P03_JA_OVER_SAT_Nurse Call System_Signed_HCA_Redacted.pdf

Part 806.3 Other Than Full and Open Competition (OFOC) Attachment 7: Request for Sole Source Justification Format >SAT

Rev: 13 Effective Date: 02/01/22 Page 1 of 4

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C248-22-AP-4302

Contracting Activity: Department of Veterans Affairs, Network Con racting Office (NCO) 8, James A.

Haley VA Medical Center, 13000 Bruce B. Downs Blvd., Tampa, FL 33612

Nature and/or Description of the Action Being Processed: This is a brand name justification for the continuation of replacing and upgrading the Nurse Call System to the most recent version, Rauland

The action will be solicited and awarded as a firm-fixed price new contract.

Description of Supplies/Services Required to Meet the Agency’s Needs: The proposed action is to upgrade and replace the current Rauland Nurse Call System with the most recent version. Currently, James A. Haley VAMC has a portion of the Rauland Nurse Call System that has already been upgraded to Rauland . The goal is to have the Rauland Nurse Call System upgraded to the latest version in the entire complex.

The estimated value is and the estimated period of performance 360 days (155 days for design, 205 days for construction).

Statutory Authority Permitting Other than Full and Open Competition:

(1) Only One Responsible Source and No Other Supplies or Services Will Satisfy

Agency Requirements per 41 USC §3304(a)(1) as implemented by FAR 6.302-1;

( ) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3;

( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4 ( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by FAR 6.302-5;

( ) (6) National Security per 41 USC §3304(a)(6) as implemented by FAR 6.302-6;

( ) (7) Public Interest per 41 USC §3304(a)(7) as implemented by FAR 6.302-7;

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

The requirement of this project is upgrade the existing nurse call system at the facility. The intent is to install/upgrade the same nurse call brand and type system that is in place and being used throughout the James A Haley VA Medical Center Campus. The specified Rauland-Borg Responder 5 nurse call system is the only nurse call system that will meet the current situational requirements of the medical center.

The medical center has standardized this system to improve patient safety, security, procurement and logistics as well as reduce maintenance and training costs. The system utilizes proprietary technology so other systems are not able to connect to it. Currently, there are no

Rev: 13 Effective Date: 02/01/22 Page 2 of 4 competing vendors whose products are fully compatible and interchangeable with the existing nurse call system.

is an overview of the Rauland Responder nurse call status at our facility.

100% of the facility is running Responder nurse call software & integrations, including the new tower. All Wireless Phones, HL-7 Interfaces, Staff Assignments and

Reporting are

64% of the nurse call hardware is Responder 5. The expense in the last 4 years to accomplish this transition to Responder 5 from legacy versions has been . The Responder 5 hardware is still covered under the 5-year warranty.

By moving to any other it will negate years of remaining warranty, planning and capital spent.

In addition, the operational areas within the center would be negatively affected if another system is added to the facility. Currently our JAHVA campus has little to no additional training efforts of staff required for the Rauland-Borg urse all ystem as current staff are trained This reduces staff (human) errors by being able to use the exact system that the staff is already knowledgeable of.

Should another nurse call system be used it would create continuing education costs to the overnment and increase possibility of staff (human) error when working with a secondary nurse call system.

tilizing only Rauland-Borg has been found to be the least intrusive to patients is important to the VA mission. The intent is to keep our upgrade as seamless as possible, so patients are not burdened by adjustments to their environment and construction disruptions. A total campus-wide replacement with a different system has been found to be undesirable and cause unacceptable delays. It would also inject unnecessary disruption through the whole campus and would negatively affect patients. The cost of an entire system replacement campus wide would our operational budget with costs estimated to triple in magnitude for such a venture.

Lastly, by using the Rauland-Borg ystem, there would be no need for additional preventative maintenance contracts which would be a cost savings to the Government. If another system is intermingled, then our lectronics maintenance staff and Logistics epartment would be negatively affected. By not standardizing the system, ogistics would have to catalog and procure different parts that will add burden to the facility catalog and storage. The standardization of the nurse call system at the James A Haley VA Medical Center allows the Government to take advantage of nurse call seamless communication and reporting, cost savings on training, procurement, logistics, maintenance and service contracts, and accessories.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Market research was conducted, details of which are included in the contract file. To meet the VA Rule of Two, a review of the Vendor Information Pages (VIP) database in accordance with VAAR Class Deviation 810.001-70 to determine if two or more service-disabled veteran-owned businesses (SDVOSBs) and veteran-owned small businesses (VOSBs), in the appropriate NAICS code, are listed as verified in the VIP database.

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A sources sought synopsis 36C24823R0035 was issued 10/17/2022 and closed 11/12/2022 . Five (5) responses were received from SDVOSBs. A solicitation was posted with an SDVOSB set-aside to Contract Opportunities on 11/29/2022.

Procuring a system other than the Rauland Nurse Call System would not be cost effective for the Government.

Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable:

While the Nurse call system needs to be Rauland, the construction installation contract will be competitivel sourced as an SDVOSB set-aside. IAW FAR 13.003(g)(2), the Contracting Officer (CO) intends to use an applicable procedure in FAR 15.404-1(b)(2)(ii), to ensure that the quoted pricing will be determined fair and reasonable based on competition, comparison to historical prices paid for similar supplies/equipment and the IGCE.

Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: As described in Section 6 above, market research, in accordance with FAR Part 10, was conducted and did yield sources that can potentially meet the Government’s requirement. The market research revealed the acquisition history and experience within the marketplace under previous acquisitions for the same or similar products.

Any Other Facts Supporting the Use of Other than Full and Open Competition: James A. Haley VAMC has previously replaced and upgraded other areas in the complex with the Rauland System.

No other system is compatible with the current Rauland System.

Listing of Sources that Expressed, in Writing, an Interest in the Acquisition:

11. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required:

No actions can be taken for future acquisitions of the supplies or services being acquired at this time. Those actions depend on market and product development not currently available and market research could not define when proprietary technology will be adjusted.

12. Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.

Date

Rev: 13 Effective Date: 02/01/22 Page 4 of 4

13. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer or Designee’s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Date

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition.

Date

c. VHA RPO HCA Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and recommend approval (if over $75 million) or approve ($750K to $75 million) for other than full and open competition.

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