JA 36C10B21F0210 P00003 COWS Out of Scope Modification_Redacted.pdf

CONTROL NUMBER VA-24-00096551

JA Template_FAR 16.5_(17-JAN-2024)

JUSTIFICATIONFOR AN EXCEPTION TO FAIR OPPORTUNITY

1. Contracting Activity: Department of Veterans Affairs (VA) Office of Procurement, Acquisition, and Logistics Technology Acquisition Center 23 Christopher Way

Eatontown, NJ 07724

2. Description of Action: The proposed action is for issuance of a firm-fixed price modification to pre-existing Delivery Order 36C10B21F0210 with MicroTechnologies, LLC. under its National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP) V Government-Wide Acquisition Contract (GWAC) NNG15SC42B, for continuation of the leasing of Computers on Wheels Systems (COWS).

3. Description of the Supplies or Services: VA Caribbean Healthcare System (VACHS), San Juan, Puerto Rico has a requirement to add option periods to the existing Delivery Order to support continuation of the lease of 177 fully assembled COWS mobile workstations. Specifically, VA intends to create a new 6-month Option, with 3 subsequent 1-month options, extending the existing contract for no more than 9 months.

Under these options, the Contractor shall continue to provide continued leasing and support to image, fully configure (as applicable), provide on-site maintenance, telephone point of contact, and training for the use of the equipment for the deployed 50 TouchPoint Medical Access Point or equal mobile workstations Model Number TPM-C- 18580 and 127 TouchPoint Medical Access Point mobile workstations Model Number 18547 with wireless scanners and storage bins.

As noted above, the Period of Performance for this proposed action shall 9 months, extending the existing Delivery Order to 45-months. The total estimated value of the proposed action is

4. Statutory Authority: The statutory authority permitting an exception to fair opportunity is Section 41 U.S.C. 4106(c)(3) as implemented by the Federal Acquisition Regulation (FAR) 16.505(b)(2)(i)(C) -source basis in the interest of economy and efficiency because it is a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order.

5. Rationale Supporting Use of Authority Cited Above: Based on market research as described in section 8 of this document, there is no expectation of competition for the proposed action. Specifically, no source, other then the proposed contractor can meet the Governments timeliness or technical requirement as economically or efficiently as the proposed source.

On July 28, 2021 the VA Technology Acquisition Center competitively awarded the existing Delivery Order. Under this effort was provided with lease and services for Computers on Wheels (COWS) for the VA Medical Center. COWS are essential

Lease of Computers on Wheels Systems Control Number VA-24-00096551 Out of Scope Modification medical devices used by clinical staff daily for all aspects of patient care. They are used for admission history, physical evaluation documentation, documentation of daily rounds with patients, and to enter orders in electronic health record including treatment changes. The COWs are used by doctors and nurses for bedside patient care documentation and most importantly, for medication administration. As part of the cart configuration, ancillary devices provide support for latest Health Information Technology and Bar Code Medication Administration Equipment standards, thereby increasing the efficiency in administration of medication at the inpatient setting that complies with the necessary standards for medication management. The carts are also used to document admission assessments, daily re-assessments, local care of wounds, and to comply with electronic consent and the vital signs monitoring as per patient care requirements.

Data entry done using the COWs is automatically and wirelessly incorporated into the electronic patient record. Essentially these carts are an all in one solution to providing direct healthcare to the Veteran.

VA is currently in the midst of recompeting the effort for the next iteration of this contract, however, the existing Delivery Order expires on July 27, 2024. While VA is working to put a new competitive Order in place, and the order may be placed timely, due to the geographic limitations and constraints, VA must modify the existing contract to allow for the long lead time required to deliver the new iteration of carts. Specifically, the carts must be assembled within the continental United States, and then historically have been shipped via shipping container on boat to Puerto Rico. Based on historical information, VA anticipate that the lead time is four-month manufacture and configuration lead time for the carts. Additionally, the shipping logistics historically have taken six-months to complete. Further, VA requires additional flexibility to be included in case of delays beyond current anticipation, as the COWS perform a critical function in direct Veteran healthcare, and service cannot be interrupted.

As noted above, there is no other source capable of providing the required leasing services, or even deliver new carts to the location. Even if a source were capable of shortening the lead time noted above, there would still be a gap between when the current carts are disposed, to when new carts would be added. Further, VA would expect to pay a premium price in order to facilitate the shipping logistics, which would far exceed the value of the proposed contract action. Given that the carts are on site, and that the terms and conditions of the current lease would simply continue, no other

Failure to execute this action as proposed will have a direct affect on the quality and ability for healthcare providers to provide patient care as noted above. These carts are critical to accomplishing the mission, and must therefore continue to be leased uninterrupted until the new complement of carts are delivered.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in the market research paragraph of this document. This effort did not yield any additional requirements.

7. Actions to Increase Competition: VA is currently in the midst of recompeting the next iteration of this project. As such, competition is anticipated for that effort.

Lease of Computers on Wheels Systems Control Number VA-24-00096551 Out of Scope Modification

8. Market Research:

The VA Subject Matter Experts began market research in May 2024 through July 2024 in an effort to determine what other similar products were available to support the VACHS in continuing their lease of the COWS.

market research by using web-based research of multiple like-solutions including TouchPoint, Capsa Healthcare, Honeywell, Tangent, and Howard Medical to ascertain availability to meet this requirement.

The VA identified no other source can be utilized for the extension request of current this extension request nor meet all the technical and functional requirements outlined in Section 5. Therefore, only brand name TouchPoint

9. Other Facts: N/A