DEPARTMENT OF VETERANS AFFAIRS SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL ITEMS IN ACCORDANCE WITH FAR 13.5 Acquisition Plan Action ID: 36C245-27-AP-0084. Contracting Activity: Department of Veterans Affairs, VISN 05, Clarksburg Veteran Affairs Medical Center located at 1 Medical Center Dr, Clarksburg, WV 26301. The contracting agency and organizational activity responsible for the proposed contracting action is Network Contracting Office: VA Capitol Health Care Network 5 (NC0 5), 849 International Drive, Suite 275 Linthicum, MD. The purchase request (i.e. 2237) number is 540-26-1-5025-0004. Nature and/or Description of the Action Being Processed: This emergency procurement is for firm fixed price flood damage remediation service not to exceed authorization contract 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. The service requires emergency not to exceed authorization contract to support 11/22/25 flooding caused by a ruptured water line in the basement of three departments at Clarksburg VAMC with initial approval from NCO 5 the service contacted Panhandle Cleaning and Restoration to immediately and close proximity to the medical center responded with a not to exceed limit. Description of Supplies/Services Required to Meet the Agency s Needs: The services to be acquired are Flood Clean Up in three department basement areas impacted by the flood: Remove all standing water and debris from flooded area Impacted furniture that does not have wipeable surfaces to be disposed of Desks Chairs Cabinets and Etc. Elevator pit flood water was pumped and cleaned of all settled debris/sediment at the bottom. Moisture reading and infrared scanning is unneeded to identify the impact of water intrusion into walls in impacted area. Dehumidification to stabilize the impacted area demolition multiple walls impacted by flooding identified water intrusion from moisture metering. Replace the walls that are opened 4 ft above floor surface, cleaned, dried and decontaminated area before installing drywall back in place. Flooring that was impacted needs to be removed. Uninstall and reinstall shelving, cabinets, equipment, etc to clean impacted by flooded area. All demolished materials shall become property of the Contractor and shall be disposed of by the Contractor off medical center property in accordance with local, city, state and federal laws. Waste tickets will be required, and VA dumpsters may not be used. Coordinate with VA COR for any special requirements or discrepancies Contractor shall clean the job site daily including loose debris at the end of the workday shall be picked up and disposed of or stored securely. No materials shall be left unsecured or unattended. Contractors shall take precautions to mitigate any dust, noise, or odors caused by demolition or construction. The contractor shall not alter any building entrances/exits or paths of egress. The total estimated value is $500,000 for one line item and the period of performance is 11/22/25. Statutory Authority Permitting Restricted Competition: FAR 13.5 Simplified Procedures for Certain Commercial Items. The statutory authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. 1901 and is implemented by FAR 13.106-1(b)(2) for restricting competition on this procurement. Competition is restricted on this procurement for the reason below: ( X ) 6.302-2 Unusual and compelling urgency Demonstration that the Contractor s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): This is for a Unusual and compelling urgency under authority 41 U.S.C. 3304(a)(2) Panhandle Cleaning & Restoration Inc emergency verbal not to exceed authorization award delay of a contract would result in serious injury, financial or other, to the Government contract for the emergency response to highly specialized service requirement in support of urgent repair and remediation for three basement departments impacted by flooding last month at the facility. Panhandle Cleaning & Restoration can meet the VA requirement to access and resolve the initial emergency. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: None taken for this emergency requirement. Other Actions: The biomed service will continue to survey the market for any changes to facilitate future competition for this acquisition or any requirement associated with this acquisition. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The review of current and previous contract performance will be ensure the final contract price will be fair and reasonable. Market Research Conducted: This market research is limited to an examination of the acquisition history and experience with the marketplace under previous acquisitions for the same or similar items for emergency not to exceed authorization for 11/22/2025 flood damage remediation. Techniques used in conducting Market Research for this requirement and its results: A current check of VIP check was performed. The following Market Research techniques included: querying Government-wide databases of contracts, General Services Agency (GSA), National Agency Contract (NAC), Product Supply Code (PSC), Strategic acquisition Contract (SAC), Interagency Contract Portal (IDCP), North American Industry Classification System (NAICS), Small Business Search/Vet Cert (SBS), Federal Procurement Data System (FPDS), System Award Management (SAM) entities, and SAM opportunities The VA Rule of Two does not apply to sole source requirements. A review of SBA-DBDS resulted in six 8(a) or 8(a) Joint Ventures, five HUBZones, none Women-Owned Small Business (WOSB)s, three Economically-Disadvantaged Women-Owned Small Business (EDWOSB)s, eight Veteran-Owned Small Business (VOSB)s, and seven Service-Disabled Veteran-Owned Small Business (SDVOSB): Zero of small businesses were contacted but two SDVOSB s were reviewed. Zero small businesses were local, on a contract vehicle, or on site were identified to have the necessary technical capability. Further, VAAR 810.002 requires COs to record VIP queries in the solicitation file by printing the result of the search(s) along with the specific query used to generate the search(s). Reviewed VETCERT under NAICS 238390 NAICS identified 8 VOSB and & SDVOSB did not identify any comparable reasonable and fair SDVOSB awarded contracts. A review of potential sources in SAC, NAC, GSA, and IDCP did not identify any SDVOSB contract holders. Technical capability, pricing reasonable could not be determined. Recommend Sole source to on-site large business vendor. A review of vendor Contractor Performance Assessment Reporting System (CPARS) results for ZXF1JYHBE645 Panhandle Cleaning & Restoration INC, a large business did not identify any terminations for cause or default, satisfactory CPAR records, or any integrity records. Panhandle, a large business has 28 below SAT contracts awarded value ranged from $2K to $62K of the 28 contract awards five contracts awarded were VA contracts. Panhandle previous contract/IFCAP used in 2020 completed $15K requirement at the facility. A review of SAM 12 postings Water damage remediation 70Z0G825QBNCR0008 solicitation fire damage requirement 36C24525B0003 NAICS 236220 6 SDVOSB responded 36C24525C0073 resulted in $103K award. SAM Entity searches under NIAC 238390 resulted in 10K entities being identified and reviewed F8H2CBKK9FG8 JRG Precision Construction, A SDVOSB one of 6 SDVOSB who responded to sealed project. Reviewed previous vendor ZXF1JYHBE645 Panhandle Cleaning & Restoration INC, a large business in wheeler WV, contacted Thomas at e-mail Tomc@panhandlecr.com vendor for interest. BAA/TAA/Exceptions to BAA do not apply to service requirements (See FAR 25). Any Other Facts Supporting the Use of Other than Full and Open Competition: This is an emergency firm fixed price not to exceed authorization purchase order requirement to repair and remediate flood damage in the base of three department at the facility last month; the vendor is onsite with the staff, tools and resources. Vendor has the resources and tools to meet this performance work statement requirement. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: Panhandle Cleaning & Restoration INC, Large Business. 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: Contracting will continue to review and survey the market in the event any future actions are required to foster competition for future acquisitions of the services being acquired.
