36C25718Q0490-001.pdf

VHAPM Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under $150K

VHAPM Part 813.106 Page 1 of 2 Original Date: 08/30/17

DEPARTMENT OF VETERANS AFFAIRS

Justification for Single Source Awards IAW FAR 13.106-1 For

Over Micro-Purchase Threshold but Not Exceeding the SAT ($150K)

Acquisition Plan Action ID: VA257-18-AP-3081

1. Contracting Activity: The agency responsible for this acquisition is the Department of Veterans Affairs, Network Contracting Office 17 in San Antonio, Texas. The Department of Veteran Affairs proposes to enter into a contract on the basis of justification for other than full and open competition for the South Texas VA Medical Center, Radiology Department. Purchase Request Number is 671-18-2-022-0542.

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount: The South Texas VA Medical Center Radiology Department requires a long-term contract for the acquisition of a Software and Hardware Maintenance Agreement for their Delta4 Phantom+ and the respective software for radiation measurements and analysis. The radiology measuring system is used for patient specific intensity modulated radiation therapy (IMRT) and volumetric modulated arc therapy pretreatment (VMAT) quality assurance. The estimated contract value of this procurement is $30,500.00.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: The Delta4 Phantom+ system by Scandidos is used for patient specific quality assurance. It is used to compare the calculated, by the Treatment Planning System, dose distribution to the one delivered by the linear accelerator for ALL volumetric modulated arc treatment and for ALL Intensity Modulated Radiation Therapy treatments. Such verification is nearly impossible to be carried by hand and a dedicated patient specific system is necessary.

For such dedicated systems it is only the manufacturer that can provide hardware maintenance and software updates/upgrades. Other manufacturers of similar systems do not provide service for competitors’ products and there are no 3rd party service providers that would service the system or upgrade the software when available.

The Delta4 system allows us to verify patient dose distribution prior to the initiation of the therapy.

This is the only way we can verify dose to the tumor and the sparing of the normal tissue for the very complex computer optimized plans created by the treatment planning system.

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

Market research was conducted IAW FAR 10.002. It was found that this requirement is commercially available through the commercial marketplace. Pursuant to FAR 8.002 and FAR 8.003, it was found that this requirement could not be fulfilled using mandatory Government sources or other mandatory sources. Key word searches were also conducted on the VA NAC, and no results noted. A key word search of “Delta4 Phantom+” was conducted on the SBA Dynamic Small Business Search Tool. This query returned, “No profiles met your search criteria”. Additionally, completed search on GSA Advantage using various key words and did not generated any matches, “We found no Product

VHAPM Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under $150K

VHAPM Part 813.106 Page 2 of 2 Original Date: 08/30/17 matches for your search terms”. Lastly, a key word search of “Delta4 Phantom+” was conducted on VIP, this query returned one match for Epic Flight Films (That company does not provide radiology maintenance agreements).

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.

Note: COs are required to make a determination of price reasonableness IAW FAR 13.106-3. See the S19 Open Market (FAR13) Award Documentation Form with Abstract to document price reasonableness.