DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For Other Than Full and Open Competition

Acquisition Plan Action ID: 36C246-26-AP-2014, Project No 652-25-103, Increase Surgical Access

1. Contracting Activity: Department of Veterans Affairs, VISN 6, 652 – Central VA

Health Care System.

2. Nature and/or Description of the Action Being Approved: This Brand Name justification requests approval to procure Hillrom Nurse Call system equipment/construction materials for the installation of Nurse Call systems within the Increase Surgical Access project plan at the Central VA Health Care System. This action is necessary to maintain the facility’s communication infrastructure, ensuring interoperability with existing systems.

3. Description of Supplies/Services Required to Meet the Agency’s Needs: A nurse call system is an electronic communication tool that allows patients to quickly alert healthcare staff when they need assistance. The system is essential for patient safety and staff performance, particularly in critical care areas where immediate response can prevent severe health complications or fatalities. In addition, the nurse call system improves the efficiency of hospital operations by streamlining communication between patients and healthcare providers, reducing response times, and enhancing overall care quality. Moreover, since the system ensures that patients can easily call for help, it mitigates risks associated with unattended medical emergencies thereby reducing the likelihood of adverse outcomes. Furthermore, the facility must comply with regulations requiring hospitals to install nurse call systems to meet various city, state, and federal laws, as well as accreditation standards set by organizations like The Joint Commission.

4. Statutory Authority Permitting Other than Full and Open Competition: This portion of the procurement is being processed under the authority of FAR 6.302-1, which permits other than full and open competition when only one responsible source and no other supplies or services will satisfy agency requirements.

(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 RFO 6.103-1;

( ) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by

RFO 6.103-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by RFO 6.103-3;

( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by RFO 6.103-4

( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by RFO 6.103-5;

( ) (6) National Security per 41 USC §3304(a)(6) as implemented by RFO 6.103-6;

( ) (7) Public Interest per 41 USC §3304(a)(7) as implemented by RFO 6.103-7;

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): In February 2023, contract number 36C24623C0014 was awarded to Apogee Engineer Architects for project 652-21-102 Nurse Call System to design a new nurse call system for the Central VA Health Care System in Richmond, Virginia.

This project was intended to replace the nurse call system for the entire hospital. At the 15% design phase, Apogee completed a review of the marketplace and selected three firms that could supply the VA with a suitable nurse call system that satisfies the requirement: Johnson Controls, Rauland, and Hillrom. In consultation with the electrical shops, the chief engineer, and nursing leadership, the VA decided that Hillrom best meets the needs of the hospital. The construction portion of the project 652-21-102 was awarded in September 2025 with a Sole Source Justification for Hillrom components.

As the Hillrom system is a proprietary system that is incompatible with all other systems, going forward, all construction projects at the Central VA Health Care System in Richmond, Virginia, that include nurse call systems must only use Hillrom systems. As project 652-25-103, Increase Surgical Access, also has a requirement for additional nurse call systems to be added to the hospital, these additional systems must be Hillrom as well.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as possible (including whether a notice was or will be publicized as required by RFO Part 5 and, if not, which exception under RFO Part 5 applies): Efforts to identify potential sources included extensive market research and outreach as follows:

a. Historical Research: As part of the construction procurement for project 652- 21-102 Nurse Call System, a Sources Sought Notice was posted on SAM.gov looking for alternative to Hillrom products. No viable alternatives were found.

b. Equipment List: During the acquisition planning phase of the construction procurement for project 652-25-103, Increase Surgical Access, the procurement team asked the Designer of Record (DoR) Guidon-Charolette, if items that meet salient characteristics would be acceptable. The DoR assured the procurement team that all construction materials that meet salient characteristics and that can fully integrate with existing systems will be acceptable. Currently, the only known components that can fully integrate with Hillrom systems are Hillrom systems.

c. Sources Sought Announcement: As part of the construction procurement for project 652-25-103, Increase Surgical Access, a Sources Sought Notice was posted on SAM.gov looking for interested VOSB/SDVOSB construction firms.

Out of the four construction firms that responded, three were certified SDVOSBs, suggesting that there will be adequate completion.

d. Market Research with Knowledgeable Individuals: During the market research phase of the construction portion of project 652-25-103, Increase Surgical Access, it was confirmed with the project COR that only Hillrom products are acceptable for the nurse call system inside the new operating rooms.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The Contracting Officer has reviewed the pricing structure for the Hillrom nurse call system and has determined that the costs are fair and reasonable. This determination is based on:

a. Market research suggests that there will be healthy competition between two or more contractors that can install Hillrom brand equipment.

b. Historical pricing for previous procurement of systems of comparable scope and complexity. Current total construction budget considerations stand at

. The nurse call system is only a portion of this total estimated value of the procurement, which is below the Simplified Acquisition Threshold (SAT).

c. Validation that the proposed pricing aligns with industry standards for similar systems and services.

8. Description of the Market Research Conducted and the Results:

Market research included:

a. Reviewing potential vendors and products that meet nurse call system requirements.

b. Submitting a Sources Sought announcement to gather information on other available systems.

c. Consulting with technical experts within the VA.

The results of this research concluded that while multiple contractors are capable and willing to install Hillrom equipment. However, as the entire Central VA Health Care System hospital uses Hillrom equipment, all future construction projects that include nurse call systems must use Hillrom equipment as only Hillrom products are compatible.

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

The nurse call systems being requested comprises of highly specialized equipment, including major components. Allowing a construction contractor to install non-Hillrom equipment is likely to result in significant duplication of cost to the government, which is unlikely to be recovered through competition. As a result, only one responsible source can provide the Hillrom equipment for nurse call systems to ensure continuity of services for existing equipment of this brand, manufacture, and model, as well as interoperability with the facility's present nurse call systems.

10.Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: At the time of this procurement, no other source has indicated it can provide an alternative system that is compatible with Hillrom.