Description
Contracting Activity: U.S. Army Medical Command (MEDCOM), Regional Health Contracting Office – Central (RHCO-C), Fort Hood Health Contracting Branch (HdHCB), Fort Hood, Texas 76544. Description of Action: The HdHCB requests approval for a new non-personal services bridge sole-source contract for a 6-month ordering period with the incumbent contractor, Main Building Maintenance, Inc., to provide healthcare housekeeping services in support of the Irwin Army Community Hospital (IACH) and the multiple Military Treatment Facilities (MTFs) located in the Health Service Area (HSA) of the IACH, Fort Riley, Kansas. The resulting contract will include Federal Acquisition Regulation (FAR) Clause 52.217-8, Option to Extend Services. An Indefinite Delivery, Indefinite Quantity (IDIQ) contract with Firm-Fixed Price (FFP) task order is anticipated. This request is funded with Fiscal Year (FY) 21 Defense Health Program (DHP) for the ordering period. Estimated share and ceiling arrangements and fee or profit are not applicable to this acquisition. Description of Supplies/Services These services are necessary to provide continuous uninterrupted healthcare house- keeping services in support of IACH and the MTFs located in the HSA of IACH, Fort Riley, KS. The contractor shall provide all personnel, training, labor, equipment, materials, tools, supplies, supervision, management, administration, and services, except as may be expressly set forth as government furnished, and otherwise do all things necessary to perform and provide the work efforts described in the Performance Work Statement (PWS). The contractor shall provide healthcare housekeeping services that prioritize infection control while optimizing cleaning practices in support of the hospital mission of providing quality healthcare in safe, hygienic, and aesthetically-pleasing MTFs. Services include hospital disinfecting housekeeping services; collection and transport of regulated medical waste; collection of general solid waste (trash) for waste disposal pick-up; and complete floor cleaning. The healthcare activity provides dental surgery, general medicine, emergency medicine, general surgery, pediatrics, family practice, obstetrics/gynecology, orthopedic, outpatient drug and alcohol treatment, and psychiatric care services for its beneficiaries. The outlying clinics consist of Veterinary clinic, DENTAC Headquarters, three Dental Clinics, Automated Neuropsychological Assessment Metrics (ANAM), Custer Hill Health Clinic (CHHC), Caldwell Clinic (Public Health), Aviation Clinic, Farrelly Health Clinic (FHC), Flint Hills Medical Home (CBMH), & Post Exchange (PX) Pharmacy. These outlying clinics provide dental services, veterinary services, medical management of acute and chronic disorders, preventive services, counseling services, and acute minor injury treatment to clients on or around Fort Riley, KS. The current estimated total Square Feet (SF) of IACH and the MTFs are 552,943 SF. The estimated dollar value of this proposed action is XXXXXXXXXXX for a six (6) month ordering period from 1 January 2021 through 30 June 2021. The FAR clause 52.217-8, Option to Extend Services, will be included in the contract to allow for up to an additional 6-months extension that could potentially extend the contract to 31 December 2021 and increasing the overall estimated dollar value to XXXXXXXXXXXXXXX. Authority Cited: The statutory authority permitting other than full and open competition is 10 U.S.C. 2304(c)(1) implemented by FAR Subpart 6.302-1(a)(2)(iii)(B), Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements, for the continued provision of highly specialized services when it is likely that award to any other sources would result in unacceptable delays in fulfilling the agency's requirements. Reason For Authority Cited: The current task order (W81K00-20-F-0093) for healthcare housekeeping services through contract number W81K04-19-D-0006, will expire on 31 December 2020. The base contract, W81K04-19-D-0006, has an ordering period ending 31 December 2020. The estimated dollar value was increased to XXXXXXXXXXXXX. This base contract has reached the limits for which it was established. The Fort Hood Health Contracting Branch (HdHCB) Contracting Officer was informed by the MEDCOM Environmental Management Services (EVS) Regional Health Command Manager, and the Administrative Contracting Officer (ACO), that the new follow-on package would be suspended. The source selection for the long-term follow-on contract was being conducted during February and March. Due to the COVID-19 Pandemic, all source selection evaluation board (SSEB) members were sent back to Fort Riley due to their positions within the MTF. The SSEB included both the Chief of Infection Control, as well as the Chief of Environmental Services. Both were essential in the response to the COVID-19 Pandemic and therefore, it was in the best interest of the Government to postpone the source selection pending further instruction and information on COVID-19. Since that time frame, the source selection has begun virtually due to travel restrictions, however, the postponement of the source selection has led to a delay of award for the long-term requirement. The SSEB was suspended on 27 March 2020 after 6 weeks of evaluations due to IACH coronavirus pandemic response requiring the presence of Infection Control and Housekeeping Officers (members of the SSEB). Phase I SSEB Evaluations concluded on 24 July 2020. On 18 September 2020, the competitive range and POM was staffed for review. On 25 September 2020, all review reconciled and documents were sent for Legal Review and HRCO review. Discussions were delayed as a result of the legal review and a redirection on the competitive range. The HdHCB Contracting Officer was notified that a new six month bridge, with FAR Clause 52.217-8, Option to Extend Services, was going to be needed to continue services at IACH. The proposed 6-month ordering period will include an option to extend services for 6-months is the shortest period that would meet the minimum requirements to ensure no disruption in services and quality healthcare in safe, hygienic, and aesthetically- pleasing MTFs. It is not feasible to solicit a bridge contract with any source other than the incumbent contractor, Main Building Maintenance Inc. Main Building Maintenance possess the qualifications to immediately perform the continuation of these services given that they already have the required Industry Sanitary Supply Association (ISSA) Cleaning Industry Management Standard-Green Building (CIMS-GB) certification, pre-employment health screening requirements, resources, trained work force, and have completed all in-processing requirements for their employees, thus requiring no transition efforts to continue performing these services. Furthermore, without a fully awarded healthcare housekeeping services bridge contract, it violates Joint Commission (JC) infection control standards and, thereby jeopardizing JC accreditation of IACH and the multiple MTFs. Moreover, the government has identified healthcare housekeeping services as a mission-essential function and the government would suffer serious injury if award of this bridge contract is delayed. Only Main Building Maintenance Inc., can currently satisfy these mission critical services without causing unacceptable delays or disruption of mission essential services. The period of performance on the current contract and task order can no longer be extended. The FAR Clause 52.217-8, Option to Extend Services, has already been utilized and the task order will expire on 31 December 2020. The proposed 6-month ordering period with the 6-month extension will need to be awarded no later than 31 December 2020, in order to continue the current level of service. It also has been determined that it would not be practicable to compete a follow-on contract, in such short period, which would further require a new contractor a 30 day transition period in order to hire required personnel and complete in-processing procedures to ensure a smooth transition and no interruption in services. As such, the incumbent contractor, Main Building Management Inc., is the only responsible contractor with the required and qualified personnel ready to start performance on 1 January 2021. Efforts to Obtain Competition: Effective Competition. The Government will continue the current procurement the long term competitive acquisition for these services in late winter of 2020 and expected contract award not later than early spring of 2021. Market research was conducted to identify additional sources. The contract specialist conducted market research with the publication of a sources sought on Beta.SAM on 22 October 2020. There were nine (9) responses received which were carefully considered. The contract specialist conducted a thorough and comprehensive inquiry into each of the nine (9) companies. While all nine (9) submissions are capable of providing the non-personal services of healthcare housekeeping, it was determined that none of the nine (9) submissions would be able to meet the 1 January 2021 required start date given the time constraints for transition. It was determined that none of the nine (9) submissions would be able to meet the 1 January 2021 required start date given the time constraints for transition. With that inability to be in place to perform, the sources would be prevented from adequately submitting competitive proposals on short term bridge contract. Main Building Maintenance, Inc., 111 E. Laurel STE 100, San Antonio TX 78212-4307; DUNS: 086280187. CAGE Code: 0EGN4, a Small Business would be the only company that can meet the 1 January 2021 requirement as they are the incumbent. Final market research was conducted by synopsizing the proposed sole source acquisition advising industry of the Government's intent to award a sole source contract to the incumbent contractor. Based on the sources sought and the small business set aside, the contracting officer has determined that there is enough justification to procure this a small business set aside. No other efforts are being made to obtain competition as only one responsible source, Main Building Maintenance, Inc., is capable of meeting the minimum requirements prior to the expiration of the current contract. b. Subcontracting Competition . The Procuring Contracting Officer (PCO) determined the proposed contractual action met the dollar threshold in FAR 19.702(a)(1) for subcontracting plans; however in this particular acquisition, subcontracting plans are not required for small business concerns in accordance with FAR 19.702 (b)(1). Action to Increase Competition: It is not possible to compete the proposed bridge acquisition. However, HRCO will be competing the long term follow-on contract for the medical facility at IACH and the multiple MTFs. Future procurements will be posted through the government point of entry and internet search engines. Any potential source who expresses interest in providing these services will be considered. Market Research: Based on recent market research conducted within the past 12 months, to include the contracting officer's personal knowledge of recently awarded healthcare housekeeping contracts, other contractors are capable of providing similar services if there were adequate time to compete the requirements and allow for a reasonable transition period. However, it is not feasible to competitively solicit and evaluate proposals, and make an award on or about 31 December 2020. Main Building Maintenance, Inc., has experience in healthcare housekeeping and has the management and support structure, resources, and demonstrated experience to perform these services. Interested Sources: This office received nine (9) responses to the sources sought posted on Beta.SAM on 22 October 2020. The contract specialist conducted a thorough and comprehensive inquiry into each of the nine (9) companies. The responses were from: Interested Sources Small Business Program CAGE CODE Alutiiq Logistics & Maintenance Services, LLC SB, 8(a) 888Y3 Chenega Healthcare Services, LLC SB, 8(a) 703G2 JTM Enterprise, LLC SB, SDVOSB 843V1 Main Building Maintenance, Inc. SB, SDB OEGN4 Nascence Group, LLC SB, WOSB, EDWOSB 80KU1 IG Solutions, LLC SB, SDVOSB 81Q61 Regency Enterprise Services SB, 8(a) 7WOW8 Steelo, LLC SB, WOSB, EDWOSB, HUB Zone, 8(a) 641Y3 Teya Services, LLC SB, HUBZone, 8(a), SDB 7ZV39 While all nine (9) submissions are capable of providing the non-personal services of healthcare housekeeping, it was determined that none of the nine (9) submissions would be able to meet the 1 January 2021 required start date given the time constraints for transition. It was determined that none of the nine (9) submissions would be able to meet the 1 January 2021 required start date given the time constraints for transition. The notices required by FAR 5.201 of our intent to award a sole-source contract for this requirement will be published in Beta.SAM.gov and any quotes, proposals, or capabilities statements received shall be considered. Other Facts: Procurement History . Contract number and date of last two awards. W81K04-13-D-0006, Main Building Maintenance, Inc. 1 January 2013 - 1 January 2019. W81K04-19-D-0006, Main Building Maintenance, Inc. 2 January 2019 - 31 December 2019. Task order W81K04-19-F-0029. Six (6) month extension IAW FAR clause 52.217-8, Option to Extend Services, until 30 June 2020. Task order W81K00-20-F-0003. J&A was amended to extend ordering period and increase ‘not to exceed” amount thereby extending the base contract to 31 December 2020. Task Order W81K00-20-F-0093. Competitive Status of these Actions : W81K04-13-D-0006, was solicited and awarded as a competitive SB set-aside. W81K04-19-D-0006, written as a bridge to the incumbent. Authority previously used for less than full and open competition. The statutory authority permitting other than full and open competition is 10 U.S.C. 2304(c)(l) as implemented by FAR 6.302-l(a)(2)(iii)(B), Only One Responsible Source and No Other Supplies or Services will Satisfy Agency Requirements. Justification prepared to support the procurement made before this one with a summary of the contents of paragraph 7, Actions to Increase Competition, of the justification for that procurement and an explanation of the results. Not applicable. If prior award accomplished by full and open competition, a detailed explanation of the changed circumstances. Not applicable. Explanation of unusual patterns revealed by history, e.g., several consecutive, urgent buys . Not Applicable. Justification prepared to support the procurement made before this one and description of circumstances for justification & any significant changes . Not applicable. Other Facts. The PWS for this contract is the same as the PWS for the current contract and only includes administrative updates such as date changes, changes to points of contacts, and those required by law and regulations. Technical Certification: I certify that the supporting data under my cognizance, which included in the justification, are accurate and complete to the best of my knowledge and belief. Requirements Certification : Include the following statement: I certify that the supporting data under my cognizance, which included in the justification, are accurate and complete to the best of my knowledge and belief. Fair and Reasonable Cost Determination: I hereby determine that the anticipated cost to the Government for this contract action will be fair and reasonable based on price and costs analysis IAW 15.404-1(b), and comparison with the Independent Government Estimate and previous prices. Services are considered commercial and therefore certified cost and pricing data will not be required. Contracting Officer Certification: I certify that this justification is accurate and complete to the best of my knowledge and belief. Approval Based on the foregoing justification, I hereby approve the procurement of healthcare housekeeping services in support of the Fort Riley, KS – Irwin Army Community Hospital and the Military Treatment Facilities located in Health Service Area of IACH, Fort Riley, KS, with an estimated dollar value of XXXXXXXXXXXXXX, should FAR 52.217-8 be exercised, on an other than full and open competition basis pursuant to the authority of 10 U.S.C. 2304(c)(1) and FAR 6.302-1 and provided that the services herein described have otherwise been authorized for acquisition.