FAR 13.5 Sole Source Justification - Over SAT Censis-BC.pdf

Effective Date: 02/01/2022 Page 1 of 5

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C245-24-AP-1746

1. Contracting Activity: Department of Veterans Affairs, Network/Program Contracting Office 05, located at Martinsburg VA Medical Center (613),510 Butler Avenue, Martinsburg, WV 25405, in support of VISN 05 VA Health Care System at Louis A. Johnson VA Medical Center (540), 1 Medical Center Drive, Clarksburg, WV 26301. Identify purchase request (2237) number 540-24-1-072-0015.

2. Nature and/or Description of the Action Being Processed:

MSGL01 Subscription - Service + Base YR: Clinical Assessment Based On-Site Visit + Week of Training, Discounts, Free CtUC Tickets

CSGOV Subscription - Censitrac GOV Cloud Server Base YR - GovCloud Memo

PSD001 Data Optimization Services Data Validation/Normalization, Substitution Identification & Project Management

CT0206 CensiMark Laser Marking Equipment CensiMark Laser Unit Bundle

CT0203 CensiMark Laser Installation and Training Onsite Training & Configuration Onsite Training & Configuration

CT0196 Hardware - Tangent KW 22 Workstation VHA OIT Approved

CT0176 Hardware - Censis Zebra TC52-ax PDA Standard Bundle Medical Grade Health Care Model, OIT Approved.

CT0217 Hardware - Cognex DM-CT2 Bundle

CT0128 Hardware - FIPS Compliant wireless scanner

CT0181 Hardware - Gov Label Printer

CT0071 Hardware - Laser Jet Printer

CT0098 Hardware - Document Scanner

Hardware - Camera and Stand

CT0157 Bundle CT0185 Supplies - KemSure Labels - Small Labels (2x1.25)

CT0186 Supplies - KemSure Ribbons- small

CT0184 Supplies - KemSure Labels - Large Labels (4x2)

Effective Date: 02/01/2022 Page 2 of 5

CT0187 Supplies - KemSure Ribbons- large

IMS101 Marking Services: Single Instrument

The estimated value of the proposed action is $401,792.00.

This procurement is for an instrument tracking system (ITS) for Sterile Processing in accordance with FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2. This procurement is being in conjunction with a FSS contract GS-35F-0462X to Censis Technologies, Inc. This will be a firm-fixed-price task order for this acquisition.

This contract is being in accordance FAR8.402 General. This contract is being accomplish as a administrative convenience, an ordering activity contracting officer. All applicable acquisition regulations pertaining to the purchase of the items not on the Federal Supply Schedule will be followed. All Non-F.S.S. items will be clearly marked “open market”.

The Clarksburg VAMC has a requirement for an instrument tracking system (ITS) for Sterile Processing Service. The ITS shall include VHA OIT approved computers/workstations with waterproof keyboard and touchpad mice. Hardware to mount the computers shall be included. The Contractor shall provide scanners and stands, wireless FIPS compliant scanners, label printers with network capabilities and USB cables, laser get printer, and document scanners. The requirement shall include a camera and stand. The labels for the label printers and some ribbons shall be included. For the marking, all supplies such as electrochemical marking filter caps, electrochemical marking electrolytes, and electrochemical marking neutralizers shall be included. All CensiTrac software, licenses, and subscriptions shall be included. The requirement is for project management, on-site implementation, and training for the ITS project. In addition, marking for instruments that do not have marking is included in order for the proper tracking of the instruments. The marking services and supplies needed for the marking shall be included.

Clarksburg VAMC is the last hospital to install the system; upon completion, VISN 5 will have a uniform system thought the VISN. The following is the purchase history for the rest of VISN 5 for the exact requirement:

This are the prior purchase for the instrument tracking systems (ITS):

GS-35F-0462X

36C24518F3704

Censis Technologies, Inc. $218,270.45 Maryland VAMC(All)

GS-35F-0462X

36C24518F0636

Censis Technologies, Inc. $297,584.22 Washington, DC

36C24521P0687 Censis Technologies, Inc. $239,659.99 Martinsburg

VAMC

36C24522P0238 Censis Technologies, Inc. $359,645.64 Huntington

VAMC

VISN 5 has a base plus for task order licensing and support for an instrument tracking systems:

GS-35F-0462X

36C24524F0153

Censis Technologies, Inc. $1,555,850.12 VISN 5

Effective Date: 02/01/2022 Page 3 of 5

3. Description of Supplies/Services Required to Meet the Agency’s Needs:

Only the products of Censis will meet the requirements of the Sterile Processing Service at the Clarksburg VA Medical Center. In a memorandum from the Deputy Under Secretary for Health for Operations and Management (DUSHOM) dated January 2019, “the CensiTrac Instrument Tracking System (ITS) made by Censis Technologies is the defacto standard ITS that all facilities shall utilize”.

Thus, per policy, the Clarksburg VAMC must implement the system manufactured by Censis. Only Censis is capable of implementing the Censitrac system. No other companies can provide Censitrac software, equipment, licenses, and installation. The requirement has an estimated value of $401,792.00. The performance period will be 1 year after award. See briefcase for memorandum.

4. Statutory Authority Permitting Restricted 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 Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

The Deputy Under Secretary for Health for Operations and Management (DUSHOM) dated January 2019, “the CensiTrac Instrument Tracking System (ITS) made by Censis Technologies is the defacto standard ITS that all facilities shall utilize”. Thus, per policy, the Clarksburg VAMC must implement the system manufactured by Censis. Only Censis is capable of implementing the Censitrac system. No other companies can provide Censitrac software, equipment, licenses, and installation. Only the products of Censis will meet the requirements of the Sterile Processing Service at the Clarksburg VA Medical Center.

Clarksburg is the last hospital in the VISN to install the system which will give a uniform system for all

VISN 5.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable:

While there are other products available on the market, the Veterans Health Administration (VHA) has standardized all facilities on this one system to ensure interoperability, streamlined reporting, and regulatory compliance. The Clarksburg VAMC cannot solicit from any other sources.

Effective Date: 02/01/2022 Page 4 of 5

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable:

The contracting officer will find the price to be fair and reasonable by using the Government IGCE, market research and Comparison with Similar Items.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons

Market Research Was Not Conducted:

Market research is always conducted in a collaborative effort with requesting service/Contracting Officer’s Representative (COR) to ensure a mutual understanding to identify agency requirements.

Market research included learning more about other products. However, since the DUSHOM requires a specific system, other products that were researched are not acceptable for the Government.

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

In this instance, as it is a mandate from the Deputy Under Secretary for Health for Operations and Management (DUSHOM), barriers cannot be removed to compete this effort. Future/replacement systems, should there not be a requirement from the DUSHOM, could be competed on the open market.

While there are other products available on the market, the Veterans Health Administration (VHA) has standardized all facilities on this one system to ensure interoperability, streamlined reporting, and regulatory compliance. The Clarksburg VAMC cannot solicit from any other sources.

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

No other sources expressed interest in this acquisition in writing.

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:

There are no other actions that the Government can take to remove barrier for competition. VISN 5 is Standardizing the SPS marking and tracking system. This Standardization will provide better health care to our veteran patients. Clarksburg is the last hospital is VISN to have the system installed.

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.

Alyssa Greene Biomedical Engineer

VISN 5

Date

Effective Date: 02/01/2022 Page 5 of 5

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

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

Joseph J. Krupa Contracting Officer

NCO 5

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition.

Phillip G. Duba Branch Chief

NCO 05

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