Brand Name Justification CTM VISN 9 - Signed_Redacted.pdf

Control Number VA-24-00065457

JUSTIFICATION

FOR 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, New Jersey 07724

2. Description of Action: This proposed action is for a firm-fixed-price (FFP) task order (TO) issued under the National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP) V Government-Wide Acquisition Contract (GWAC) to renew brand name Decision Support Systems Consult Tracking Manager Plus (DSS CTM+) software licenses and maintenance support.

3. Description of the Supplies or Services: The Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Veterans Integrated Services Network 9 (VISN

9) has a requirement to purchase software licenses, training and support for the DSS Consult Tracking Manager Plus software in order to effectively and efficiently manage the vital workload of consults each medical center across VISN 9 in a seamless, fully integrated manner. DSS CTM+ provides full integration with Veterans Health Information Systems and Technology Architecture (VISTA), Computerized Patient Record System (CPRS), and Consult Toolbox (CTB) by providing direct, real-time updates directly to the medical record allowing real-time processing, tracking and management of consults.

DSS CTM+ fully automates the consult management process, in a real-time manner with the CPRS medical record thus preventing the use of manual workflows which are inefficient and put providers and care coordinators at risk for Veterans waiting longer than necessary to get scheduled appointments for the services they are referred for both in- -manage consults in a way no other product can provide.

DSS maintenance support includes technical software support, software updates, patches, phone and email support, and on-line self-help. This purchase is for a renewal of five (5) DSS CTM+ Annual Limited Software Licenses, one per site, and training/support, with two 12-month option periods for five (5) DSS CTM+ Annual Limited Software Licenses and training/support.

4. Statutory Authority: Pursuant to Federal Acquisition Regulation (FAR) Subpart 16.505(a)(4), the following brand name requirement is being justified and approved as an exception to fair opportunity under the statutory authority of Section 41 U.S.C.

4106(c)(

DSS CTM+ Software Licenses and Maintenance awardee is capable of providing the supplies or services required at the level of quality

5. Rationale Supporting Use of Authority Cited Above: Based on extensive market research, as described in Section 8 of this justification, DSS CTM+ software and requirements. DSS CTM+ provides the only product specific for consult management that provides approved full integration wit , CPRS, by providing direct, bi-directional, real-time updates directly to the medical record allowing real-time processing, tracking and management of consults. No other consult management software can meet all the Governme -directional real-enhance consult management. DSS CTM+ uses the latest web technology to fully automate time consuming manual processes and address pivotal pain points within the VA concerning proper closure of consults. DSS CTM+ provides a real-time dashboard with a series of information that can be augmented to each end user, to provide a holistic view of progress on all consults. Due to the real-time integration with VISTA/CPRS, DSS CTM+ enables instant visibility into scheduled appointments and provides tools to ensure proper linkage between the consult and scheduled appointment, and update patient contact information. This linkage to the VistA record allows for the consult manager to consume information updates instantly, and ensures data is accurate, timely, and actionable. DSS CTM+ gives live work queues for the clinicians as well as the medical support assistants that do the scheduling; something that is not currently accomplished in real-time via .

Real-patients. Further, CTM+ helps with follow-ups for no-contact letters (i.e. send a letter if ensuring VA is on target to get documentation from community providers. Only DSS has CTM+ solution is the only solution that is compatible with the existing VistA platform and business processes. The estimated cost to perform integration of another solution is $2M, in addition it would be estimated to take up to two years to complete a change and full integration. These costs are based on previous integration efforts of similar size.

These duplicative costs would not be expected to be recovered through competition.

Additionally, VA requires maintenance support on this software, and only DSS, or an authorized reseller can provide the necessary technical software support, software updates, patches, phone and email support, and on-line self-help for updates because of the proprietary source code. No other software developer has the intellectual property rights to access and modify the DSS CTM+ source code, which is required in order to execute the needed the latest version updates, security patches, and troubleshooting support. Only DSS CTM+ or its resellers can access the proprietary software source code needed to provide the required software maintenance and ensure that the services provided are properly configured.

Due to the real-time integration with VISTA/CPRS, DSS CTM+ enables instant visibility into scheduled appointments and provides tools to ensure proper linkage between the consult and scheduled appointment. An inability to procure the required DSS CTM+ solution, would directly and adversely impact Veteran care through these providers, as timeliness in obtaining patient information would impact their ability to provide care or adequate knowledge for Veteran-specific issues.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in Section 8 of this justification. This effort did not yield any additional sources that can meet the Government's requirements. However, the undersigned VA technical representative determined that limited competition is available among authorized resellers for brand name DSS CTM+ software. In accordance with FAR 5.301 and 16.505(b)(2), this action will be synopsized within 14 days of award on SAM.gov and the justification will be made publicly available. In addition, in accordance with 16.505(a)(4(iii)(A), this Justification for an Exception to Fair Opportunity will be posted on the NASA SEWP V website with the solicitation.

7. Actions to Increase Competition: In order to remove or overcome barriers to competition in future acquisitions for this requirement, the Government will continue to conduct market research to ascertain if there are changes in the marketplace that would enable future actions to be competed.

8. Market Research:

in November 2023 by conducting web-based market research to ascertain if any other non-proprietary but fully compatible and functional similar software providers could meet requirements due to their inoperability with VistA and CPRS. Based on reviews of these products, the provide software and accompanying software maintenance that can interoperate and communicate with VA systems (VistA and CPRS). Furthermore, it was determined that no other company has access to the proprietary source code and technical data required for the software, maintenance, and training services. Based on these market research efforts, the Government has determined that only the DSS CTM Plus software solution associated software ma requirements.

9. Other Facts: N/A

10. Technical and Requirements Certification: I certify that the supporting data under my cognizance, which are included in this justification, are accurate and complete to the best of my knowledge and belief.

11. Fair and Reasonable Cost Determination: I hereby determine that the anticipated price to the Government for this contract action will be fair and reasonable. Contracts awarded on NASA SEWP V GWAC have already been determined to be fair and reasonable. Price competition is anticipated as there are multiple potential vendors on NASA SEWP V GWAC. Finally, the successful quote will be compared to the Independent Government Cost Estimate.

12. Procuring Contracting Officer Certification: I certify that this justification is accurate and complete to the best of my knowledge and belief.

Approval

In my role as procuring activity Advocate for Competition, based on the foregoing justification, I hereby approve the acquisition of brand name Decision Support Systems Consult Tracking Manager Plus (DSS CTM+) software licenses and maintenance support, on an other than fair opportunity basis pursuant to the statutory authority cited in Section 4 above, subject to availability of funds, and provided that the services herein described have otherwise been authorized for acquisition.