C03 - JA Self Service Kiosks.pdf

Control Number VA-25-00024443

JUSTIFICATION FOR A SOLE SOURCE AWARD

FOR CERTAIN COMMERCIAL ITEMS

1. Contracting Activity: Department of Veterans Affairs Office of Procurement, Acquisition, and Logistics

Technology Acquisition Center 23 Christopher Way Eatontown, NJ 07724

2. Description of Action: The proposed sole source action is for the purchased of 84 Freestanding Kiosks systems along with 168 12-month extended warranties (2 per Kiosk thus extending the normally included 12-month warranty coverage, to 36 months per Kiosk).

3. Description of Supplies or Services: The proposed action is to replace 84 kiosk systems located in different locations trough Veterans Integrated Service Networks (VISN) 02 (Western NY HCS, Fingerlakes HCS, Syracuse VAMC, Albany VAMC, Hudson Valley HCS, Bronx VAMC, Northport VAMC, New York Harbor HCS, and New Jersey HCS including associated CBOCs for each location). The systems include printer, scanner/imager. The kiosk check-in patients, complete mileage, and work with the VA’s Vetlink Software. The system provides a waiting room check in process that does not include the clerical and helps insurance capture that ultimately frees the clerk to do other tasks-- allowing patients to be autonomous with their check ins, demographics, insurance, beneficiary travel reimbursement, and records. The Freestanding Kiosks include Thermal Receipt Printer and Barcode ID Card Scanner/Imager. The total estimated price of the proposed action is .

4. Statutory Authority: The statutory authority permitting other than full and open competition is 41 U.S.C. 1903 as implemented by the Federal Acquisition Regulation (FAR) 13.501, entitled “Special Documentation Requirements”.

5. Rationale Supporting Use of Authority Cited Above: Vecna Medical is the sole source provider of the Vetlink software embedded within the check in VKIOSK Hardware distributed by Minuteman Technology Services, LLC. The VKIOSK freestanding kiosks hardware connects with VA’s internal systems utilizing Vecna’s proprietary Vetlink software. This equipment is considered highly specialized. To develop, test, and approve a new software would be a substantial duplication of cost to the government that is not expected to be recovered through competition. The software (Vetlink) utilized on the VKIOSK is proprietary and can only be installed onto the VKIOSK hardware by Minuteman Technology Services, LLC. The current Vetlink software contract 36C24223C0003 is for software sustainment and service support of the Vetlink software. All VISNs were instructed that to keep the VKIOSKs operational they would be required procure future VKIOSK on a separate contract. In addition, the VKIOSK hardware would have to be procured through Minuteman Technology Services, LLC., the only distributer authorized to integrate the Vetlink software on the VKIOSK hardware. The estimated cost to duplicate Vecna’s Vetlink software and their equipment, VKIOSK, would be approximately . The

Self Service Kiosks Control Number VA-25-00024443

Vetlink software and the VKIOSKs are essential to the government’s requirements and thereby precluding consideration of a product manufactured by another company.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in the market research section of this document. This effort did not yield any additional sources that can meet the Government’s requirements. There is no competition anticipated for this acquisition. Additionally, the proposed action will be synopsized on the Contracting Opportunities Page in accordance with FAR 5.201.

Any proposals that are received shall be evaluated.

7. Actions to Increase Competition: Government will continue to conduct market research to ascertain if there are changes in the marketplace that would enable future actions to be competed. All future requirements will be handled on a case-by-case basis to determine any future acquisition strategy.

8. Market Research: VA technical experts conducted market research in October 2024 by reviewing similar manufactures that can provide the services for this requirement.

Manufactures reviews include Advance Kiosk at Interactive Digital Kiosks - Electronic Digital Kiosk Models (advancedkiosks.com); healthcare Kiosk at Healthcare Kiosks | Patient Care with Modern Technology | KIOSK; and Livewire Digital at Self Check-In Kiosk Software & Systems - Livewire Digital - Kiosk Manufacture, however, these Kiosks do not work with VA’s currently contracted Vetlink software. The current kiosks being replaced were purchased from Vecna. Vecna also owns the installation codes and configuration. Vecna has retained all rights to the software codes. In October 2024, the Government contacted Vecna Technologies, Inc. and confirmed their sole proprietorship for the software codes necessary for this requirement. Vecna has one (1) authorized Distributor other than itself. That authorized distributor is Minuteman Technology Services, LLC, a certified SDVOSB with whom Vecna has partnered on several engagements. Minuteman Technology Services, LLC is qualified and authorized to provide services in support of the VetLink Kiosk System (See eCMS TAB P02 - Certified Distributor Letter_2024).

9. Other Facts: None

Self Service Kiosks Control Number VA-25-00024443

Technical/Requirements Certification

I certify that the supporting data under my cognizance, which are included in this justification, are accurate and complete to the best of my knowledge and belief.

Fair and Reasonable Cost Determination

I hereby determine that the anticipated price to the Government for this contract action will be fair and reasonable based on comparison with historical prices paid, comparison with competitive published price lists (published market prices of commodities for the same or similar on GSA eBuy), and comparison to the Independent Government Cost Estimate.

Contracting Officer Certification/Approval

I certify that this justification is accurate and complete to the best of my knowledge and belief. This contract action exceeds the simplified acquisition threshold, but does not exceed $750,000, therefore, the certification required by FAR 13.501(a)(2)(i) serves as the Contracting Officer’s approval.