Attachment 1 Single Source Justification MPT to SAT.pdf

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

Last Updated: 02/01/22 Page 1 of 2

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: 36C242‐24‐AP‐0735

1. Contracting Activity: Department of Veterans Affairs, VISN 02, VAMC New Jersey Healthcare

System East Orange NJ 07018. Radio Oncology Department. 2237: 561‐24‐1‐3086‐0016

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount: This is a new requirement for a one time purchase of a replacement for the patient positioning laser system for use in CT simulation in the department of Radiation Oncology. The current system is end of life, end of guaranteed service, and runs on an unsupported computer operating system (Windows XP) which is being retired due to security vulnerailites. The estimated value of the proposed action is $ 68,696.00.

Line item descriptions:

1. DORADOnova 3 green wall (Item No.: 0012206‐0005W) – qty 1

This is a system of two wall and one ceiling mounted laser. These lasers project a thin (<1 mm) line onto the patient’s skin at a precise (<0.1 mm) location over a long range of travel (700 mm).

The 3 separate lasers allow for multiple simultaneous marks to be placed on the patient, increasing the accuracy of their treatment setup when the return in 1‐2 weeks.

2. CARINAnav (E) (Item No.: 0012206‐0005W) – qty 1 This is the system that controls the position of the laser. Manual user entry is possible but the primary mode to position the lasers using external software on the CT scanner which allows the physician to pinpoint the exact center of the patient’s radiation treatment fields. This automated communication and control improves workflow while mainting high accuracy. This system runs on a Window 10 operating system.

3. DORADOnova/DORADO Installation (Item No.: LI‐3) – qty 1 The LAP DORADOnova laser system is a highly accurate (<0.1 mm) and technical system that requires expert installation, calibration, and configuration by the vendor. Includes operator training on the system.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: Laser systems must be mounted on a non‐vibrating surface. Since we are replacing with an updated equivalent system from the same vendor mounting is simplified as existing structures and wall recesses can be used. The requesting department currently only uses LAP laser systems and have had excellent experiences with their software, service, and phone support. Replacing the current system with another LAP product has patient safety benefits as

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

Last Updated: 02/01/22 Page 2 of 2 clinical users are already familiar with the workflows and interfaces. The requested system would fit in pre‐designed alcoves in the room as it is the same dimensions as the current one and will not require changing any mounting points within this space. Patient safety would be increased as the staff is already familiar with the function of LAP laser systems.

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

Two other systems were invcestigated as potential replacements.

CT SIM+™ with RapidSIM™ ‐ Sun Nuclear offers similar laser system configurations, laser colors, and travel lengths. However per vendor data sheets and brochures:

The projected laser accuracy at the patient is ±0.5 mm at 3 meters. LAP systems have increased accuracy of ±0.5 mm at 4 meters.

Ajusting alignment of the lasers require removing the cover of the laser housing and use of physical tools. Replacing the cover after alignment can cause mis‐alignment. LAP systems have a remote control for laser adjustment negating the need to remove covers.

HIT 3 ‐ C‐RAD ‐ offers a similar laser system configrations and colors. However per vendor data sheets and brochures:

They have a reduced travel length of 540 mm. LAP systems travel 700 mm.

The equivalent system to the proposed LAP DORADOnova3 has 5 laser boxes. Additional components require additional alignment and calibration.

Laser systems cannot be wall mounted but rather come on a crossbeam that is mounted to the floor. This takes additional space in the room and is not as phyicially stable as wall or ceiling mounting. Additionally, staff or stretchers bumping into a laser post can affect the alignment of all lasers in the middle of a procedure. LAP systems can be wall mounted at the same points as our existing LAP system, which is recessed into the finished wall to minimize collisions.

5. 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.

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