EMERGENCY REPAIR OF TOSHIBA CT
Added: Dec 18, 2015 3:39 pm DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition (>$150K) Acquisition Plan Action ID: VA256-16-AP-1398 1. Contracting Activity: Department of Veterans Affairs, VISN 16, Michael E. DeBakey VA Medical Center (MEDVAMC, Station # 580) 580-16-1-255-0330 2. Nature and/or Description of the Action Being Processed: Firm-Fixed Price contract for repair of Toshiba CT scanner in the radiology department at MEDVAMC. Unknown fault(s) is causing ring artifacts on the scanned images and therefore the CT is not producing images that are of the required diagnostic quality. No patients can be scanned during this down time. Patients that need to be scanned have had to be rescheduled or wait an excessive amount of time for the sometime life teating diagnostic procedure. 3. Description of Supplies/Services Required to Meet the Agency's Needs: The suspected issues needing attention based on initial inspection by Original Equipment Manufacturer (OEM), Toshiba, are 2 motor brushes need to be replaced and possibly 2 QVC PCB boards, 6V/7V power supplies, control PCB board, and the Optics assembly. The OEM vendor will come on site to repair the unit. Labor, parts, recalibration, and travel are included in the quote. These services are required to bring this diagnostic equipment back to operational specifications. Estimated at $183,643.50. 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 FAR 6.302-1; (X) (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; 5. Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): Suggested source has all software/hardware rights to their units. Toshiba is able to send parts and expertise on site in a timely manner so that this repair can be done quickly and urgently. There is an essential equipment or repair to equipment that is needed at once to preclude impairment of healthcare delivery capabilities or mission performance. Due to the urgent need Toshiba is the only source that should be used. 2. Unusual and Compelling Urgency (FAR 6.302-2) This CT has specialized options that are particular to this CT and therefore these types of image acquisition studies cannot be performed on the other 3 CTs at MEDVAMC. This has caused unacceptable delays to administering patient care. Based on this fact it is imperative this acquisition is processed as soon as possible using the authority at 10 U.S.C. 2304(c)(2). This unusual and compelling urgency precludes full and open competition. Delay in award of the contract would result in serious injury to patients we serve. This injury would be caused by the delay in diagnosis of life teatening conditions. "Accordingly, Toshiba is the only firm capable of providing the supplies and services described in Section III above without the Veteran's Health Administration experiencing unacceptable delays in fulfilling its requirements" 6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Due to the emergent nature of the necessary repairs and the fact the parts and software are proprietary no other company can fulfil the necessary repairs. 7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: The Contracting Officer has reviewed the hourly service rate of Toshiba along with GE, and Philips and found that for maintenance of CT equipment they are within 20% of each other. Therefore I have concluded the cost to be fair and reasonable. The cost of the proprietary parts are also reasonable due to discounted costs from list prices. 8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research was not conducted due to the urgent need for this repair. 9. Any Other Facts Supporting the Use of Other than Full and Open Competition: N/A 10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: N/A 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: Due to the urgent nature of the services required no actions are planned. 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. DEVANG J PATEL 1000543 Digitally signed by DEVANG J PATEL 1000543 DN: dc=gov, dc=va, o=internal, ou=people, 0.9.2342.19200300.100.1.1=devang.patel3@va.gov, cn=DEVANG J PATEL 1000543 Date: 2015.12.17 12:25:18 -06'00' Name: Devang Patel Date Title: Biomedical Engineer Facility: MEDVAMC 13. Approvals in accordance with the VHAPM, Volume 6, Chapter VI: OFOC SOP. a. Contracting Officer's Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. James G Fulks 131108 Digitally signed by James G Fulks 131108 DN: dc=gov, dc=va, o=internal, ou=people, 0.9.2342.19200300.100.1.1=james.fulks@va.gov, cn=James G Fulks 131108 Reason: I agree to specified portions of this document. Date: 2015.12.17 12:37:33 -06'00' James G. Fulks Date Supervisory Contracting Officer DIV I SER B b. Director of Contracting /Designee (Required $150K and above): I certify the justification meets requirements for other than full and open competition. Aaron Villalpando Date NCO 16 Director of Contracting Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 16
12/18/15, 3:39 PM