Short-term RSO Services Contract for DCVAMC

DEPARTMENT OF VETERANS AFFAIRS Justification for Single Source Awards IAW FAR 13.106-1 For Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K)

Acquisition Plan Action ID:

VA-26-00010680

Contracting Activity: Department of Veterans Affairs, VISN 5, Washington DC VA Medical Center, Brief Description of Supplies/ Services required and the intended use/Estimated Amount: RADIATION SAFETY OFFICER FOR A TIME PERIOD OF 3 MONTH Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: The Radiation Safety Officer (RSO) is a highly specialized position mandated by regulatory agencies to ensure the safe use of radiation within healthcare facilities. At this time, only the current contractor can provide these services due to the following unique characteristics and limitations:

1. New Approval Process and Short Turnaround: The recent implementation of a new contract approval process has significantly lengthened the time required to review, approve, and onboard new contractors. Given the immediate need for uninterrupted RSO coverage, no other contractor can be vetted, approved, and onboarded in the short time available before the current coverage lapses.

2. Extensive Onboarding Requirements: The onboarding process for new RSOs is lengthy and complex, involving background checks, credentialing, training, and familiarization with VA-specific policies and systems. The current contractor is already fully onboarded and integrated into our facility s protocols, while any new contractor would require several weeks to months to complete this process resulting in a critical gap in coverage.

3. Health and Safety of Veteran Patients and Staff: The RSO plays a vital role in safeguarding the health and safety of both veteran patients and staff by ensuring compliance with radiation safety standards, immediate incident response, and ongoing education. Any delay or gap in RSO coverage directly threatens the safety of all individuals in the facility and could result in regulatory violations, exposure incidents, or disruption of essential clinical services.

Conclusion: Due to the unique requirements of the RSO position, the extended time needed to approve and onboard new contractors under the new process, and the paramount need to protect the health and safety of veteran patients and staff, only the current contractor can meet the immediate needs of the facility at this time. No other source can provide the required service without risking regulatory non-compliance and patient/staff safety.

Description of market research conducted and results or statement why it was not conducted: Market research was not conducted for this 3-month bridge contract for Radiation Safety Officer (RSO) services due to the extremely short turnaround time required to maintain continuous regulatory compliance and safety coverage. Additionally, there is a very limited pool of qualified Radiation Safety Officers available in the local Washington DC metropolitan area.

The combination of these factors made it impractical to conduct effective market research without risking a lapse in critical RSO coverage, which could jeopardize the health and safety of veteran patients and staff, as well as result in regulatory non-compliance.

Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.. Charles Willis, Contract Specialist 9/30/2025

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