36C25521AP3354_Mobile SPS Unit_KCVA.pdf

VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP Attachment 5: Request for Sole Source Justification Format >SAT

OFOC SOP Revision 11 Page 1 of 4 Original Date: 03/22/11 Revision 11 Date: 02/11/2021

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C255-21-AP-3354

1. Contracting Activity:

Network 15 Contracting Office (NCO 15) Kansas City VA Medical Center (KCVA) 3450 W. 4th Street 4801 Linwood Blvd.

Leavenworth, KS 66048 Kansas City, MO 64128

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

This is a continuing requirement for a mobile Sterile Processing Services (SPS) unit for the Kansas City VA Medical Center. An existing contract, 36C25520P0674 with Mobile Medical International Corporation (MMIC), is currently providing this equipment for use during the renovation of the SPS department at the main VA Medical Center (KCVA). The mobile SPS contract ends August 11, 2021, without further options. Construction project delays have driven a continued need for the mobile SPS unit beyond the period of performance in the original SPS contract.

This action will provide a new, firm fixed price contract. The base period will be for one (1) year, August 12, 2021 through August 11, 2022. There will be two (2) three (3) month options, August 12,

3. Description of Supplies/Services Requ

The KCVA SPS department sterilizes surgical instruments and scopes that are used by 11 Clinics and a seven-suite surgery department. All clinics and surgery suites are located within the KCVA Campus. There is a continued need for a mobile SPS unit that is equipped with the following items.

Two (2) Getinge GSSS6713 Steam Sterilizers (12 US tray capacity each for an overall tray capacity of 24 US trays per cycle). Each sterilizer equipped with one load car and one transfer carriage. Also included are two (2) Getinge 86 Series (model 8668) Washer/Disinfectors. One (1) Ultra Triton 36 and one (1) Getinge HW673/6 Stainless Steel Sink Workstation with 3 bay sinks. One air compressor and four (4) Getinge Height Adjustable Prep and Pack tables and a Pass-through widow from the decontamination side to the Sterile side.

Currently, project 589-21-385A, Site Prep for Mobile SPS Trailers Install, has been approved to build a two stall Mobile SPS Unit space. That project is in the solicitation stage with an estimated 6 month construction completion schedule. The mobile SPS Unit currently under contract 36C25520P0674 with Mobile Medical International Corporation (MMIC) is required to remain on site until the larger Mobile SPS Unit site work is operational. A competitive acquisition will be conducted for the longer term rental of two mobile SPS Units. The estimated timeline below shows the need for a 1 year period of performance with two (2) three (3) month option periods for unforeseen circumstances.

VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP Attachment 5: Request for Sole Source Justification Format >SAT

OFOC SOP Revision 11 Page 2 of 4 Original Date: 03/22/11 Revision 11 Date: 02/11/2021

Task Duration Estimated Completion Date Solicitation 30 days 31AUG2021 Evaluation & Award 30 days 30SEP2021 PreCon / Submittals / On-Site 90 days 31DEC2021 Construction Period 180 days 30JUN2022 New SPS Units / Commissioning 60 days 31AUG2022

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

(X) (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.

5. ications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

The decision to sole source to MMIC is two fold. First, if the services were awarded to anyone other than MMIC, there would be a period of time that the SPS department would be closed in order to transition to another vendor. SPS department would be required to halt services to move instrumentation and VA owned equipment to another unit. VA owned equipment would then require re-calibration by either Biomed or the equipment service representees. These moves and re-calibrations would disrupt or delay patient care causing an adverse impact to Veteran care and pose an unacceptable level of risk to patient safety. SPS plays a crucial role in the promotion of patient safety. SPS is responsible for ensuring that all instruments, equipment, medical devices, and consumables required by medical staff to carry out procedures are cleaned and sterilized. If this process is not carried out equipment would not be sterilized causing patient procedures and surgeries to be cancelled.

Second, the cost to decommission and recommission the mobile unit would be substantially duplicative. The cost for decommissioning and recommissioning in the existing contract is and is not expected to be recovered through competition. In addition, moving the existing unit out and the new unit in, requires a great deal of VA manpower. Many different services must co-ordinate such as the VA Police and Engineering personnel.

The above evidence demonstrates that it is in the best interest of the VA to sole source to the existing Mobile processing unit vendor, MMIC, to preclude adverse impact to Veteran care and patient safety and avoid duplicative costs not expected to be recovered through competition. The original acquisition for the mobile SPS unit was contracted in a competitive environment as a small business set-aside. MMIC is a small business.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable:

Only one source is deemed practicable for this acquisition. The existing contract action, 36C25520P0674, was solicited competitively and the future requirement will be acquired competitively.