-20810.pdf

VHAPM Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under the SAT

VHAPM Part 813.106 Page 1 of 5 Original Date: 08/30/17 Revision 01 Eff Date: 04/23/2018

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:__36C262-20-AP-1995, 36C262-20-AP-2102, and 36C262-20-AP-2333__

1. Contracting Activity:

The Department of Veterans Affairs, VISN 22, Network Contracting Activity, 5901 East 7th Street, Long Beach, California

As requested by the VA San Diego Healthcare System, VA Loma Linda Healthcare System and VA Long Beach Healthcare System will enter in a Purchase Order that requires justification for other than full and open competition, PR 664-20-2-074-0025, PR 605-20-2-5044-0108 and PR 600-20-2-155-0025.

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount:

This is a request for other than full and open competition for the procurement of Krames on Demand Internet (KODi) System from Krames Staywell Company. Renewal of existing contract of Krames On-Demand Patient Education Application Software, License Renewal KODi Enterprise Wide Solution, Custom Content · Builder (Package includes 9,400 Health Sheets and Drug Sheets in English and Spanish, One Back-up CD, Krames Kiosk, Discharge Instructions in three additional languages: Chinese, Russian and Vietnamese), in addition to hosting of Krames On-Demand Internet License Renewal.

The Performance period is as follows:

April 30, 2020, through Apr 29, 2021 (Base Year), April 30, 2021, through Apr 29, 2022 (Option Year I), April 30, 2022, through Apr 29, 2023 (Option Year II ), April 30, 2023, through Apr 29, 2024 (Option Year III, ), April 30, 2024, and through Apr 29, 2025 (Option Year IV).

The anticipated price to the Government is as follows:

BASE YEAR

Item # Description/Part Number VA Medical Center Qty Unit Unit Price Amount

The Krames on Demand Patient Education Application and Licensing

VA San Diego 1 Yr $ 7,787.10 $ 7,787.10

The Krames on Demand Patient Education Application and Licensing

VA Loma Linda 1 Yr $ 7,787.10 $ 7,787.10

The Krames on Demand Patient Education Application and Licensing

VA Long Beach 1 Yr $ 8,662.20 $ 8,662.20 https://www.acquisition.gov/?q=/browse/far/13

VHAPM Part 813.106 Page 2 of 5

Revision 01 Eff Date: 04/23/2018

TOTAL $ 24,236.40

OPTION YEAR 1

The Krames on Demand Patient Education Application and Licensing

VA San Diego 1 Yr $ 7,942.84 $ 7,942.84

The Krames on Demand Patient Education Application and Licensing

VA Loma Linda 1 Yr $ 7,942.84 $ 7,942.84

The Krames on Demand Patient Education Application and Licensing

VA Long Beach 1 Yr $ 8,835.44 $ 8,835.44

TOTAL $ 24,721.12

OPTION YEAR 2

The Krames on Demand Patient Education Application and Licensing

VA San Diego 1 Yr $ 8,101.70 $ 8,101.70

The Krames on Demand Patient Education Application and Licensing

VA Loma Linda 1 Yr $ 8,101.70 $ 8,101.70

The Krames on Demand Patient Education Application and Licensing

VA Long Beach 1 Yr $ 9,012.15 $ 9,012.15

TOTAL $ 25,215.55

OPTION YEAR 3

The Krames on Demand Patient Education Application and Licensing

VA San Diego 1 Yr $ 8,263.73 $ 8,263.73

The Krames on Demand Patient Education Application and Licensing

VA Loma Linda 1 Yr $ 8,263.73 $ 8,263.73

The Krames on Demand Patient Education Application and Licensing

VA Long Beach 1 Yr $ 9,192.40 $ 9,192.40

TOTAL $ 25,719.86

OPTION YEAR 4

The Krames on Demand Patient Education Application and Licensing

VA San Diego 1 Yr $ 8,429.01 $ 8,429.01

VHAPM Part 813.106 Page 3 of 5

Revision 01 Eff Date: 04/23/2018

The Krames on Demand Patient Education Application and Licensing

VA Loma Linda 1 Yr $ 8,429.01 $ 8,429.01

The Krames on Demand Patient Education Application and Licensing

VA Loma Beach 1 Yr $ 9,376.24 $ 9,376.24

TOTAL $ 26,234.26

The total price for the Base and 4 One-Option years is $126,127.19.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used:

Krames on Demand provides unique characteristics are as follows:

• The application allows the user to customize patient education materials to the unique features of the hospital including outpatient, inpatient and specialty clinic as well as VISN/regional level to be specific to resources available, treatment options and VHA guidance on specific diseases and disorders.

• The application also allows the user to create folders of frequently used content to allow staff to save valuable patient time by opening the documents they need directly from folders reducing search time.

• The application allows the user to build custom content from scratch allowing the VA San Diego to create content specific to the facility and its unique features, VA specific resources and new and changing campaigns such as Whole Health.

• The application allows staff to independently create folders of health information sheets of specific health topics at the point of care, enabling VASDHS front line staff to save time and customize to the patient in front of them. VASDHS has many specialized clinics well that benefit from customizing handouts and having them in one location for easy access.

• The custom folders allow staff to save time and quickly retrieve the health information sheets to use at the point of care to provide patient education even faster than facility/VISN folders. The application currently houses several custom folders for individual staff, departments, VASDHS facility and VISN that are actively being utilized.

• The application also allows the user to personalize the instructions to meet the individual patient's plan of care at the bedside which improves patient centered care and communication from VASDHS to the Veteran. Improved communication and patient education is a FY20 and future goal for all VASDHS. This application and personalization will help improve VASDHS Veteran perspectives on communication with their healthcare team, improved understanding of the plan of care and next steps and ultimately improve health outcomes.

• The application also allows for direct links to Computerized Patient Record System (CPRS) for easy accessibility to front line staff to get the document on their computer while in front of the Veteran and in the middle of documentation. The clinician can print from the link and see the handout to teach from at the bedside giving more accurate and easier to understand information that is standardized for all patients with similar diagnosis.

It is critical and essential for the VA Medical Centers to provide factual, evidence-based information to the veterans and families so they can treat their medical conditions correctly when they are back home. The application software helps the VA staff provide information that helps the veterans treat their medical conditions and improve their self-care skills at home. Accurate and thorough education helps to prevent patients from coming

VHAPM Part 813.106 Page 4 of 5

Revision 01 Eff Date: 04/23/2018 back to the hospital for the same issue because they treated their condition incorrectly. The VA hospital and its staff must prevent incorrect medical information from getting to veterans which could risk their health, wellbeing and potentially their life. For example, as concerns for COVID-19 are rising and information updates daily, the VA must provide accurate, up to date information to Veterans. The Center for Disease Control and Prevention (CDC) is one source but has not provided comprehensive information for patient education use. Krames developed and made their COVID-19 patient education available to all subscribed users. The KODi software has been used to edit the COVID-19 hand-out to add additional instructions to the vulnerable population of Dialysis patients served. This document was then shared with other VISN facilities for their Dialysis patients. The software was also used to edit for Emergency department patients. This is vital as misinformation has been shared widely via media and the internet. Accurate information is critical for all diagnosis and care as well as the current and evolving COVID-19 situation/epidemic.

Last, the VA San Diego, VA Loma Linda and VA Long Beach have invested a lot of funding in this application and a new application may not work with the information already provided and invested for the past five years. This new requirement is a continuation of this application. The total price for the Base and 4 One-Option years is $126,127.19. The estimated dollar amount for the previous contract GS-02F-0106Y VA262-15-F-3024 is in the amount of $256,032.00 which include the base and 4 One-Year Options.

Description of market research conducted and results or statement why it was not conducted:

Other options have been explored. However, nothing available is comparable to meet the need for customizable health information sheets since the VA needs an application that can provide all the unique characteristics stated above.

Additionally, the Contract Specialist did the following Market Research:

a. Posted a Request for Information (RFI) in Contract Opportunities on 02/27/2020 and it closed o 03/05/2020. Only 1 response was received, and it was from StayWell Company, LLC.

b. Posted another RFI in Contract Opportunities on 03/05/2020 and it closed on 03/11/2020. Only 1 response was received, and it was from StayWell Company, LLC.

c. Posted another RFI in Contract Opportunities on 03/16/2020 and it closed on 03/18/2020. Only 1 response was received, and it was from StayWell Company, LLC.

d. Researched SBA for SDVOSB under NAICS 511130 and 154 vendors were found under this NAICS code.

i. The Contract Specialist contacted 2 SDVOSB on 03/19/2020 and both vendors responded that they did not provide these products and/or services.

e. Researched SBA for SDVOSB under NAICS 511210 and 1,383 vendors were found under this NAICS code.

i. The Contract Specialist also contacted 2 SDVOSB on 03/19/2020 and both vendors responded that they did not provide these products and/or services.

f. Posted a RFI in GSA Ebuy under schedule 76 760-1 on 03/05/2020 and it closed on 03/11/2020.

No responses were received.

VHAPM Part 813.106 Page 5 of 5 Original Date: 08/30/17 Revision 01 Eff Date: 04/23/2018

g. Posted a RFI in NASA SEWP on 03/05/2020 and it closed on 03/11/2020. No responses were received.

h. FPDS was also researched and the Contract Specialist found the Krames Application requirement has been awarded in the past to the Staywell Company LLC.

i. Furthermore, VetBiz was also searched and 51 SDVOSB vendors were found under NAICS 511130.

i. The Contract Specialist contacted 2 SDVOSB on 03/16/2020 and both vendors stated that they did not provide these products and/or services.

j. Last, VetBiz was researched again and 416 SDVOSB were found under NAICS 511210.

i. The Contract Specialist contacted 2 SDVOSB on 3/18/2020 and both vendors stated that they did not provide these products and/or services.

In accordance with FAR13.106-1(b)(1)(i), this memorandum explains the absence of competition for this acquisition, contracting officers may solicit from one source if the contracting officer determines that the circumstances of the contract action deem only one source reasonably available. This requirement will be awarded as a Sole Source to Staywell Company LLC., which is a Large Business and they have exclusive licensing agreements, they are the Original Equipment Manufacturer and only distributor for the Krames Application Software and Licensing. Staywell Company, LLC., also provided a licensing rights letter on 02/26/2020.

4. 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.

Note: COs are required to make a determination of price reasonableness IAW FAR 13.106-3. See the S19 Open Market (FAR13) Award Documentation Form with Abstract to document price reasonableness.

Name Date Title

03-30-2020 https://acquisition.gov/far/current/html/Subpart%2013_1.html#wp1125466 https://vaww.pclo.infoshare.va.gov/PMWeb/S19%20Open%20Market-FAR13%20Award%20Documentation%20Form.pdf