JA - Sole Source SDVOSB CLE Mailroom FTE

Attachment 1: Request for SDVOSB/VOSB Sole Source Justification Format IAW VAAR 819.7008/9

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A)
For
Other Than Full and Open Competition
1. Contracting Activity: Department of Veterans Affairs, VISN 10, Louis Stokes VA Medical Center – Cleveland, Ohio. Organizational Activity: Material Management
Contracting Agency: Network Contracting Office (NCO 10) 2237 Number: 541-27-1-032-0002
2. Nature and/or Description of the Action Being Approved: The Department of Veterans Affairs intends to award a new firm-fixed-price Task Order for one (1) additional full-time equivalent (FTE) Mailroom Support Specialist to be provided by the contractor, Ricoh, in support of the Cleveland VA Medical Center Mailroom. This requirement is driven by a significant increase in workload associated with the transition to the Oracle/Cerner electronic health record system. The contractor-provided FTE will be responsible for processing patient letters by retrieving files from designated drives, printing, operating and maintaining folding/inserting equipment, and performing routine management and basic troubleshooting of Ricoh printers and mailroom automation equipment. The FTE must be knowledgeable of existing Ricoh infrastructure, including associated hardware and software systems. The FTE must also complete required VA privacy training, sign a Confidentiality Certificate, and obtain a VA PIV Card. This Task Order will be issued as a base year plus one 12-month option year, with a total estimated value of approximately $252,792.00. This action is a new award, not a modification to an existing contract. As this is a non-personal services requirement, the contractor shall provide all necessary supervision and oversight for the assigned FTE.
3. Description of Supplies/Services Required to Meet the Agency’s Needs: The Cleveland VA Medical Center requires one (1) full-time equivalent (FTE) Mailroom Support Specialist to manage increased mail processing workload resulting from the transition to the Oracle/Cerner electronic health record system. The contractor-provided FTE will be responsible for retrieving patient correspondence files from designated network drives, printing and preparing outgoing mail, and operating, monitoring, and performing basic break-fix support on Ricoh printing and mail-processing equipment. Duties include operation of mail folding/inserting machines, equipment servicing, and day-to-day oversight of printing and mailing workflows.