REDACTED_JA18-0096_Medcin_LSJ.pdf

Justification and Approval for Other than Full and Open Competition

J&A Tracking No. JA18-0096

1. Identification of the agency and contracting activity:

The Defense Health Agency (DHA), Contract Operations – Health Information Technologies

(CO-HIT), 4130 Stanley Road, Suite 208, Joint Base San Antonio (JBSA), Fort Sam Houston, Texas 78234.

2. Nature and/or Description of Action being approved:

The Government intends to negotiate and award a firm-fixed price contract using FY19

Operations and Maintenance (O&M) funds to Medicomp Systems Inc. (Medicomp), 14500

Avalon Parkway, Suite 175, Chantilly, VA 20151, on a sole source basis for brand-name Medcin software maintenance services in support of DHA’s Solution Delivery Division (SDD). This requirement is a continuation of the current level of effort under contract N65236-15-C-1004, which was awarded to Medicomp on 01 October 2014, and ending on 30 September 2018. The purpose of this requirement is to continue required Medcin software maintenance for DHA without interruption, starting on 01 October 2018.

3. Description of Supplies/Services:

This required renewal of software support is for Medcin software running on the Superdome platform in support of 25,000 users who are part of the Composite Health Care System

(CHCS), Defense Health Information Management System (DHIMS) Integrated Product Team

Lead (IPTL) and Theater Medical Information Program Composite Health Care System Caché

(TC2). This software maintenance effort provides maintenance support for the following:

Medcin clinical knowledge and data engine, version 2, including enhancements to the evaluation and management coding engine made in 2007;

Mappings to ICD-9-CM and CPT-4;

Connection component for Windows Active X, NET versions 1 and 2;

Medcin Active Forms module and Medcin Drawing Tool for use in Armed Forces

Health Longitudinal Technology Application (AHLTA);

Quarterly updates for the Medcin clinical knowledge and data engine to be supplied to the system integrator for integration to AHLTA;

Annual updates to the mapping files for ICD-9-CM and CPT-4; and

MEDCIN Mappings and Application Program Interfaces to support mappings between

MEDCIN and product SNOMED, Rx.

The expected period of performance will occur on date of award for one base year with four one-year (12 month) options; however, new market research will be conducted before each exercise of an option that sufficiently demonstrates that circumstances have not changed and that this requirement is still under a sole source environment and that the exercise of the option is the most advantageous method of meeting this requirement. The FAR Extension of Services clause 52.217-8 will be included in the contract with an estimated value of , if exercised. The

Government intends to negotiate a new firm-fixed price contract using FY19 Operations and

Maintenance (O&M) funds:

The total estimated price of this effort including all options and the Extension of Service Clause is

Base Period 10/01/2018 – 9/30/2019

Option Year 1 10/01//2019 – 9/30/2020

Option Year 2 10/01//2020 – 9/30/2021

Option Year 3 10/01//2021 – 9/30/2022

Option Year 4 10/01//2022 – 9/30/2023

52.217-8 Extension 10/01/2023 – 03/31/2024

4. Statutory and Regulatory Authority Permitting Other Than Full and Open Competition

(see FAR 6.302), or the Specification of the Statutory and Regulatory Provision Providing

Exception to 8(a) Program Competitive Requirements (see FAR 19.805-1): 10 U.S.C.

2304(c)(1) 6.302-1 -- Only One Responsible Source and No Other Supplies or Services Will

Satisfy Agency Requirements

5. Rationale Justifying Use of the Statutory Authority Cited:

Medicomp is the Original Equipment Manufacturer (OEM) of the Medcin software, which is proprietary to Medicomp; therefore, Medicomp is the only vendor capable of providing the needed Medcin software upgrades, licensing, and maintenance and support for unimpeded operation of application. For Medcin, Medicomp does not release the codes to third parties or operate through resellers. According to information received from Medicomp, Medicomp does not authorize any other entity to resell, distribute, or maintain this product. As owner, developer, and sole distributor, Medicomp is the only authorized supplier, and only source to satisfy DHA’s current requirement.

Medcin software provides clinically-contextual information for better decision-making for use at the point-of-care and is an essential part of the legacy system of CHCS. This software has been sustained by Medicomp for the Government since 2008. In support of the DHA GENESIS rollout, SDD Logistics Support is in the process of renewing all of its maintenance and support contracts on proprietary software in support of the CHCS, TC2, and DHIMS programs that support the warfighter and their families’ medical treatment file connectivity across the DHA area of responsibility. These legacy systems, which are near the end of their lifecycle, are configured to utilize Medcin software. To utilize another product at this point would result in a substantial duplication of costs to the Government that would not be recouped by any cost savings that might be experienced by pursuing a competitive effort.

Both Medcin and the DHA legacy systems that Medcin is currently supporting will be replaced within the next five years when the new GENESIS system is rolled out to completely replace the current legacy systems. Furthermore, with the scheduled rollout of GENESIS, Medcin’s role in

DHA will be reduced and eventually replaced as the rollout takes effect. This requirement to renew Medcin software maintenance support is part of the transition effort to maintain existing operations in collaboration with the GENESIS rollout. Without continued renewal of licenses and uninterrupted service for this application, CHCS, DHIMS and TC2 will experience delayed services, severe compatibility issues, loss of data, potential violation of the Authority-to-Operate

(ATO), and forced shut-down of the affected network, which includes patient services. Any pre-mature shut-down of Medcin within the CHCS, TC2, or DHIMS programs would lead to loss of critical patient data and patient services needed to treat and diagnose patients.

6. Efforts to Obtain Competition:

The requested contract will be awarded on a sole source basis to Medicomp. At this time, no effort will be made to solicit from multiple offerors due to the fact that Medcin Software

Maintenance Support cannot be delivered by any other vendor.

7. Determination that Anticipated Cost to the Government will be Fair and Reasonable:

The Contracting Officer will determine that the anticipated cost to the Government will be fair and reasonable through a comparison and analysis of proposed prices with historical prices paid, the Contractor’s list prices, and the Independent Government Cost Estimate, and by analysis of other than certified cost and pricing data provided from Medicomp.

8. Market Research: In accordance with FAR Part 10, market research was conducted to assess the availability of potential resellers of Medcin. Medcin or Medicomp products cannot be found on NASA SEWP or GSA Advantage. A sources sought was posted on Federal Business

Opportunities on 14 August 2018 to verify if authorized resellers are available in the market place. On 17 August 2018, when the sources sought closed; no certified resellers were found and no other responses received. Per letter addressed to SDD from the CEO of Medicomp, Medicomp is the sole owner and source of Medcin; this software and/or maintenance of this software is not available from any other source.

9. Other Facts:

a. Medicomp Systems, Inc. is the sole provider of Medcin.

b. Historical data. N/A.

c. Unusual and compelling urgency. N/A.

10. Interested Sources: To date, there are no other known sources that can provide this type of software maintenance support.

11. Actions to overcome barriers:

The AHLTA and CHCS applications are scheduled to be decommissioned in the next five years as MHS Genesis is being rolled out, but for now the current system, of which Medcin plays an integral part, needs to be maintained until such time. SDD is currently reviewing data on the industry and commercial products to identify software applications that can potentially replace

Medcin’s role.

COORDINATION:

12. Technical/Functional Representative:

I certify that the information provided in this justification, is accurate and complete to the best of my knowledge and belief.

Click here to enter a date.

Contracting Officer Representative

13. Requirements Certification:

I certify that the information provided in this justification, is accurate and complete to the best of

Contracting Officer Representative

14. Fair and Reasonable Cost Determination: I have determined that the anticipated cost to the Government for this contract action will be fair and reasonable on the basis of price comparison with previous pricing under N65236-15-C-1004 as well as the Independent

Government Cost Estimate.

Contracting Officer, Contracting Office - Health Information

Technolgy

15. Legal Review: I have reviewed this justification and have found it to be legally sufficient.

Office of General Counsel

16. Contracting Officer: I certify that this justification is accurate and complete to the best of

Contracting Officer, Contracting Office - Health Information

Technolgy

17. Competition Advocate:

Based on the foregoing justification, I hereby approve the procurement of Medcin Software

Maintenance Support on an other than full and open competition basis pursuant to the authority of 10 U.S.C. 2304(c)(1), subject to availability of funds, and provided that the supplies and/or services herein described have otherwise been authorized for acquisition.

Competition Advocate (J-4)

APPROVAL:

18. Head of Contracting Activity (or designee):

Based on the foregoing justification, I hereby approve the procurement of Medcin Software

Maintenance Support on an other than full and open competition basis pursuant to the authority of 10 U.S.C. 2304(c)(1), subject to availability of funds, and provided that the supplies and/or services herein described have otherwise been authorized for acquisition.

Head of Contracting Activity (HCA) (J-4)