A.02 JA Sole Source under 250K- signed.pdDREDACTED.pdf

Control Number: 21-RHCO-A-124

RFQ/RFP #: W91YTZ21Q0005

Sole Source Justification for Acquisitions under the Simplified Acquisition Threshold

(Simplified Acquisition Threshold is $250K)

1. Contracting Activity:

Regional Health Contracting Office – Atlantic (RHCO-A) Fort Bragg Health Contracting Cell 6021 5th Street, Building 1469 Fort Belvoir, VA 22060-5505

2. Description of Action:

Requirement: New Repeat Pricing: Firm-Fixed Price Time & Materials Cost Funds: OMA Other Funds: _________ Total Dollar Value: XXXXXX

Name of Intended Contractor: Provation Medical Inc.

Street Address: 533 South 3rd Street Suite 300 City, State, Zip: Minneapolis, MN 55415

Phone: 612-313-1500

Performance Period: 1 November 2020 – 31 October 2025

3. Description of Supplies/Services: Provation Medical Inc. software maintenance and technical support. Provation Software to support the Department of Gastrology at Womack Army Medical Center (WAMC).

4. Authority Cited:

(a) FAR 13.106-1(b)(1)(i): Only one source reasonably available (e.g., urgency, exclusive licensing agreement, brand name or industrial mobilization); OR

(b) FAR 13.106-1(b)(1)(ii): Only one source can provide a portion of the purchase that is a particular brand-name item; OR

(c) FAR 8.405-6(a)(1)(i)(A): An urgent and compelling need exists, and following the procedures would result in unacceptable delays; OR

(d) FAR 8.405-6(a)(1)(i)(B): Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized; OR

(e) FAR 8.405-6(a)(1)(i)(C): In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order not previously issued under sole-source or limited-sources procedures.

5. Reason for Authority Cited: The requirement is for Provation software server maintenance, Provation MD for GI Maintenance; travel cart maintenance; and annual oracle support fee. Provation is the licensed agreement company that maintains and operates the current and existing software and hardware located at the Gastro Clinic at WAMC. Provation MD has been maintaining the system since 2010. The required items are proprietary and are only available from Provation. This requirement is for software maintenance contract as the software will include updates and security patches at no additional charges. Market Research is unable to identify licensed agreement companies having Intellectual property to operate and perform the functions required to operate the software program. This system is considered to be Government Wide with fully automated endoscopy information management system. This system provides clear and accurate electronic documentation and patient coding. This software system also provides Medical Staff with legacy patient data since 2010. Currently, as endoscopic procedures are done; if the patient has compelling urgent circumstances, the medical staff has the capability to pull down previous medical scans that could be considered lifesaving. To provide the best patient care to military soldiers and their families, the endoscopy staff must be able to review historical data if this software is not purchased. If this software maintenance is not purchased; the systems will not be updated to bring past patient history into current systems.

The software is installed on what are called procedure workstations, they have a unique video capturing card, the GI Clinic has six computers that are configured to work as image capturing computers, the images are captured by connecting a colonoscopy scope. Updating software system from Provation Medical Inc, saves the government time as it will significantly be more expensive to completely replace our current system with a new system. In addition to replacing all of the end medical devices, training of medical personnel responsible for this system would have to be taken into consideration. WAMC owns the hardware and servers are virtually updated. WAMC upgraded the existing system two years ago, and it would not be beneficial to the government to completely replace the existing system due to cost. The servers are virtual and we do own the hardware.

6. Actions to Increase Competition: The synopsis and J&A will be posted for information and potential competition.

7. Market Survey: Provation has been installed and utilized at WAMC since 2010. It is the premier endoscopy system and system of choice by WAMC Gastroenterology department. Provation Medical Inc. is a proprietary system that only Provation Medical Inc. can support. Maintenance is not available from any other vendor. The only other choice for service would require replacing the complete system. If a new system is purchased, historical documentation would be lost, and WAMC would have to pay additional cost.

8. Procurement History:

Previous Contract or Purchase Order Number: W91YTZ-16-P-0016 and W91YTZ-18-P-0365 or N/A Previously competed? N/A No Yes Previous authority for less than Full & Open Competition: FAR 13.106-1(b)(1)(i)

9. Technical / Requirements Certification: I certify that the support data under my cognizance which are included in this mini-J&A are accurate and complete to the best of my knowledge and belief.

Submitted By: Douglas W. Hedges Position Title : IMD Finance Officer

Email address: Douglas.w.hedges.civ@mail.mil

10. Contracting Officer Certification and Approval: I certify that this justification is accurate and complete to the best of my knowledge and belief.

Signature:

Typed Name: Donna Blossom Position Title: Contracting Officer

Email address: donna.l.blossom.civ@mail.mil Date: 28 September 2020