SOLICITATION NOTICE
R -- Research Subject Fee Reimbursement with BVARI
- Notice Date
- 2/10/2009
- Notice Type
- Presolicitation
- NAICS
- 541712
— Research and Development in the Physical, Engineering, and Life Sciences (except Biotechnology)
- Contracting Office
- Department of Veterans Affairs;VA Boston Healthcare System;Contracting Officer (90C);940 Belmont Street;Brockton MA 02301
- ZIP Code
- 02301
- Solicitation Number
- VA-241-09-RQ-0144
- Response Due
- 2/13/2009
- Archive Date
- 2/14/2009
- Point of Contact
- CHERI K. WICKS<br />
- Small Business Set-Aside
- N/A
- Description
- The Department of Veterans Affairs, VA Boston Healthcare System, has a requirement for subject fee reimbursement coordination, audit, and management. A fixed price contract with a base of March 1, 2009 through September 30, 2009 with four (4) options is anticipated and shall be awarded. It is the Government's belief that only the Boston VA Research Institute (BVARI) possesses the required capabilities to successfully meet this requirement. It is the Government's intention to solicit and negotiate only with this source. Please refer to the Sole Source Justification. This is not a solicitation; it is notice of intent to sole source a requirement. Inquiries/information received after the established deadline shall not be considered. The submission of any data for review shall not impede award of this contract as planned. The Government does not intend to pay for information solicited. This synopsis is issued pursuant to FAR 6.302-1. JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION 1. Identification of the agency and the contracting activity: The agency is the Department of Veterans Affairs. The activity is the Boston VA Medical Center. 2. Nature and/or description of the action being approved: The nature of the action is a sole source solicitation to Boston VA Research Institute, Inc. (BVARI) for research subject fee reimbursement. 3. The description of the supplies or services required to meet the agency's needs (including the estimated value): Various research entities within the VA Boston Healthcare System need a service to pay, monitor, audit, and ensure compliance with Federal income tax regulations, for when research subjects receive compensation of travel and project related expenditures. The estimated total value of this service is $99,999.00 or approximately $14,285.57/month for the initial base period. 4. Identification of the statutory authority permitting other than full and open competition: FAR 6.302-1, 41 USC 253(c)(1) Only One Responsible Source 5. Demonstration of the contractor's unique qualifications: Based on sensitive, protected health information (PHI) and Health Insurance Portability and Accountability Act of 1996 (HIPAA) requirements, it has been established that BVARI be responsible for these costs (See Public Law: 45CFR160.10, 45CFR164.501 and PL 104-191: HIPAA). BVARI has established a mechanism to provide these subject payments while in compliance with VA IT Security issues, HIPAA requirements as well as IRS regulations. 6. Description of efforts made to ensure notice was or will be publicized as required by subpart 5.2 (copy attached) and, if not, which exception under 5.202 applies: This requirement is expected to exceed $25, 000 and in accordance with FAR 5.201(b)(1) a notice will be posted through FBO. 7. Determination by the contracting officer that the anticipated cost to the government will be fair and reasonable: Subject fee reimbursements range between a minimum of $100 and maximum of $5,000. The fees are determined by the study size. Sufficient reviews and audits are in place to ensure fees paid are fair and reasonable. Additionally, BVARI is a non-profit institute and as such will not be charging any overhead. 8. Description of the market survey conducted (i.e., names of firms and date(s) the firms were contacted) and the results or a statement of the reasons a market survey was not conducted: To ensure regulatory compliance, this acquisition is required to be placed with BVARI; no market research was conducted. 9. Any other facts supporting the use of other than full and open competition, such as an explanation why technical data packages, specifications, or engineering descriptions, statements of work, or purchase descriptions suitable for full and open competition have not been developed or are not available: Requirements for research endeavors are very specific in nature and frequently there is only one responsible source. There is little the agency could do to open this requirement to competition since it is a requirement of Title 38 that awards be made to affiliated institutions. 10. A listing of the sources, if any that expressed, in writing, an interest in the acquisition: None to date. 11. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required: This contracting activity will continue to encourage full and open competition whenever possible.
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