CTM J_A_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

OFOC SOP Revision 12 Page 1 of 3 Original Date: 03/22/11 Revision 12 Date: 01/10/2022

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

(BRAND NAME)

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID:

1. Contracting Activity: Department of Veterans Affairs (VA), Network Contracting Office 17 VHA

Regional Procurement Office-West 124 E. HWY 67 Suite 100 Duncanville, TX 75137.

2. Nature and/or Description of the Action Being Processed Department of Veterans Affairs, Veterans Integrated Service Network 17 facilities requires Consult Tracking Management software program that works specifically with the VA Vista Electronic Health Record. This program needs to be able to find all un-closed consults and Return to Clinic (RTC) orders so that they can be worked/processed. The program will assure that no consult or RTCs are forgotten in order to keep continuity of patient care support. This includes installation, education/training and maintenance.

Estimated Value:

3. Description of Supplies/Services Required to Meet the Agenc : The proposed action is for a twelve (12) month firm-fixed price (FFP) delivery order with an option for an additional four (4) 12-month options for licensure of Consult Tracking Management (CTM) Plus. The software effectively supports and enhances efficient management of both clinical and community care consults and follow up RTC orders to ensure Veterans maintain continuity of primary care. VISN 17 needs an enhanced ability to monitor and track consults and RTCs within its facilities. Open consults and unscheduled RTCs are a major issue for all Veterans and VA Healthcare Providers. CTM Plus will provide the tools to accomplish this objective more effectively and efficiently than those in use today. CTM Plus delivers actionable patient information and medical knowledge into the workflow of clinicians and f ront-line schedulers at the point of care. This enables front line staff to intervene faster and efficiently and provide better and safer care. Better decisions alter the healthcare experience and outcome for each patient while reducing costs. This web-based solution streamlines workflow and provides program administrative oversight to a complicated system, thus ensuring each Veteran's consult and RTC needs are scheduled quickly and follow up is performed in a timely manner. CTM Plus is a Vista

- integrated solution that provides real-time, up-to date dashboard views of the status of all consults and RTCs, displayed by service line. Users can take necessary actions on the consult or RTC order f rom within the dashboard without going to VA EHR, all data is maintained in Vista in the appropriate f iles.

4. Statutory Authority Permitting Other than Full and Open 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:

(x) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements ( ) Unusual and Compelling Urgency ( ) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services ( ) International Agreement ( ) Authorized or Required by Statute ( ) National Security ( ) Public Interest

5. Demonstration that the Contr Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): CTM Plus is

OFOC SOP Revision 12 Page 2 of 3 Original Date: 03/22/11 Revision 12 Date: 01/10/2022 compatible with current systems used in VISN 17 and include Collaboration with Nuance Coding and COi products-Clintegrity, CCM, AMC, & COi Pro, Release of Information Products, and Vitals. The VA has built customized tools, scripts, and processes that would have to be re-engineered to be utilized on a non-ESRI solution if other than CTM Plus is used. No other product can work in this environment and communicate with the existing infrastructure. If any other product were to be utilized, the VA would have to rebuild the data base to incorporate a new product to support many years of embedded regional and national workflow data resulting in excessive duplications of costs not expected to be recovered through the use of other CTM tools. The VA has one of the largest patient and non-patient record data sets. Any other CTM tools would encounter severe performance degradation, software compatibility issues, delay patient primary care, and require additional labor hours for physicians and hospital administrative staff to train on new systems.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: The Government's effort to solicit were conducted, on SEWP on April 7, 2022, resulted in one SDVOSB Minburn Technologies response. A search on GSA on April 20, 2022, resulted in one Large Business, DSS Inc. response. Based on the potential solicited sources, the VA rule of two is not met.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: Market research indicates the CTM is available through DSS, Inc has via GSA and NASA SEWP through DSS Authorized distributor Minburn. Pricing has already been determined fair and reasonable by the GSA and NASA SEWP Contracting Officers. Therefore, pricing is expected fair and reasonable when compared to Market Research, Price catalogs from both GSA and NASA SEWP, and anticipated competitive quotations.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research results shows two vendors capable of providing the services. DSS Inc. and Minburn Technologies which will provide competitive quotations.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition : No other facts apply.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: DSS, Inc., 12575

US Hwy 1 ,Suite 200 Juno Beach, FL 33408 and Minburn Technology, 9716 Arnon Chapel Rd; Great Falls, Virginia 22066

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:

The Government will continue to monitor changes in new and developing CTM Systems that allow interoperability with existing VA systems to plan future acquisitions for this requirement as Brand Name or Equal

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.

Date

OFOC SOP Revision 12 Page 3 of 3 Original Date: 03/22/11 Revision 12 Date: 01/10/2022

13. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer or Certification (required): I certify that the foregoing justif ication is accurate and complete to the best of my knowledge and belief.

HIGHER LEVEL APPROVAL (Required for orders over $750,000):

b. VHA RPO HCA Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and approve ($750K to $7.5 million (or $15.0 million for acquisitions described in FAR 13.500(c)) for other than full and open competition.