JA FAR 13.5 - Symplr_Redacted.pdf

VA-24-00014978

JUSTIFICATION FOR A SOLE SOURCE AWARD

FOR CERTAIN COMMERCIAL ITEMS

1. Contracting Activity: Department of Veterans Affairs Office of Procurement, Acquisition, and Logistics

Technology Acquisition Center 23 Christopher Way

Eatontown, NJ 07724

2. Description of Action: The proposed sole source action is for a Firm-Fixed-Price contract for Symplr database software and training with Symplr Software LLC (Symplr), 315 Capitol St, Suite 100, Houston, Texas 77002.

3. Description of Supplies or Services: The proposed action is for a sole source firm-fixed-price contract for brand name Symplr database software and training for the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) VISN 10.

This software supports the tracking of departmental specialties by providers to determine who is board certified and who is not. Symplr Software, LLC (Symplr) is currently the owner of the PRIVPlus software that has been deemed end-of-life. VHA VISN 10 requires the upgraded version of Symplr system to replace the current PRIVPlus system. This allows VHA VISN 10 to continue the use of all archived PRIVPlus data and reporting functions. The Credentialing and Privileging Office has been using PRIVPlus for all Credentialing documentation and tracking since January 1, 1996. PRIVPlus has archived data for all Licensed Independent Practitioners that had previously held privileges and appointments for VHA VISN 10. The North American Industry Classification System (NAICS) code 541511, Custom Computer Programming Services, with a size standard of $34 million is appropriate for this acquisition. The period of performance consists of a 12-month base period, with two (2), 12-month option periods. Software delivery, installation and training shall occur within 30 days of contract award. The total estimated value of the proposed action is including all options.

4. Statutory Authority: The statutory authority permitting other than full and open competition is 41 U.S.C. 1903 as implemented by the Federal Acquisition Regulation (FAR) 13.501, entitled “Special Documentation Requirements”.

5. Rationale Supporting Use of Authority Cited Above: Based on market research, as described in Section 8 of this justification it was determined, that the required software is proprietary, and Symplr is currently the only brand software that can meet VA’s requirements. The required Symplr Credentialing Software tracks departmental specialties by providers to determine who is board certified and who is not. It also tracks licensure, certification, Drug Enforcement Administration (DEA) privileges, registration tracking reports and privileges held by providers, as well as create verification of privileges held and affiliation letters of past and present providers. VA currently owns the Symplr PRIVPlus software that has been deemed end-of-life, and will no longer be supported with updates and help desk support. The existing PrivPlus will remain in effect until the new solution is converted and fully functional to utilize by the Credentialing and Privileging (C&P) departments. In the

Symplr Credentialing Software and Training VA-24-00014978 past the licensing agreement was purchased yearly by the facilities and then a national contract was procured, however, due to PrivPlus being end of life, a national contract will no longer be funded. VA Palo Alto has been selected as the site to initiate a VISN 10 Contract to implement the new solution, requiring VISN 10 to purchase the upgrade to Symplr Credentialing system in order to continue the use of all archived PRIVPlus data and reporting functions. PRIVPlus has archived nearly 30 years of data for all Licensed Independent Practitioners that had previously held privileges and appointments dating back to initial implementation. This archived data is invaluable as the Medical Staff Office uses this archived data to provide appointment and privileging verifications on past employees and provide Risk Management with appointment dates for past employees for claims verification requests. Currently the PRIVPlus system provides all reappointment reports, license expiration, DEA expiration and Certificate expiration reports by section and service which the VA VetPro system is incapable of providing. VetPro is the VHA mandated software platform that all potential providers are required to submit evidence of licensure, registration for credentialing as VHA certified health care providers. The VA VetPRo system facilitates completion of a uniform, accurate, and complete credentials file for VA providers. VA requires the solution to interface with VetPro in order to track departmental specialty provider status of board certifications, licensure, DEA privileges, registration tracking reports and privileges, as well as create verification of privileges held and affiliation letters of past and present providers. Based on VA Technical experts reviews no other software solution is capable of interfacing with VA VetPro. Any alternate solution would first have to obtain Federal Risk and Authorization Management Program (FedRAMP) Authority to Operate (ATO) approval in order to interface and exchange data with VetPro. It is estimated that obtaining a FedRAMP ATO could take up to twelve months. VHA VISN 10 would incur significant costs and delays to procure an alternative solution to the Symplr database software, if such a solution existed. Additionally, it would take up to two (2) years and an estimated $400k in VA labor to manually import the data for over 23,000 providers from the existing PrivPlus solution into a new database software. Only Symplr can automate this transfer of data due to proprietary code from their existing PRIVPlus solution to the upgraded Symplr Credentialing system.

Transitioning data to a new database software includes importing 30 years of archived PRIVPlus data for all Licensed Independent Practitioners that had previously held privileges and appointments dating back to initial implementation and all existing providers would have to go through the re-credentialing process. This would present a delay that would hinder the VA from pulling accurate reports on license renewals and privileging expirations which are vital to monitor. At this time, Symplr is the only brand software that can meet VA’s requirements of integrating with VetPro an existing VHA mandated credentialing software platform to document the credentialing of health care providers. Without this Symplr database software, VHA VISN 10 will not have the necessary provider information, putting Veterans at risk of potentially seeing unqualified providers to perform critical services.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in the market research section of this document. This effort did not yield any additional sources that can meet the Government’s requirements. Additionally, In accordance with

Symplr Credentialing Software and Training VA-24-00014978

FAR 5.203(a)(2) and 13.105(b) the proposed contract action will be a combined synopsis and solicitation on the SAM.gov website and the justification will be made publicly available within 14 days of award. Further, in accordance with FAR 13.501(iv) the justification will be posted with the Request for Quotation on the SAM.gov website.

7. Actions to Increase Competition: The Government will continue to conduct market research to ascertain if there are changes in the market place that would enable future actions to be competed.

8. Market Research: VA’s technical experts conducted market research utilizing web-based searches in November 2023. As detailed in Section 5, no other software solution other than Symplr sProvider is capable of interfacing with VA VetPro. VerityStream was also identified as a potential solution however, VerityStream does not have the capability of interfacing with VetPro. This procurement will allow use of the Symplr database software to enable VA to provide Credentialing and Privileging for its providers to offset various data metrics currently unavailable in VetPro.

The required Symplr Credentialing Software and Training can only be purchased through the Original Equipment Manufacturer, Symplr, who confirmed in a letter dated November 14, 2023 that the required Symplr sProvider product is a sole source product, developed, sold and distributed exclusively by Symplr. Symplr is a small business under NAICS code 541511, Custom Computer Programming Services, with a size standard of $34 million. Specifically, Symplr has exclusive ownership of the sProvider product and any associated support. Therefore, sProvider can only be purchased on a sole source basis through Symplr.

Additionally, the National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP) V Governmentwide Acquisition Contract (GWAC) Market Research Tool was utilized to confirm that the required Symplr Credentialing Software and Training is not available under NASA SEWP V GWAC. A search of General Services Administration (GSA) E-library confirmed Symplr Credentialing Software and Training is not available on GSA. A search of Contract Opportunities (SAM.gov) for brand name Symplr award notices was performed to determine if there were any other solicitations or awards for this software made to an entity other than the manufacturer.

The Contract Opportunities search confirmed a sole source award to the Symplr manufacturer for this software. Therefore, this action cannot be set aside for Service- Disabled Veteran-Owned Small Businesses (SDVOSBs), Veteran-Owned Small Businesses (VOSBs) or any other socio-economic group.

9. Other Facts: None.