DEPARTMENT OF VETERANS AFFAIRS
Justification and Approval (J&A)
For
Other Than Full and Open Competition (>SAT)
Acquisition Plan Action ID:_36C245-26-AP-1861__________________
1. Contracting Activity: Network Contracting Office 5 for Department of Veterans
Affairs, VISN 05, Washington, DC, 20422.
2. Nature and/or Description of the Action Being Approved: The proposed solesource
purchase order for the Washington, DC., VA Medical Center inpatient
Behavioral Health Unit, 3DE. The proposed contractor is JPL, an SDVOSB, working
with CORTECH behavioral health furnishings, an American-made small business
and Artisan Display millwork manufacturers, an American-made VOSB.
3. Description of Supplies/Services Required to Meet the Agency s Needs:
Department of Veterans Affairs, VISN 05, Washington, DC, 20422. has a
requirement for Behavioral Health furnishings and millwork. Upon OIG investigation, there were deficiencies noted in both the furnishings and the radiator coverings in the patient rooms and day room. The findings were subsequently placed on a waiver; however, the waivers are no longer in effect, and it is not feasible to apply for another. It is required that a turn-key product be procured to resolve all safety and compliance issues in the Behavioral Health unit.
This turn-key product will provide all patient furnishings, including beds, chairs tables and storage, with the capability of being either bolted or weighted, as well as millwork for the wall cladding along the beds to provide a secure attachment to the walls, and molded heater covers with MHEOC compliant holes of 3/16 or less, and a MHEOC
compliant access panel. The entire project shall be laser measured, designed and
installed to have no ligature points, no access for the secreting of contraband, and
minimal gaps for grouting. All surfaces are to be cleanable to infection prevention
standards with the hospital standard cleaners. All furnishings shall be comfortable
and pleasing to the eye, and provide a calm, secure atmosphere.
4. 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
RFO 6.103-1;
( x ) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented
by RFO 6.103-2;
( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability
or Expert Services per 41 USC §3304(a)(3) as implemented by RFO 6.103-3;
( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by RFO
6.103-4
( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented
by RFO 6.103-5;
( ) (6) National Security per 41 USC §3304(a)(6) as implemented by RFO 6.103-6;
( ) (7) Public Interest per 41 USC §3304(a)(7) as implemented by RFO 6.103-7;
5. Demonstration that the Contractor s Unique Qualifications or Nature of the
Acquisition Requires the Use of the Authority Cited Above (applicability of
authority): The Washington, DC VA Medical Center Behavioral Health unit on 3DE,
has been cited by the OIG for failure in their behavioral health furnishings and the
heater units. The unit was noted to have bed closures due to the failure of the previous
laminate furnishings, which had peeled and allowed water, soil and pests to intrude.
Additionally, the laminate was splintering, causing the potential for ligature points.
These laminate furnishings were not designed to withstand the level of use and abuse,
either intentional or not, that furniture in a behavioral health unit is subject to. The need
is to purchase MHEOCC-compliant furnishings that meet the goals of the behavioral
health patient care program with the shortest lead time possible to meet the
requirement.
The OIG also cited the Behavioral Health unit for the radiator induction unit covers
were the original 1965 covers, and do not comply with the MHEOC requirements for
holes to be 3/16 or less to prevent a potential Ligature point. At some point in the
past, screens had been placed behind the holes but are now clogged with dirt and
pose an infection control risk. Additionally, the radiator covers do not extend to the
length of the walls, leaving a gap next to the patient bed that was built in with the
laminate, but is also deteriorating, leaving potential ligature points and contraband
spaces. The same issue goes for the aged walls, which have, over the years, settled
and become uneven. This made it impossible to install a squared-off bed next to the
wall without leaving large gaps. The solution was to place wall cladding along the beds
in the same laminate, however, as with the other laminate furniture, the deterioration
has set in, and the gaps require increasingly large areas of caulking, which is both a
safety and infection control hazard.
The solution to these problems is to find a turn-key solution that can address all of the
above; the MEHOC-compliant furnishings, the MHEOC-compliant radiator coverings,
the MHEOC-compliant wall cladding, the MHEOC-compliant wall gap enclosures. All
furnishings should be rotationally molded, weighted or floor-bolted, the wall-cladding
should be 3D-laser measured to minimize gaps, the radiator holes should be 3/16 or
less, the radiator covers should have MHEOC-compliant access panels, the
composition of all cladding and radiator covers should be solid surface. All of the
above must be implemented within the shortest lead time available. Based on extensive market research, it was determined that limited competition is viable for this turnkey solution to the OIG findings.
6. Description of Efforts Made to ensure that offers are solicited from as many
potential sources as possible (including whether a notice was or will be
publicized as required by RFO Part 5 and, if not, which exception under RFO
Part 5 applies): Market Research was conducted by the Subject Matter Expert of the
Washington, DC, VA Medical Center. A direct visual examination of multiple
Behavioral Health furniture product lines at the Center for Health Design Conference.
Seven different manufacturers products were examined, and their literature reviewed.
FMS Services investigated several manufacturers for repair of the heater covers.
7. Determination by the CO that the Anticipated Cost to the Government will be
Fair and Reasonable: Market Research has determined that the price is fair and
reasonable.
8. Description of the Market Research Conducted and the Results, or a
Statement of the Reasons Market Research Was Not Conducted:
Market Research was conducted by a visual examination of multiple Behavioral Health
furniture product lines by the SME, the Supervisory Interior Designer of the
Washington, D.C., at the Center for Health Design Conference. Seven different
manufacturer s products were examined, and their literature reviewed.
After reviewing multiple Behavioral Health Furnishings, a manufacturer was selected
by the interdisciplinary team composed of: Executive Leadership representation,
Behavioral Health providers and staff, Environmental Management leadership and
staff, Infection Prevention Nurses, Nursing Leadership, Facilities Management.
Facilities management was present to represent the portion of the project that includes
the integration of necessary improvements to the heating systems and the wall
cladding.
FMS Services investigated several manufacturers for repair of the heater covers, but
the repair solution was for simple metal covers that did NOT include wall to wall
coverage and was cost prohibitive.
The Vendor is JPL Associates, an SDVOSB VHA vendor with extensive experience
in contracting and project management of installations in VA medical centers,
including Washington, DC. VA medical center.
The partner furnishing manufacturer is Cortech, an American-made, behavioral health
furnishings certified small business, with many years of experience in both behavioral
health and corrections, including several VA facility installations in their portfolio.
Cortech is manufactured in Illinois, USA, and has the fastest turn-around time in the
industry from four to six weeks. Their MHEOC-compliant Summit Series behavioral
health furnishings are ergonomically designed for comfort and are composed of
rotationally molded polyurethane for both durability and ligature resistance. This series
won the Nightingale Innovation Award at the Healthcare Design Conference in 2025.
The Veldura finish is designed to provide additional comfort while remaining cleanable
with hospital-grade solutions for infection prevention. The delta-shaped tabletops are
designed to support group interaction while ensuring staff is able to maintain clear line
of sight. The tabletops are composed of ½ Corian solid surface for durability and
cleanability. The Endurance 2.2 bed is a MHEOC-compliant, one-piece, rotationally
molded bed designed for durability, safety, and infection prevention. It has no ligature
points or contraband-secreting locations and can be cleaned with any hospital-grade
cleaning solution.
All of the above furnishings are able to be both weighted down and/or bolted to the
floor for safety in the behavioral health environment.
The millwork partner manufacturer is Artisan Display, an American-made VOSB, an
American Woodwork Institute Quality Certified Program, also with extensive
experience in both behavioral health and corrections, and several VA facility
installations in their portfolio. Several stand-out features in this manufacturer s
demonstration include a measurement system based 3-D surround laser
measurement for the most precise measurements in the industry. This is critically
important due to the aged walls and floors of the Medical Center where the
nonconformities can create gaps and crevices for contraband or dirt and pests to
enter. This measurement system will be applied to ½ thick Corian solid surface to
ensure the wall cladding and heater covers will adhere securely with the smallest gaps
possible. The Corian solid surface heater covers will meet MHEOC requirements with
3/16 holes and a MHEOC-compliant, tamper-resistant access panel. The Corian solid
surface product will be measured, designed, engineered and manufactured in
Artisan s Pennsylvania facility, and will be transported in their own trucks to the
Washington, DC., Medical Center. This proximity to the medical center will allow the
millwork manufacture timeframe to coincide with the furniture manufacture to provide
the rapid turn-around desired by OIG.
9. Any Other Facts Supporting the Use of Other than Full and Open Competition:
Statute authority codified at 38 U.S.C. 8127(b), (c), and (d), and provides the
authority for VA contracting officers to make awards to SDVOSBs/VOSBs using
restricted competition.
10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition:
Pineapple
11. 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: No actions are planned as this is a one-time
purchase.
12. 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.