C08-AWARD-36C25225P0343_1.docx

Award Notice

GENERAL INFORMATION

BASE NOTICE TYPE

SET-ASIDE

GLAC (69D)

115 South 84th Street, Suite 101 Milwaukee WI 53214-1476

POINT OF CONTACT*

CONTRACTING OFFICER

AARON ROGERS

aaron.rogers1@va.gov

AWARD INFORMATION

LINE ITEM NUMBER

DESCRIPTION

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL ITEMS IN ACCORDANCE WITH FAR 13.5

1. Contracting Activity: Department of Veterans Affairs, Great Lakes Acquisition Center (NCO 12), 115 South 84th Street, Suite 101, Milwaukee, Wisconsin 53214.

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

This procurement is for maintenance and support of the TempTrak® systems located at the Tomah VA Medical Center, Clement J Zablocki VAMC, Captain James A Lovell FHCC and the Middleton VA Hospital. In accordance with FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2. This will be a new firm fixed price sole source contract with TrillaMed, LLC.

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

TempTrak® equipment monitors temperature and humidity levels in areas where maintaining specific temperature and humidity levels are critical, such as procedure rooms, specimen storage, and medication storage. This equipment requires period inspection, calibration, and software upgrades to maintain compliance with ISO 17025 requirements.

4. Statutory Authority Permitting Other than Full and Open Competition:

FAR 13.5 Simplified Procedures for Certain Commercial Items. The statutory authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. § 1901 and is implemented by FAR 13.106-1(b)(2) for restricting competition on this procurement. Competition is restricted on this procurement for the reason below:

( x ) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

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):

The proposed awardee, TrillaMed, LLC (“TrillaMed”) is the only authorized distributor for these services. It has been confirmed with the OEM Copeland/Cooper Atkins, that TrillaMed is the sole authorized service provider for the maintenance and upkeep of the TempTrak® system.

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 FAR Subpart 5.2 and, if not, which exception under FAR 5.202 applies:

In accordance with FAR Subpart 5.2, a Notice of Intent to Sole Source Acquisition with TrillaMed was published on Contract Opportunities on February 04, 2025, with an expiration of 10:00 a.m. on February 10, 2025. No responses were received.

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

Price reasonableness will be determined with comparison to the prices of the expiring contracts, previously found to be fair and reasonable, pursuant to FAR 13.106-3(a)(2)(ii). In addition, information provided via market research of Government databases, specifically FPDS and Contract Opportunities combined with the CPI calculator, will provide additional confirmation that the anticipated cost will be fair and reasonable, in accordance with FAR 13.106-3(a)(2)(i).

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted:

Market research was conducted to confirm the sole source request. VetCert, AddsUp and SAM were all used as resources. An intent to sole source was posted, with Zero responses.

VETCERT: When searching NAICS code 811310, results included 898 SDVOSB/VOSB vendors. TrillaMed was verified as an active SDVOSB on VETCERT.

INTENT TO SOLE SOURCE: Notice of Intent to Sole Source Acquisition with TrillaMed was published on Contract Opportunities on February 04, 2025, with an expiration of 10:00 a.m. on February 10, 2025. No responses were received.

Confirmed with the OEM (Cooper Atkins) via email and Authorization letter that TrillaMed is the only vendor authorized to provide these maintenance and support services.

ADDSUP: A review of AddsUp produced similar contracts for these services. All of the most recent contracts were done by the OEM or TrillaMed. Four points and Gill group were also in the results but one was for server support (not this service) and one was from 2016.

FEDDATA: No active SAM exclusions on SAM.gov.

PREVIOUS PROCUREMENTS: Contract 36C25220C0131 is the current contract for these services. 36C25220C0131 was sole sourced to TrillaMed under the same circumstances. This contract previously included Jesse Brown VAMC but that VA hospital no longer needs these services from TempTrak®, due to them getting brand new equipment from another vendor. To the CO’s knowledge, that is the only way a sole source to TempTrak® can be avoided.

The OEM has designated TrillaMed as the authorized service provider. Market research confirms that TrillaMed, an SDVOSB, is the authroized service provider for TempTrak® equipment. It is recommended to proceed with a sole source to the SDVOSB Vendor TrillaMed.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: None.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: None.

TrillaMed reached out to confirm contract renewal. The OEM verified via email and Authorization Letter; they are not interested in providing these services themselves.

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: Because of the proprietary nature of TempTrak® parts, calibration equipment, and software, the VA must rely on the OEM, or its designated service providers, for ongoing maintenance of this equipment. Absent designation by the OEM of another vendor, the VA will continue to rely on TrillaMed to provide its TempTrak® maintenance needs.

*= Required Field Award Notice