P03 Attachment 1 FAR 13.5 Sole Source Justification - SAT-7.5M Fully Signed _Redacted.pdf

VHAPG Part 813.5 Simplified Acquisition Procedures for Certain Commercial Items Attachment 1: Request for Sole Source Justification Template >SAT-$7.5M under FAR13.5

Effective Date: 11/15/24 Page 1 of 4

REVISION: 01

Acquisition ID#:

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C263-25-AP-1232

1. Contracting Activity: Department of Veterans Affairs, Network Contracting Office 23, St. Cloud VA Health Care System, 4801 Veterans Drive, St.Cloud, MN 56303

Organizational Activity: Fargo VA Health Care System, 2101 Elm Street N, Fargo, ND 58102

PR IFCAP: 437-25-2-775-0037

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

Estimated amount:

This procurement is for the purchase of Dental Chairs and Equipment for the Fargo VA Medical Center in accordance with FAR 13.5 Simplified Procedures for Certain Commerical Items and 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 action will result in the award of a new firm-fixed-price contract.

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

This procurement is Brand-Name Only for A-Dec dental chairs and equipment as listed below:

a. Patient Chairs

b. Delivery Systems/Assistant Instruments

c. Doctor Stools

d. Assistant Stools

e. Workstation Stools

f. Track Lighting

g. Doctor’s Mobile Cart and Mobile Duo Cart

h. Deinstallation of existing equipment

i. Installation of new equipment

j. Training provided to staff to use the new equipment

Existing dental chairs and equipment will no longer be in use and will be removed as they are end-of-life and needing replacement. A footprint of the removed items will need to be filled – only A-Dec equipment can properly fill the exact footprint left behind without having to adjust/re-do/ fix/change the current utilities and connections that currently serve the equipment. Having to make any changes to the current utilities and handpiece connections would result in a construction project that would cost the medical center additional money.

Effective Date: 11/15/24 Page 2 of 4

REVISION: 01

Acquisition ID#:

4. Statutory Authority Permitting Restricted 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:

Items peculiar to one manufacturer. An item peculiar to one manufacturer can be a particular brand name, product, or a feature of a product, peculiar to one manufacturer.

A brand name item, whether available from one or more sources, is an item peculiar to one manufacturer.

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

Only One Responsible Source - The Fargo VA Dental Department is replacing its current dental chairs and equipment. The Fargo VA requires this solicitation to be a “Brand Name Only” request. The A- Dec brand is required for transition between the removal of the existing chairs and equipment and the implementing of new dental chairs to ensure a seamless transition. The footprint of the existing chairs and equipment matches that of the A-Dec items which will minimize the need for construction or other project costs if the moving of utilities, lighting, etc was required.

Additionally, other dental chairs are unable to offer the unique features needed by the Fargo VA to serve their specific Veteran patient population as listed below,

1) A-Dec chairs have a lift capacity of 500lbs. This weight capacity is required to serve the Veteran population at the Fargo VA Dental Clinic.

2) A-Dec chairs have a lower vertical range than other chairs, they can be lowered to 13.5”, which is important for Veteran’s with mobility issues. Many of the Veterans treated in the Fargo Dental Clinic have these mobility issues.

3) A-Dec chairs have a vertical height of 31.5” (measured from floor to bottom of seat), a chair height that meets or exceeds 31” is required to address the ergonomic needs of Fargo VA practitioners who stand to deliver patient care 50% of the time or more.

4) A- swivel for precise access to oral cavity and is essential for delivery of excellent patient care. Chair dimensions must fall within range stated due to oversized chairs creating issues with patient comfort and availability of space in dental operatory.

5) A-Dec chairs offer seamless upholstery for increased cleaning and safe patient care. The chairs reduce infection prevention concerns. The warranty period for the upholstery is longer than other brands.

6) A-Dec chairs offer an option for an electric handpiece which offers reduced noise levels and vibration which is important to decrease Veteran dental anxiety. Electric handpieces provide constant torque for more efficient and smooth dental procedure. Increasing efficiency at the Fargo VA will improve the availability of providers for patient care which is essential due to the high volume of patients needing care.

7) A-Dec track lighting provides improved lighting which in turn improves visibility and aids patient safety.

8) The A-Dec dentist and dental assistant operatory chairs are improved ergonomic design for staff longevity and safety while delivering care.

Effective Date: 11/15/24 Page 3 of 4

REVISION: 01

Acquisition ID#:

9) A-Dec’s published 20-year anticipated service life offers VA facilities substantial economic and operational advantages, notably in reducing the frequency of replacements and reduced lifecycle costs, thereby aligning with the VA’s goals for efficient resource management. Other brands do not offer as the same length of service life on their products.

10) A-Dec is the only dental equipment company that offers a 10-year warranty on their products.

The brand-name model requested is essential to the Government’s requirements, thereby precluding consideration of a product manufactured by another company.

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

Communication with A-dec (OEM) revealed that there are three SDVOSB authorized distributors of their equipment. A Request for Quote will be issued to SAM.gov to obtain maximum practicable competition.

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

It is the experience of this contracting office that competitive set-aside procedures have a high success rate in obtaining fair and reasonable pricing. However, this office will compare pricing obtained from the set-aside with the pricing of past procurements of similar nature to ensure prices are fair and reasonable.

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

The OEM, A-Dec, verified with the CS that they have 3 (three) authorized distributors that are SDVOSBs; Alliant Healthcare, Fidelis, ProAlliance.

The CS searched GSA for available FSS contracts and did not produce any results. A search was also done on GSA Advantage to see if there would be adequate competition for the brand name requirement but did not produce the required three sources. However, there is evidence to show there would be adequate competition between the authorized resellers in an SDVOSB set-aside.

The CS searched for mandatory sources of supplies and found NAC contract V797D-70087. The NAC contract did not include all the needed items and did not have a mandatory use clause within the contract.

A-Dec dental chairs are made in America and are not subject to BAA/TAA exceptions.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: N/A

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

a. ProAlliance (SDVOSB Authorized Distributor)

b. Alliant Healthcare (SDVOSB Authorized Distributor)

c. Fidelis (SDVOSB Authorized Distributor)

Effective Date: 11/15/24 Page 4 of 4

REVISION: 01

Acquisition ID#:

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:

As this is a valid brand name only request, and maximum competition will be sought within that constraint, no further actions will be taken.

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.

Sherri Wakeman Date

AUS

Fargo VA Medical Center

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.

Melissa Garrett Date Contracting Officer

NCO 23

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.

Travis Johnson Date Division Chief

NCO 23

3/3/25SHERRI WAKEMAN

Digitally signed by

SHERRI WAKEMAN

Date: 2025.03.03 11:21:41 -06'00'

MELISSA

GARRETT

Digitally signed by

MELISSA GARRETT

Date: 2025.03.03 13:34:19 -06'00'

TRAVIS

JOHNSON

Digitally signed by

TRAVIS JOHNSON

Date: 2025.03.03 14:35:44 -06'00'