Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF MARCH 10, 2016 FBO #5221
DOCUMENT

D -- Cable Television Services - Justification and Approval (J&A)

Notice Date

3/8/2016
 

Notice Type

Justification and Approval (J&A)
 

NAICS

515210 — Cable and Other Subscription Programming
 

Contracting Office

Department of Veterans Affairs;James J. Peters VA Medical Center;Network Contracting Office 3 (10N3NCO);130 West Kingsbridge Road;Bronx NY 10468-3904
 

ZIP Code

10468-3904
 

Solicitation Number

VA24316Q0225
 

Archive Date

2/29/2016
 

Point of Contact

Charline Cox
 

Small Business Set-Aside

N/A
 

Award Number

VA243-16-C-0041
 

Award Date

12/31/2015
 

Description

Chapter VI:Other Than Full and Open Competition (OFOC) SOP Attachment 3: Request for Sole Source Justification Format >$150K DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Fulland Open Competition (>$1SOK) Acquisition Plan Action I D:632-16--1-6800-0001VA243-1&-AP-0476 1. Contracting Activity: Department of Veterans Affairs,VISN 3 Network Contracting Activity James J. Peters VA Medical Center, 130 W. Kingsbridge Road,Bronx, New York 10468 2.Nature and/or Description of the Action Bei ne Processed: This is a request for other than full and open competition for the procurement of continuation of subscription to existing Cable TV Utility services from cablevision under Transaction 632-16--1-6800- 0001.NORTPORT VAMC patients and patient-care depend upon TV service continuation. Outline of Options: This is a Base year + 4 option years $473,280 total estimated cost 3.Description of Supplies/Services Requ i red to Meet the Agency's Needs: Provide Cable 1Vservice, with optional internet and telephone service, to the Main Campus of the Northport VA Medical Center, 79 Middleville Road, Northport NY 11768. Provide digital cable 1V service to community-based outpatient clinics (CBOCS) and Veterans Centers located at Patchogue, East Meadow, Hicksville, Valley Stream, Babylon and Bayshore. 4.Statutory Authority Permi tting Other than Full and Open Competition: ( X ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per FAR 6.302-1; ( ) (2) Unusual and Compelling Urgency per FAR 6.302-2; ( ) (3) Industrial Mobilization,Engineering,Developmental or Research Capability or Expert Services per FAR 6.302-3; ( ) (4) International Agreement per FAR 6.302-4 ( ) (5) Authorized or Required by Statute FAR 6.302-5; ( ) (6) National Security per FAR 6.302-6; ( ) (7) Public Interest per FAR 6.302-7; S.Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (appllcabfl!ty of authority): OFOC SOP Revision 04 Original Date: 03/22/11 Revision 04 Date: 10/01/2015 Page 1of 6 Chapter VI:Other Than Full and Open Competition (OFOC) SOP Attachment 3: Request for Sole Source Justification Format >$1SOK 1.Analog (non-digital) service is necessary for all patient TVs and waiting areas at the main campus so that cable boxes,which are not hospital-grade, are not required in the patient and waiting rooms. Boxes in patient rooms would require the mounting of shelves, annual electrical safety testing, and on-going maintenance, all of which would be prohibitive since we do not have the resources to provide them. 2.Cable service would also require the capability to provide internet and/or telephone service in addition to TV for those individual patients in individual rooms,particular1y in the Community Living Centers,optingto personally subscribe to the additional services. 3.Digital Service (Television, Telephone and Internet) needs to continue to be available to certain designated buildings, residences, apartments and offices on campus which currently subscribe to the service and for any new subscribers in the future,as well as to each of our CBOCS and Vet Centers. 4. All existing Cablevision infrastructure at the main campus would need to be removed in it's entirely by any new cable provider, including all cabling underground,running through tunnels, or found in underground vaults situated aroundthe property. We cannot abandon such infrastructure in place as each contract renewal would potentially add more and more abandoned cables to the tunnels and underground passageways. 6.Description of Efforts Made to ensure that offers are solicited from as manv potential sources as deemed practicable: 1.The Main Campus is situated over a large area of multiple medical center buildings, many of which are connected by tunnel corridors and many of which are not connected by tunnel. As such, the distribution system's cabling (separate analog and digital feeders as described above) must be trenched from Middleville Road underground through conduit,through cable system vaults/manholes,through interconnecting tunnels, within the buildings into communication closets,and then from the closets to the TVs themselves. Distribution equipment is located throughout the campus, typically in Biomedical Engineering Closets located in Nursing Units on each floor, in Engineering Closets along the tunnelways in the tunnels themselves, and in dedicated Cable Service boxes/vaults on the grounds and secured under protective covers. The existing distribution system and equipment, including all cabling under the ground, in tunnels and within buildings is owned by Cablevision. If a company other than Cablevision is selected the cabling infrastructure would need to be removed in its entirety by the new offeror before their new system could be installed. The pre-existing system shall not be abandoned in place per Chief, Engineering Service, as there is no space for additional cabling, and the result would be cumulative over multiple 5-year contract cycles in the Mure. 2.There is a high additional, intangible associated cost involved with converting to a new company. All of the extensive installation work,including re-trenching, working in manholes, running cables through busy tunnels with patient traffic,may involve months of work and would need to be supervised at all times by limited Biomedical staff,and in some cases would involve the Fire Department as well with respect to confined spaces, the associated training and permits to be issued. The associated manpower resources and cost would be in addition to the cost of the service contract and would be borne by the medical center. As such, it would need to be weighed against any cost advantages of another company's contract. OFOC SOP Revision 04 Original Date:03/22/11 Revision 04 Date:10/01/2015 Page 2 of 6 Chapter VI:Other Than Full and Open Competition (OFOC) SOP Attachment 3: Request for Sole Source Justification Format >$1SOK 3.Cablevision is the only TV service provider on Long Island which offers Analog (FTP) TV service, including a 70+ channel lineup, which does not require cable boxes to operate each TV,while offering the capability for individual patients to set up and pay for their own personal internet and/or telephone accounts. 4.Internet hotspots for customers are also an offshoot of having a cable infrastructure,though not covered by this contract. As such, all of this additional service we are currently providing to our customers would cease to function and would need to be converted to a different company should another company be selected. 5.Additionally, at the present time this vendor has been providing these services to the campus for over ten years. The selected vendor already has installed equipment, wiring, ancillary equipment etc. on station providing this service. Using this selected vendor eliminates the cost for a new vendor to mobilize and install their equipment,lead time for mobilization,and interruption of services to our veterans. Therefore there are no other vendors other than Cablevision,with the capability to begin full contract performance immediately upon award. Thus efforts were made to obtain competition with the other three major cable companies in the Northport, NY area. However,only one responsible source:Cablevision is capable of meeting the minimum requirements for the provision of this service within an acceptable timeframe.Northport VA Medical Center desires to make our veterans stay more enjoyable and make their hospital stay as comfortable and relaxing as possible with the best programming available within our budget without interruption of service. Consequently, there is not enough funding set aside for switching cost for those 5 years. 6.NC03 seeks award to a vendor who will continue the operational capabilities of the medical treatment facilities TV services,lower the cost of providing the servicesif possible and eliminate any interruption of services.By awarding to this vendor, VISN 3 believes that there will be fewer operational problems,continued excellent communications,continued excellent efficiency within the facility and continue with a minimal number of complaint concerning TV services. 7.Determi nation by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: The quote is considered a fair and reasonable price and offers the best value to the United States government. The anticipated price to the Government is estimated to be $ 7,888 per month,or $ 94,656 annually for the main medical center. Any other vendor will add an unreasonable cost to the Government for de-install,re.install other vendors' equipment. The removal of existing cablevision infrastructure is located below ground throughout our Multi-acre facility and throughout our extensive tunnel system and would need to be removed if not utilized, rather than abandoned by another company. Replacement of such a large system would also come at significant cost in terms Of planning, oversight by VA staff, safety, security and disruption. Based on all the information gathered through market research, the contracting officer determined that the services required by the government were commercial;that there was no reasonable expectation of receiving offers from two or more small business sources with the capability to immediately begin performing the requirement. Given the timeline,it is unrealistic to competitively solicit a requirement of this complexity and expect an unknown source to perform the services without excessive cost and interruption of television services. Thus for the reasons stated, Cablevision must continue to be the sole provider of the cable services we require. OFOC SOP Revision 04Page 3 of 6 Original Date: 03/22/11 Revision 04 Date: 10/01/2015 Chapter VI:Other Than Full and Open Competition (OFOC) SOP Attachment 3: Request for Sole Source Justification Format >$1SOK 8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: After conducting an Internet search, it appears that there are only four entities which provide TV service via cable or satellite to large institutions such as ours, Cablevision, Verizon, Dish Network and Direct TV. Verizon was not capable of providing the service, due to the fact that they do not provide cable services in that area of Northport NY. Dish and DirecTV, stated that due to the complexity of requested service, that both companies needed to contact local direct technicians to handle the cable services. Therefore, scouting out local techs would delay things further and still most likely provide no resolution as thejob is too complex and costly for a local technician to handle.However, Dish stated that the requested services is too huge,they are only capable of providing dish services for at least four televisions for Commercial Businesses for zip code 11768 for Northport NY. In essence, the requesting job is very technical and would need additional time and labor to complete by the other two vendors. Direct TV, gave an estimate in the amount of $125,000 additionally for wiring, infrastructure and de-intalling. All but Cablevision would require digital service and cable/satellite boxes in each TV room to control the TVs. Dish and Direct TV only provides the cable services for zip code 11768 for Northport NY. The satellite companies would not be able to offer internet and telephone to private patients who wish to personally subscribe since they are one-way systems. The only remaining company which can provide analog service with no cable boxes for all the patient and waiting room TVs, as well as internet and/or telephone service to those patients who wish to subscribe, and which would not be required to remove all existing cabling and cable equipment infrastructure from the entire campus would be Cablevision, since they are the current provider with all of their infrastructure already in place. 9.Any Other Facts Supportingthe Use of Other than Full and Open Competition: The following are barriers that can make it more difficult for switching costs for the VA Medical Center ifanother Vendor is selected: oThe dissatisfaction or frustration with the new Cable Company oThe financial cost of switching oThe time and hassle involved in switching oProduct/Services differentiation with another Cable Source oChange in Service and Support from Customer Service or Technical Support which could be challenging In essence, if another vendor is utilized for the requested services the following factors will arise: oRemoval of cable from all underground conduits, manholes and vaults oPay Cablevision to remove all of their hardware from communications closets, other cable box locations, tunnels, vaults and manholes OFOC SOP Revision 04Page 4 of 6 Original Date: 03/22/11 Revision 04 Date: 10/01/2015 Chapter VI:Other Than Fulland Open Competition (OFOC) SOP Attachment 3: Request for Sole Source Justification Format >$150K oSupervision of cable removal in tunnels oSupervision of cable from grounds These are a list of some crucial services, that will need additional funding if another source is selected. Northport VA Medical Center desired to make the veterans stay more enjoyable and make their hospital stay as comfortable and relaxing as possible with the best programming available within our budget. 10.Listing of Sources that Expressed,InWriting,an I innterest Inthe Acquisition: None other than Cablevision 11.A Statement of the Actions I if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required: A third-party source would never be qualified to support this system,per statements in Paragraph 5; therefore, there are no barriers to be removed to open competition. Nothing VA can do until another service provider with analog capability as well as telephone and internet capability (for patient's private subscriptions) establishes itself on Long Island. OFOC SOP Revision 04 Original Date: 03/22/11 Revision 04 Date: 10/01/2015 Page s of 6 Cherie Widger-Kresge 336226 Digitally signed by Cherie Widger-Kresge 336226 DN: dc=gov, dc=va, o=internal, ou=people, 0.9.2342.19200300.100.1.1=cherie.widger-kresge@va.gov, cn=Cherie Widger-Kresge 336226 Date: 2015.12.28 13:44:05 -05'00'
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BroVANAP/VAMD/VA24316Q0225/listing.html)
 

Document(s)

Justification and Approval (J&A)
 

File Name: VA243-16-Q-0225 VA243-16-Q-0225_2.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2604641&FileName=VA243-16-Q-0225-002.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2604641&FileName=VA243-16-Q-0225-002.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN04042945-W 20160310/160308234838-d0e097c40ce84b7fd5ec2cfdd3866049 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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