36C10A21Q0211_1.docx

SUBJECT*

COVID-19 VOCERA MESSAGING SYSTEM (VA-21-00059174)

GENERAL INFORMATION

Technology Acquisition Center - Austin

1701 Directors Blvd, Suite 600 Austin TX 78744

POINT OF CONTACT*

Contract Specialist Anthony D Browner anthony.browner@va.gov 512-981-4219

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Special Notice Special Notice

DESCRIPTION

Special Notice

Control Number VA-21-00059174

JUSTIFICATION

FOR AN EXCEPTION TO FAIR OPPORTUNITY

1. ContractingActivity: Department of Veterans Affairs(VA) Office of Procurement, Acquisition, and Logistics Technology Acquisition Center 1701 Directors Blvd Austin, TX78744

2. Description of Action: The proposed action is for a firm fixed priced delivery order issued under the National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP) V Government-Wide Acquisition Contract (GWAC) to acquire brand name Vocera Communications software, hardware, installation, training, warranty and technicalsupport.

3. Description of the Supplies or Services: The Department of Veterans Affairs (VA), Albany Stratton VA Medical Center has a requirement to replace its current technologically obsolete internal/external pager system. No current market solutions that can interface or augment the existing VA hardware/software installed necessitating a complete replacement of current infrastructure. VA requires communication badges for hands free communication (voice/messaging) between the clinical care team and nursing staff to coordinate patient care. This functionality alone is critical to mitigating the spread of COVID-19 in isolated rooms; operating rooms, and other spaces where the use of a conventional phone, smart phone, or pager is no longer practical due to COVID-19 restrictions. VA requires a replacement of the current pager system with a complete end to end platform that is acceptable by Federal Communications Commission (FCC) guidelines, protects Personal Health Information (PHI) and Personally Identifiable Information (PII), and meets Government System Architecture OperationalNetworkcybersecurityrequirements.Specifically,VArequiresprocurement of a perpetual Vocera Enterprise License for 350 concurrent users, hands free badges and servers for voice, messaging, and clinical care team coordination. The Contractor shall install the Vocera software on the Vocera servers and provide training and technical support. Technical support includes initial and post deployment support, software and hardware maintenance, 24x7 telephone and online support and technical consultation, onsite and remote resolution of issues, and repair of hardware. Deployment of the hardware and software licenses is required 30 ARO. This period of time is required for installation and configuration of the software. These licenses and warranties support period will start after successful deployment and extend for a 24- month period. The total estimated value of the proposed actionis

4. Statutory Authority: Pursuant to Federal Acquisition Regulation (FAR) 16.505(a)(4), thefollowingbrandnamerequirementisbeingjustifiedandapprovedasanexceptionto fair opportunity under the statutory authority of Section 41 U.S.C. 4106(c)(2) as implemented by FAR 16.505(b)(2)(i)(B), entitled “Only one awardee is capable of providing the supplies or services required at the level of quality required because the supplies or services ordered are unique or highlyspecialized”.

JA Template - FAR Part 16.5 _AUG_05_2019

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5. Rationale Supporting Use of AuthorityCitedAbove: Based on extensive market research, as described in paragraph 8 of this document, it was determined that only Vocera, or an authorized reseller can provide the hardware, software, and installation, training, and technical support. Only Vocera, or an authorized reseller can provide a complete end to end platform that is considered acceptable under the updated FCC guidelines for use of pagers by medical facilities, which requires Federal entities to controlandsustainemergencycommunicationswithout3rdpartydependencies(cellular service providers). This is a critical requirement as VA must ensure ability to contact medical personnel for recall purposes. Only Vocera can meet this critical requirement. Additionally, only Vocera can meet the following functional requirements to enable hands free communication at an enterprise level: the ability to call by job role/function and ability to provide a rules engine to ensure the alerts to the relevant care giver are prioritized. Vocera’s solution does not require the use of a smart phone-based application that depends on smartphones infrastructure and corresponding carriers and providers. Use of the smart phone based application does not protect PII and PHI or other mandated cyber security requirements within the Government System Architecture Operational Network. Therefore, only Vocera solution can ensure VA’s communication system meets PII, PHI, and security architecture requirements. Lastly, Vocera is the only solution that is FIPS 140-2 certified and which can meet Federal requirements.

VA requires installation, training, warranty and technical support of the Vocera solution. Only Vocera or its resellers can provide the necessary support because of the propriety nature of the technology required to troubleshoot, diagnose and configure the Vocera software and hardware. Because of the proprietary nature of Vocera software and hardware other manufacturers will not have access to the source code and databases required to provide installation or technical support. Based on market research, as described in Section 8 of this document, it was determined that limited competition is viable among resellers.

VA has no avenue for continued use of the current infrastructure (one way paging system in place). Failure to replace the current infrastructure and procure the brand name Vocera Communications software, hardware, installation, training, warranty and technical support would risk current equipment failure resulting in facilities failure to call back critical personnel responsible for Veterans lives.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in section 8 of this document. This effort did not yield any additional sources that can meet the Government’s requirements. Competition among authorized resellers is anticipated.Procurementdatadoesnotincludeanyunnecessaryrequirementsthatmay inhibitcompetition.

7. Actions to Increase Competition: In order to remove or overcome barriers to competitioninfutureacquisitionsforthisrequirement,VAwillcontinuetoconduct additional market research so that other software solutions can beconsidered.

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8. Market Research: Market research efforts were conducted by VA technical experts in May 2021. VA’s technical experts reviewed similar messaging systems offered by alternativemanufacturers,includingSPOKandPhilipssoftware..Whiletherearesimilar solutions offered from alternative vendors, only Vocera, or an authorized reseller can provide a complete end to end platform that allows Federal entities to control and sustain emergency communications without 3rdparty dependencies. Additionally, only Vocera can provide a hands free enterprise level solution that offers the functionality to call by job role/function and ability to provide a rules engine to ensure the alerts to the relevant care giver are prioritized. Lastly, Vocera is the only solution that is FIPS 140-2 certified and which can meet Federal requirements. Utilization of a different brand name system would pose a significant risk to the VA/Government in its ability to provide care to the Veteran as detailed in Section5.

9. Other Facts:N/A.