Brand Name Justification Redacted.pdf

VHAPG Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under the SAT

Revision: 01 Effective Date: 11/15/2024 Page 1 of 3 Acquisition ID#:

DEPARTMENT OF VETERANS AFFAIRS

Justification for Single Source Awards IAW FAR 13.106-1 For

Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K)

Acquisition Plan Action ID:

1. Contracting Activity: Department of Veterans Affairs, Regional Procurement Office-East (RPOE), Network Contracting Office 4 (NCO 4) provides contracting support for Veterans Integrated Services Network 4 (VISN 04), Philadelphia VA Medical Center, 3900 Woodland Ave, Philadelphia, PA 19104.

The funding purchase request has been approved and identified as:

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount:

VA Philadelphia requires full service maintenance for the continuous reliability of the Arjo, BHM Medical and Handicare overhead ceiling lift systems. Requirements include:

A. Maintenance Agreement

a. One scheduled annual preventive maintenance inspection.

b. One scheduled annual ceiling lift rail deflection/safety testing.

c. Repair service calls - spare parts, travel and labor to return equipment to OEM recommended operating specifications.

d. On-site response within twenty four hours by certified technician, during normal business hours

e. Includes all technician-supplied/ordered authentic OEM spare parts.

f. Labor and travel included for installation of any authentic OEM parts during preventive maintenance and repair service calls.

The total estimated amount, including options

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used:

This is a brand name jusfistication. Preventative maintenance and inspections on ceiling lifts must be completed to ensure that they remain operational and safe for moving patients. The original equipment manufacturer (OEM) Arjo is a sole source provider for certified parts and services on its proprietary lifts. Only Arjo and its certified third-party Emeritus Clinical Solutions Inc. are able to provide certified parts and conduct the deflection testing that is required in VHA Directive 1611(1) Safe Patient Handing and Mobility Program as part of the preventive maintenance checklist for its

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lifts. There is Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per FAR 6.302-1 for Arjo and BHM lifts.

The 4 Handicare lifts can be serviced by multiple parties. The benefit to small businesses for such limited scope of this requirement is likely to be minimal. Cost would be consistent with pricing for the Arjo lifts, but the administrative burden would be greatly increased. Providing a second contract, then coordinating services, billing, and payment of a second contractor for such a small portion of the proposed requirement does not benefit the government. It is more efficient and in the Government’s interest to include the 4 Handicare lifts with the 104 lifts that must be serviced by OEM authorized vendor.

Resoliciting a new requirement would result in significant duplication of costs that would not be recovered through competition. Philadelphia VAMC would need to replace 104 ceiling lifts currently utilized throughout the medical center, remove and replace the steelwork rail and track systems, replace lift components such as slings spreader bars, and train 200+ nursing staff to operate new equipment. Resoliciting a new requirement would also cause interruption of services and closing of medical center spaces for the installation of different brand equipment.

In 2022, , new Arjo ceiling lifts were installed at the Community Living Center (CLC) as part of Phase A renovation plans. The purchase and installation of 21 lifts . Arjo steelwork, track systems and motors were installed. The CLC is undergoing a large renovation of patient wings and rooms, and will require overhead patient lifts. In 2023, , Philadelphia VAMC upgraded end of life systems with new Arjo lift models. Along with the end of life upgrade, the contract included installation of new Arjo steelwork, track systems and motors at the Community Living Center under Phase C. The purchase, installation

This installation is on-going as construction progresses. The current patient lift count is 103 Arjo lifts, 4 Handicare lifts, and 1 BHM lift scheduled for replacement by June 2025.

It is important to note the steelwork for the CLC renovation was purchased over ten years ago when the project was first awarded. Due to legal issues, the project was on pause until 2022. The Philadelphia VA did not purchase additional steel for either contract as the steel purchased 10 years ago met and still meets the OEM requirements, for Arjo.

Switching brands would result in considerable duplication of costs to the Government and negatively impact patient care during transition period that would not be recovered or justified through competition for the system.

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

Market research was conducted and showed Arjo Inc is capable of servicing and maintaining the Arjo, BHM Medical and Handicare lifts. In 2004, Arjo acquired BHM Medical and became the OEM for BHM medical lifts. Handicare was contacted about third party maintenance and confirmed there are third parties able to service and maintain their lifts. Separating inspection, service, and repair of the 4 Handicare lifts would cause duplication and additional burden without any measurable gain in competition or savings when compared to keeping the services attached to the other 104 Arjo lifts.

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Market Research concluded that two sources are capable of providing requirement, Arjo Inc, a large business, and Emeritus Clinical Solutions Inc, an SDVOSB. Both vendors provided information and a market research quote. Recommended that competition be competed amongst the two capable vendors for maximum competition.

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.