Description
Attachment 1: Request for SDVOSB/VOSB Sole Source Justification Format IAW VAAR 819.7008/9 VHAPG Part 819.7008/7009 Sole Source Awards to SDVOSB/VOSB Page 1 of 6 Revision: 04 Effective Date: 11/15/2024 DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition Acquisition Plan Action ID: RPOW Tracking: Contracting Activity: Department of Veterans Affairs, Network Contracting Office (NCO) 19, 6162 S. Willow Drive, Greenwood Village, CO 80111 Organizational Activity: Veterans Healthcare Administration (VHA), Office of Emergency Management (OEM), 510 Butler Ave, Bldg 309A, Martinsburg, WV 25405 Estimated Cost: $1,120,994.00 Nature and/or Description of the Action Being Approved: The Veterans Health Administration (VHA) currently requires the procurement of an High Frequency (HF) Radio system. A new firm fixed priced contract for a High Frequency Radio Design Study and Infrastructure Assessment to support the development of a sustainable HF Radio Network for VHA will be awarded sole source to an SDVOSB on contract 36C25925P1232. Description of Supplies/Services Required to Meet the Agency s Needs: The VHA needs a system design study that identifies and assesses what is needed to implement a network wide HF Radio System. While developing the Enterprise Primary, Alternate, Contingency, and Emergency (PACE) communications plan, a gap was identified and it was determined that in an emergency scenario an HF radio system needed to be put in place and a plan to be implemented. The VHA Enterprise is the largest healthcare system in the United States and is spread across the country. HF radio systems will be installed in all the VA Medical Centers (VAMC), Veterans Integrated Service Network (VISN) offices, VA Headquarters (HQ), and Office of Emergency Management (OEM) Headquarters. The contractor will create a network design and conduct infrastructure assessments at each of the 200 VHA locations. These reports will be provided to VHA OEM. At a minimum the contractor will: Provide the design report of the network recommendation based on the objectives. conduct a 100% location site survey and determine the course of action for installation and system to be recommended for use. Statutory Authority Permitting Other than Full and Open Competition: ( X ) 819.7008 Sole source awards to a certified service-disabled veteran-owned small business; or ( ) 819.7009 Sole source awards to a certified veteran-owned small business Demonstration that the Contractor s Unique Qualifications and/or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): The authority under 38 U.S.C 8127(c) allows sole source awards to SDVOSBs. NVIS Communications Services Division LLC, K8Y4P2MV5WQ8, has been determined to be a responsible source with respect to performance and capabilities. NVIS Communications Services Division LLC meets all the eligibility requirements in VAAR 819.7003 (Deviation) and will provide a signed certification for VAAR 852.219-75. NVIS Communications Services Division LLC has the ability to perform this requirement. The owner of the company has over 15 years of HF experience and has been a part of another national implementation of HF radio networks for the Civil Air Patrol. Additionally, he assisted with the implementation of California s HF radio network. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable, including whether a notice was or will be publicized as required by FAR Subpart 5.2 and, if not, which exception under FAR 5.202 applies: Market research was conducted by Tamanica Danford-Leaf on September 18th and 19th 2025. Nineteen potential sources were identified and a Request for Information (RFI) emailed to all. In review of the market research conducted there was only one SDVOSB that responded to the request for information that was capable and interested in performing these services. A notice will be published in accordance with FAR 5.2. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: Upon receipt of the quote from the offeror, the Contracting Officer will review the cost and price elements against known market prices and perform market research on travel estimates to determine price fair and reasonableness. Evaluation of cost elements will include hourly labor rates, number of hours, and travel costs (per diem, rental car, air fare etc.) Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research was conducted on September 18th utilizing FPDS, GSA Advantage, SAM.gov, the SCMC database, and the SBA database. Nineteen potential vendors were identified. A Request for Information (RFI) was emailed to all nineteen. Responses were received from seven vendors. Of the respondents, four were large businesses (LB), one was a small business (SB), one was a women owned small business (WOSB), and one was a service-disabled veteran owned small business (SDVOSB). The large businesses, one SB and one SDVOSB, all provided information that they could provide all aspects of the requirement. NVIS Communications Services meets the eligibility criteria outlined in VAAR 819.7003 and are verified in the SBA certification database as an SDVOSB. On September 22nd, 2025, GSA was contacted for additional industry information. A GSA Customer Service Director surveyed available schedules to identify contractors with the required capabilities and identified three potential FSS holders. L3 Harris Technologies, Sabre Systems, and Long Wave Inc. Based on discussions with these companies and their abilities to provide viable quotes in the limited timeline available, it is the Contracting Officer's decision to award to NVIS Communications Services Division, LLC under the VAAR direct award authority. Any Other Facts Supporting the Use of Other than Full and Open Competition: None. This is a sole source authority under 38 U.S.C 8127(c) which allows sole source awards to SDVOSBs. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: Seven HF network industry vendors responded to the RFI they were interested in working with VHA. By Light Professional Services (LB), Sunair Electronics (LB), and Royal Communications (WOSB) were mostly interested in providing equipment and not in providing the design and assessment required for this project. L3Harris Communications (LB), ACG System (SB), Sabre Systems (LB), and NVIS Communications Services (SDVOSB) all indicated interest in the design and assessment of the HF Network. 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: This requirement is the first phase in the creation of an HF Radio Communications Network for VHA. Phases two, the equipment procurement, and three, installation and implementation, will be open to competition. 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. _____________________________ ________________________ James Phillips Date Associate Director for Logistics VHA Office of Emergency Management (OEM) 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. _____________________________ ________________________ Andrew M. Stigen Date Contracting Officer Network Contracting Office (NCO) 19 One Level Above the Contracting Officer (Required over the SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition. _____________________________ ________________________ Michelle T. Gray Date Director, Contracting Network Contracting Office (NCO) 19 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 $75 million) or approve ($750K to $75 million) for other than full and open competition. _____________________________ ________________________ Curtis M. Jordan Date Executive Director, RPO West VHA Head of Contracting Activity (HCA)