Q-Flow_Single_Source_Rd.pdf

Single Source Justification (Simplified Acquisition)

Section A: General Contract Information

Contracting Activity: 673 CONS Purchase Request/ Identification Number:

Project/Program Name: Expansion of 673 MDG Central Pt Queuing System

Estimated Contract Cost (including Options):

Section B: Description of the Supplies/Services Required

Installation of additional Q-Flow kiosks by ACF technologies to be used at the Satellite Pharmacy and clinical lab as part of the expansion of the 673 MDG central patient queuing system already in use.

Section C: Justification for Soliciting from a Single Source

The 673 MDG was provided with a new central patient queuing system via an SRM project in the fall of 2015. This system currently runs the main pharmacy and ENT clinic patient check-in and monitoring. Q- Flow is owned by ACF Technologies and is a proprietary system with no capability to integrate competitor kiosks/software into the ACF/Q-Flow system. The 673 MDG is in the process of expanding this central check-in system to other clinical areas and as such, those expansion devices must be able to integrate completely with the currently installed product.

Technical requirements include:

-Seamless integration of additional kiosks with current Q-Flow software for centralized patient movement and automated check-ins. The patient queue system needs to be standardized in order for the MDG to be able to track patient movement, validate pharmaceutical orders and acceptance at either the main pharmacy or satellite location and be able to run reports for total numbers in a single report instead of running two different reports and manually consolidating them. A standardized system will help ensure accurate and timely order fulfillment, as well as ensuring the safe distribution of controlled substances by eliminating the chance of filling the same order at both pharmacy locations, increasing patient safety.

-Auto patient order movement from clinic to ancillary service via same original ticket to include capability to auto check patients in at each clinic with electronic health record manipulation.

-Ability to produce patient tracking reports from initial visit to final ancillary stop for flow tracking via a single interface, facilitated by a single 'patient ticket' from the initial arrival point. This can provide more efficient delivery of medical services to the patients. Also, the ability to run only one report saves resources, as well as increase the accuracy of the records by reducing the possibility of a patient being uncounted due to the manual consolidation of two reports into one.

Obtaining a kiosk not compatible with ACF/Q-Flow will result in substantial duplication in costs to the Government to include but not limited to: redundant hardware and software systems to serve a single purpose; duplicate licensing expense and management; duplicate maintenance contracts, training contracts and FTE support; duplicate patient training investment for loss of standardized system.

Installing a patient queue system other than Q-Flow would result in increase costs as not only would kiosks need to be installed at the satellite pharmacy and the lab, but the Q-flow equipment that is less than one-year old would need to be replaced at the main pharmacy and the ENT clinic. Based on the cost of previous purchases of patient queue systems, it is estimated that it would cost $214,000 to replace all the kiosks and associated equipment in the various clinics. This does not include costs for installation or

Single Source Justification (Simplified Acquisition) training of personnel on the new system. This is more than double the cost to add two kiosks to the system already established within MDG.

Finally, a non-compatible device will eliminate the cost savings and inherent patient safety aspects projected with the new Q-Flow system by eliminating the ability to remove unnecessary FTE support at each clinic reception window. A central queuing system allows for a patient to check in at any kiosk in the building for any clinic at any time, receive notifications via the system call back capability to their personal cellular device, and removes the administrative burden at the reception windows by having the patient automatically moved from clinic to clinic via one initial check in and one 'ticket'.

Section D: Efforts to Obtain Competition

673 MDG inquired with the current manufacturer of their new central pt queuing system as well as with a competitor as to the compatibility of non-proprietary systems working with the already procured system.

Both ACF and competitors agreed that the systems would not interface in a solitary environment.

Section E: Steps to Preclude Future Single Source Awards

When a new system is required and will be purchased by the Government, the acquisition will provide for competition.

Section F: Contracting Officer's Determination

I have determined, in accordance with FAR 13.106-1(b)(1), that the circumstances of this contract action deem only a single source is reasonably available.

Date

29-Feb-2016

Typed Name and Rank/Grade of Contracting Officer

Anna Maria Smith/SSgt

Signature of Contracting Officer

SMITH.ANNA

MARIA.NMN.1390752497

Digitally signed by SMITH.ANNA MARIA.NMN.1390752497 DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=SMITH.ANNA MARIA.NMN.1390752497 Date: 2016.02.29 12:28:51 -09'00'