Service JNA Sole Source SDVOSB Redacted (1).pdf

Request for SDVOSB/VOSB Sole Source Justification Format IAW VAAR 819.7008/9

VHAPG Part 819.7008/7009 Sole Source Awards to SDVOSB/VOSB Page 1 of 8 Revision: 05 Effective Date: 12/15/2025

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition

Acquisition Plan Action ID: 36C24W-26-AP-0327 JOFOC Tracking Number: FY26 - RPOW Activations - 2292

1. Contracting Activity: Department of Veterans Affairs, Regional Procurement Office West

(RPOW) in support of Oklahoma City VA Health Care System. 2237 #: 635-26-4-1514-0126

2. Nature and/or Description of the Action Being Approved:

The OKCS VA HCS currently has contract 36C25925C0068, which is for a hospital wide patient monitoring replacement to the Philips patient monitoring system. The contract was awarded to AvMedical, an open market Service Disabled Veteran Owned Small Business (SDVOSB).

This Sole Source justification is for the services required to assemble, test, install, integrate, warranty, and/or maintain new items of the Philips patient monitoring systems needed for the new OR/SICU space due to be completed January 2027. Due to this procurement being part of the activation of the new OR/SICU space, it was not included in the previous hospital-wide contract.

This justification is for the Sole Source of services required to assemble, test, install, integrate, warranty, and/or maintain new items of the Philips patient monitoring systems.

3. Description of Supplies/Services Required to Meet the Agency’s Needs:

The estimated value of the proposed action is

All hardware, software, and network infrastructure MUST BE compatible with the criteria outlined below and with the recently acquired Philips wireless, smart-hopping, network infrastructure, hardware, and software. One seamless, compatible system across all areas of the hospital is desired.

On-site services required to assemble, test, install, integrate, warranty, and/or maintain procured Philips patient monitoring systems for the new OR/SICU space currently in construction at Oklahoma City VA Medical Center Hospital (921 NE 13th St., Oklahoma City, OK, 73104).

General Operation On-site assembly and installaƟon of items, and performance of services will take place during normal business hours which are defined as: 0700 to 1600 (i.e. 7:00am to 4:00pm Central Standard Time), Monday through Friday, and excluding Federal Holidays.

The vendor will protect all finished spaces and surfaces at no addiƟonal cost to OKC VA HCS. The vendor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur as a result of the vendor’s (or associated sub-contractors) installaƟon.

Prior to starƟng work, the vendor and associated personnel (including subcontractors) will be required to aƩend a general contractor’s site safety training program and adhere to its Personal

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Effective Date: 12/15/2025

ProtecƟve Equipment (PPE) requirements (i.e. hard hat, steel toe boots, high visibility vest, safety glasses, gloves). The length of the training is approximately 2 hours. A minimum of 10 hours OSHA Safety Training is required prior to taking the on-site safety training.

There are no dumpsters available for vendor use. Vendor shall be responsible for removal of all trash generated from installaƟon.

Vendor shall provide at least two copies of User and service manual for each medical equipment model and network hardware device or system. Electronic copy for service manual is acceptable.

Vendor shall be in compliance with VA network security regulaƟon according to VA DirecƟve 6500 and 6550.

Drawing Documents and Specifica ons OKC VA HCS will have the right to use, for all its purposes, all final design CAD drawings (including shop drawings, REVIT/CAD, or pdf drawings, etc.), specificaƟons, and any other documentaƟon at no addiƟonal cost to OKC VA HCS. CAD drawings should include locaƟons of all access points, network paƟent monitor equipment, central staƟons, storage and servers, one-line network drawings, and major network hardware components.

Vendor shall provide the MDS2 and fill out VA 6550 form.

Func onal and Technical Specifica ons

Vendor shall provide all necessary hardware including mounts, rails, etc., soŌware, and user interface requirements necessary to provide a fully funcƟoning physiological paƟent monitoring system. Must ensure system interfaces with appropriate informaƟcs charƟng systems based on their care area via RS232 port. This includes PICIS or Draeger ARK as appropriate.

Installa on Requirement

The contractor shall perform all installaƟon and configuraƟon necessary to complete the work. All installaƟon acƟviƟes shall be executed in accordance with the detailed project plan and schedule.

The contractor shall perform the installaƟon in accordance with the technical requirements outlined in this document.

The contractor shall install, verify, and validate the technical requirements idenƟfied in this document. The COR will inspect and approve the contractor’s work performance before VA acceptance is granted for the PaƟent Monitor network.

The contractor shall be responsible for the design, configuraƟon and installaƟon of all cabling, access points, cradle points, switches and other equipment needed for the PaƟent Monitoring network. All cable and fibers used for this service shall become the property of the VA at the end of the contract.

The contractor shall submit a plan for approval by VA of all hardware and fasteners, as well as cable rouƟng pathways. Plan will be submiƩed within 30 days of the contract award.

All access points will be installed using standard horizontal cabling methods. The use of patch cables will be only between switch and patch panel and between horizontal terminaƟon block and the access point.

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VA has no decommission scope of work for removing the incumbent’s TELE access points, cables, wireless infrastructure components, and tenƟng for dust containment. If vendor can use exisƟng cable and AP layout, VA is amenable.

All UTP patch panels; horizontal cabling and patch cables will be CAT6.

The vendor shall be responsible for cable management, labeling of all network cables, cables, ports, etc. associated with the guest wireless installaƟon.

ExisƟng cable trays and/or raceways, where available, may be used for cable distribuƟon. For locaƟons where cable trays are not available, cabling shall be fastened with appropriate fasteners to ensure a secure and neat installaƟon. Where cable penetrates fire and smoke walls that do not have exisƟng cable trays, metal sleeve shall be installed in accordance with NFPA-101 Life Safety Code using approved fire stop material to seal all penetraƟons. Any cable to be installed in an inaccessible area must be installed in conduit. All cable must be plenum rated.

Laying of wiring on suspended ceilings will not be permiƩed. Contractors shall be responsible for idenƟfying any architectural deficiencies in advance (e.g. broken ceiling Ɵles, improper penetraƟons, etc.) prior to installaƟon and shall be responsible for correcƟng any broken ceiling Ɵles and (e.g.

Smoke and Fire wall) penetraƟons in accordance with approved ANSI/UL (e.g. UL1479) Fire stop requirements. InspecƟons will be conducted and enforced post installaƟon.

The contractor shall take digital photographs before and aŌer acƟon acƟviƟes to all disrupƟon of smoke or fire wall. AcƟvity includes but not limited to, core drill, breakage or removal of fire stop, and broken ceiling Ɵles. The Government will not sign off on the final invoice unƟl this task is completed.

The contractor must comply will all relevant standards and building codes including but not limited to:

• The Joint Commission (TJC) on Manual for Health Care FaciliƟes, all necessary Life Safety and/or Support guidelines

• American Society of TesƟng Material (ASTM): D2301-04 Standard SpecificaƟon for Vinyl Chloride PlasƟc Pressure SensiƟve Electrical InsulaƟng Tape

• Federal SpecificaƟons (Fed. Spec.): A-A-59544-00 Cable and Wire, Electrical (Power, Fixed InstallaƟon)

• NaƟonal Fire ProtecƟon AssociaƟon (NFPA):

• 70-05 NaƟonal Electrical Code (NEC)

• Underwriters Laboratories, Inc. (UL): 44-02. Thermoset-Insulated Wires and Cables 83-03

ThermoplasƟc-Insulated Wires and Cables 467-01 Electrical Grounding and Bonding Equipment

• 486A-01 Wire Connectors and Soldering Lugs for Use with Copper Conductors

• 486C-02 Splicing Wire Connectors

• 486D-02 Insulated Wire Connector Systems for Underground Use or in Damp or Wet

LocaƟons

• 486E-00 Equipment Wiring Terminals for Use with Aluminum and/or Copper Conductors

• 493-01 ThermoplasƟc-Insulated Underground Feeder and Branch Circuit Cable

• 514B-02 Fiƫngs for Cable and Conduit

• 1479-03 Fire Tests of Through-PenetraƟon Fire Stops

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Effective Date: 12/15/2025

• NFPA 70: NaƟonal Electric Code

• NFPA 101: Life Safety Code.

• OccupaƟonal Safety and Health Act (OSHA).

• UL LisƟng of CommunicaƟons Cabling and Hardware

• Building Industry ConsulƟng Services InternaƟonal; TelecommunicaƟons DistribuƟon

Methods Manual

• ANSI/TIA/EIA-569-B - “Commercial Building Standard for TelecommunicaƟons Pathways and Spaces”.

• ANSI/EIA/TIA-526-14 “Method B: OpƟcal Power Loss Measurements of Installed

MulƟmode Fiber Cable Plant”.

• ANSI/EIA/TIA-526-7 “Method 1: OpƟcal Power Loss Measurements of Installed Single-mode Fiber Cable Plant”.

• ANSI/TIA/EIA-606-A – “AdministraƟon Standard for the TelecommunicaƟons

Infrastructure of Commercial Buildings”.

• ANSI/J-STD-607 – “Commercial Building Grounding and Bonding Requirements for

TelecommunicaƟons”.

• ANSI AAMI ES6061-1:2005/R2012 and A1:2012, “Medical electrical equipment

• FCC – Part 67, for CommunicaƟons InterconnecƟon Devices

Area Specific Requirement

OR

If rechargeable Lithium-Ion baƩeries, add (4) 3-slot chargers and 16 addiƟonal baƩeries for Transport monitors.

SICU

Central StaƟon requires only ONE monitor with 18 paƟents sectors display rather than dual monitors.

If rechargeable Lithium-Ion baƩeries, add (4) 3-slot chargers and 8 addiƟonal baƩeries for Transport monitors.

Datacenter

All equipment shall be mounted in a VA provided rack Global Gen GF-series Gen2.

Contractor shall provide rack rail.

Project Management Plan Contractor Project Management Plan

The contractor shall draŌ a Contractor Project Management Plan (CPMP) that lays out the contractor’s approach, Ɵmeline, and tools to be used in execuƟon of the contract. The CPMP should take the form of both a narraƟve and graphic format that displays the schedule, milestones, risks, and resource support. The CPMP shall include the contractor’s plans for managing all subcontractors.

Topic areas to be addressed shall include oversight and communicaƟons with subcontractors while onsite at VA locaƟons, as well as execuƟng the Ɵmely distribuƟon and delivery of all materials to subcontractor personnel. The CPMP shall also include how the contractor shall coordinate and execute planned, rouƟne, and ad hoc data collecƟon reporƟng requests as idenƟfied. The iniƟal baseline CPMP shall be concurred upon and updated monthly thereaŌer. The contractor shall update and maintain the VA ContracƟng Officer’s RepresentaƟve (COR) approved CPMP throughout the period of performance.

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Effective Date: 12/15/2025

The CPMP includes but not limited to:

• Project Schedule to include Milestones, Deliverables, and CriƟcal Path

• VerificaƟon & ValidaƟon (V&V) Plan

• Training Plan (System Administrator and Guest Training material)

• Risks Management Plan (e.g.: RF interference, wall penetraƟon)

• OperaƟons & Maintenance Plan (See SecƟon 4 for further Detail)

• Project Closeout AcƟviƟes/Procedures

Repor ng Requirements

The contractor shall provide weekly progress reports, to include schedule updates, to the VA COR and shall cover all work completed during the reporƟng period and work planned for the subsequent reporƟng period. The reports shall also idenƟfy any problems that arose and a descripƟon of how the problems were resolved. If problems have not been completely resolved, the contractor shall provide an explanaƟon. The contractor shall monitor performance against the CPMP and report any deviaƟons. It is expected that the contractor will remain in communicaƟon with the VA accordingly so that issues that arise are transparent to both parƟes to prevent escalaƟon of outstanding issues.

The contractor shall provide the COR with Weekly InstallaƟon Progress Reports in electronic form in MicrosoŌ Word, Project formats or PDF. The report shall include detailed instrucƟons/explanaƟons for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding month. These reports shall include a summary of the task order deliverables.

Verifica on and Valida on Requirement (Tes ng)

The contractor shall perform tesƟng following installaƟon to ensure access points and wireless service are funcƟoning at a minimal data rate that is acceptable to the site as determined during the site survey/Design and with signal to noise raƟo and power seƫngs that are acceptable to the site as determined during the site survey/design.

The contractor shall discuss and confirm suggested speed test criteria in TesƟng Requirement 1 with the VA COR.

The contractor shall provide a Pre-InstallaƟon Survey Heat Map, which will show where the access points are located and that they are funcƟoning.

The contractor shall test for interference with exisƟng medical center systems.

The contractor shall provide a final test plan that includes updates addressing any comments provided by the VA to the draŌ test plan.

Contractor shall test the integraƟon to PICIS and Draeger ARK.

Project Es mate Timeline

Phase I: System Design. Expected Start Date: As soon as contract Award.

Phase II: InstallaƟon of cables, Expect Start Date: As soon as Phase I complete.

Phase III: InstallaƟon of Network gear and WAP.

Phase IV: Deliver and install all paƟent monitor equipment Expected Start Date: As soon as Phase III completed.

Phase V: ValidaƟon, VerificaƟon: Expected Start Date: Immediately aŌer Phase IV

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Effective Date: 12/15/2025

Phase VI: End User Training. Expected Start Date: Immediately aŌer Phase V Phase VII: GO-Live: Expected date is To Be Determined

Informa on Security

The vendor shall comply with all VA informaƟon security regulaƟons from VA DirecƟve 6500 and 6550.

4. Statutory Authority Permitting Other than Full and Open Competition: 41 USC §3304(a)(5), 38 U.S.

Code § 8127(c), as implemented by RFO 6.103-5 (Authorized or Required by Statute). COs may use the non-competitive (sole source) procedures authorized in VAAR 819.7008 (DEVIATION) or VAAR

819.7009 (DEVIATION)- up to $5,000,000. Check the specific VAAR clause used below:

( X ) 819.7008 Sole source awards to a certified service-disabled veteran-owned small business;

or ( ) 819.7009 Sole source awards to a certified veteran-owned small business

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

VAAR 819.7008 authority allows sole source awards to SDVOSB/VOSB based on 38 U.S.C. 8127(c) and AvMedical has been determined to be a responsible source with respect to performance.

Additionally, AvMedical meets eligibility requirements in 819.7003(DEVIATION).

OKC VAHCS hospital-wide physiological monitor replacement contract (36C25925C0068) was awarded to AvMedical to deploy the Philips physiological system throughout the entire OKC VAHCS.

Due to this procurement being part of the activation of the new OP/SICU space, it was not included in the hospital-wide contract.

The physiological monitoring system within a hospital is a highly specialized major system used throughout the hospital. Physiological monitors are electronic devices that continuously or periodically measure, record, trend, and report a patient's vital signs and/or bodily functions.

Tracking parameters such as electrocardiography, heart rate, blood pressure, respiratory rate, oxygen saturation, end-tidal capnography, continuous core temperature, cardiac output, and more provide data-driven insight into a patient's physiological condition. This allows clinicians to assess patients for early decompensation, subtle changes in condition, or health risks in a timely manner, thereby enabling clinicians to take proactive interventions to avoid adverse outcomes. Physiological monitoring is a staple of intensive care and peri-operative care management.

The only responsible source for this service, if the OKC VAHCS is to avoid substantial duplication of cost or unacceptable delays in fulfilling the OKC VAHCS requirements, is AvMedical. AvMedical is the only responsible source – both clinically and fiscally – to meet the OKC VA Healthcare’s needs. If the service was to be awarded to a third party, there will be substantial duplication of cost.

The OR/SICU area will not be able to open without the installation of the physiological systems.

Waiting for open market bids will increase the length of the activation for the new OR and SICU areas.

Accordingly, AvMedical LLC is the only firm capable of providing the services required to assemble, test, install, integrate, warranty, and/or maintain procured Philips patient monitoring systems without the Veteran’s Health Administration experiencing substantial duplication of cost that could

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Effective Date: 12/15/2025 not be expected to be recovered through competition and unacceptable delays in fulfilling its requirements.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable, including whether a notice was or will be publicized as required by RFO 6.301 and, if not, which exemption under RFO 5.101(b)(1) applies:

AvMedical LLC is the only firm capable of providing the services required to assemble, test, install, integrate, warranty, and/or maintain procured Philips patient monitoring systems without the Veteran’s Health Administration experiencing substantial duplication of cost that could not be expected to be recovered through competition and unacceptable delays in fulfilling its requirements.

A notice was not publicized, under RFO 5.101(b)(2) exemption: Using other than full and open competition.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: Cost or price analysis will include reviewing historical prices on existing contracts and previously awarded contracts for similar services.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons

Market Research Was Not Conducted: AvMedical meets the eligibility criteria outlined in VAAR

819.7003 (DEVIATION), they are certified and the action is below the $5M threshold.

Based on the market research, the rule of two could likely be met, however, due to the nature of this requirement and SDVOSB AvMedical currently providing the services for contract 36C25925C0068, it was determined that it is in the best interest of the government to use sole source procedures and solicit to AvMedical.

Market research was conducted by researching:

SBA DSBS was searched using key words “Patient Monitoring Installation,” NAICS 541519 and SDVOSB, and found 59 SDVOSBs that could potentially provide for the requirement.

Historical data – Reviewed market research report from 36C259-24-AP-3249, which lead to contract 36C25925C0068 for the Physiological Patient Monitoring System upgrade at the Oklahoma City

VAMC.

Adds Up was searched using key words “Patient Monitoring Installation” and found contract 36C25525F0080 (awarded 08/25/2025 to Four Points Technology, LLC) a delivery order from parent contract under SEWPV. Additionally, contract 36C26222F0405 (awarded 06/02/2022 to Four Points Technology, LLC) a delivery order from parent contract NNG15SD22B NASA SEWP.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: None. 38 U.S.C. § 8127(c) gives the statutory power to award sole source contracts above the simplified acquisition threshold to eligible veteran-owned small businesses.

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

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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 additional actions outside of market research will be performed to remove or overcome any barriers to competition before making subsequent acquisitions for the supplies required for patient monitoring.

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.

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.

b. One Level Above the Contracting Officer (Required over the SAT but not exceeding $900K): I certify the justification meets requirements for other than full and open competition.

Jeffrey Crysler Branch Chief Regional Procurement Office West (RPOW) Activations Branch I

JEFFREY CRYSLER

Digitally signed by JEFFREY

CRYSLER

Date: 2026.09.03 14:47:24 -05'00'