VA. Accordingly, the VA and SBA Rules of Two were not met. A search was conducted in the SBS Database using NAICS 485991 resulting in 9 potential vendors and 2 potential SD/VOSBs. SBS was also queried using keywords Non Emergent Transportation Services with 2,591 potential vendors and 319 SD/VOSB potential vendors. Any Other Facts Supporting the Use of Other than Full and Open Competition: Due to the processing time for review a six-month bridge is required to continue services without interruption. The incumbent already has the vehicles, labor force, are familiar with the medical center policies and routes associated with this short-term contract. Holt Transport Services, LLC. was found capable of continuing services without interruption. The Contracting Officer will continue to proceed processing 36C250-24-AP-6117 for the new requirement contract to start on 02/01/2026 on a FFP five-year IDIQ for these services. Holt Transport Services, LLC. has a satisfactory past performance history with Saginaw VAMC and associated CBOCs in providing Non-Emergent Transportation services and is familiar with its patients, locations, processes, and has an established fleet of vehicles and staffing. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: HOLT TRANSPORT SERVICES LLC 1575 Concentric BLVD STE 2 Saginaw, Michigan 48604-9312 United States POC: Amber Ahms Email: amber.a@holttransport.com PH: 989-860-1004 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: Market research efforts included use of Market Research less than twelve-months old for the new requirement of this same requirement for the same location used for 36C250-24-AP-6117 dated 02/24/2025 and 07/07/2025 for the new requirement. Barriers known for the new procurement are the processing times for the additional reviews required for transportation contracts (OSDBU, OGC, Contracting Management) for the new solicitation, dependent on this, will dictate how the Contracting Officer moves forward with award for 36C250-24-AP-6117. 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. Tiffany Curtis, Saginaw VAMC July 16, 2025 Contracting Officer Representative Approvals in accordance with the VHAPM Part 806.3 OFOC SOP: Contracting Officer Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. MORGAN STEIN Digitally signed by MORGAN STEIN Date: 2025.07.17 06:21:49 -04'00' Morgan Stein July 17, 2025 Contracting Officer Network Contracting Office (NCO) 10 One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition. JOHN RYAN Digitally signed by JOHN RYAN Date: 2025.07.17 11:03:56 -04'00' John M. Ryan July 17, 2025 Branch Chief, Services Team 1 & 4 Network Contracting Office (NCO) 10
