FAR 13.5 Sole Source Justification - SAT-7.5Mx_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

Effective Date: 11/15/24 Page 1 of 4

REVISION: 01

Acquisition ID#: 36C25525AP1865

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C25525AP1865

1. Contracting Activity: Network Contracting Office (NCO) 15

Department of Veterans Affairs, VISN 15, Robert J. Dole VA Medical Center 2237: 589-25-1-4804-0005

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

This procurement is for the installment of a Par Excellence Weight-Based Inventory System in the remaining Community Outpatient Based Clinics (CBOCS). Currently, Robert J. Dole VA Medical Center would like to install Par Excellence to the Community Outpatient Based Clinics to increase visibility to the secondary inventory points in these locations, increase efficiency in on-hand quantity, and reduce overstock of expendable items. The Par Excellence Weight-Based Inventory System is the only product that collaborates with the Generic Inventory Package (GIP) interface in VISTA. GIP is used to maintain inventory electronically, provides usage, data mining capabilities, ability to track expendable usage per clinic, set par levels, etc. Currently, there is no way to manage inventory through GIP to the Hays, Dodge, and Parsons CBOC due to their locations, and current system, PYXIS, cannot be used outside of the main facility. Through this contract, we are asking for PAR Excellence Weight Based Inventory System to be insalled at these CBOCs, to ensure an accurate inventory management, eliminate the need for 100% physical scanning, and minizime stock outs.

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

A thorough physical inventory check was conducted to identify the supplies on hand, to ensure only supplies required are ordered. Through this contract many supplies will be ordered to include:

• Various Par Bins

• Various Par Scales

• Par Accessories

• Par Bin Replenish Software Licenses

• Par Louvered Panel Units

• Installation

• IBR Implementation-Par Excellence education manager

This is a one-time buy in the total amount of

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

Effective Date: 11/15/24 Page 2 of 4

Acquisition ID#: 36C25525AP1865

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 Robert J. Dole VA Medical Center in Wichita, KS currently utilizes the Par Excellence Weight- Based Inventory Management System in 10 secondary locations, to include two out of five Community Based Outpatient Clinics. This system is also used VA nationwide, and is the preferred equipment/software to utilize for inventory management. The above vendor is the sole source of the Par Excellence weight based inventory system that currently collaborates the Generic Inventory Package (GIP) software that the VA uses. Our mission as the Logistics Department, is to ensure all VA healthcare clinics within this facility have supplies needed for Veteran care, in a timely manner.

Currently, we are needing our remaining Community Based Outpatient Clinics in Dodge, Hays, and Parsons, KS, to have this system installed. This will eliminate the manhours spent to drive 2-3 hours one way to physically scan the inventory and will eliminate the need for clinical staff to send orders for supplies, giving Logistics accurate real-time visibility of on hand quantities, to fill their orders at any given time, minimizing stockouts. Inventory will be monitored by Logistics staff to ensure equipment is functioning properly and providing accurate and timely information for inventory and reordering purposes. It increases the VA’s ability to care for a greater number of patients in a shorter period, while simultaneously reducing the risk of error due to stock-outs, and the double ordering of supplies.

GIP enables the remote loading of information onto Department of Veterans Affairs (VA) systems without the delays, work-arounds, and complexity otherwise attributable to transferring data that can result in corruption and/or improper manual entries. GIP ensures the proper storage of medical and surgical products, and produces an accurate real-time accounting of quantities that is accessible through a web-based program, and provides data mining capabilities that include minimum current stock level, recommended order points, average usage levels per item, and the ability to track medical supply usage per patient. The WBIMS significantly increases efficiency in on-hand inventory management of expendable supplies, and in logistical support to clinicians, enhancing their ability to timely provide medical supplies and improved healthcare to Veterans. Additionally, the WBIMS seamlessly logs the inflow and outflow of supplies and disposables enabling the real-time monitoring of changes in supply levels. It increases the VA’s ability to care for a greater number of patients in a shorter period of time, while simultaneously reducing the risk of error due to stock-outs, and the double ordering of supplies. The WBIMS minimizes the required level of human interaction, and is the only viable solution for the VA based upon reduced staffing levels, the volume of commodity items passing through the system, and the increasing number of patients. The WBIMS solution is able to interface from every location throughout and across the Veterans Integrated Services Networks (VISNs), ensuring proper accountability. As has previously been experienced by the VA, at the National level, any attempt to employ a source other than Par for the assembly or implementation of this System will preclude its ability to function as designed, requiring the hiring of Par to rectify the improper assembly or implementation, and resulting in schedule delays and the unnecessary expenditure of limited funding.

Effective Date: 11/15/24 Page 3 of 4

Acquisition ID#: 36C25525AP1865

There is no other weight-based inventory system that is VA approved, and collaborates with the GIP interface.

Accordingly, Par Excellence is the only firm capable of providing the supplies and services described in Section III above without the Veteran’s Health Administration experiencing substantial duplication of cost that could not be expected to be recovered through competition and unacceptable delays in fulfilling its requirements.

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

A Sources Sought synopsis was posted to sam.gov, 04/11/2025-04/24/2025, with the Statement of Work. No responses were received.

Market Research was performed and no other sources that are capable of filling this requirement were found. Before the exercise of each option Market Research will be performed to determine if other sources has become available.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: Price Reasonableness has been determined by comparison with the IGCE which was formulated using Market Research of historical pricing and current pricelists. Certified cost or pricing data is not required.

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

Market Research Was Not Conducted:

Market Research was performed and no other sources that are capable of filling this requirement were found. Before the exercise of each option Market Research will be performed to determine if a source has become available.

A Sources Sought synopsis was posted to sam.gov, 04/11/2025-04/24/2025, with the Statement of Work. No responses were received.

Searches of DSBS were made to determine if any small business could provide this product. None were found.

Consideration was given to BAA/TAA/Exceptions to BAA (See FAR 25). The Contracting Officer emailed the contractor and asked where their product was manufactured. The contractor responded “Par Excellence manufactured products are manufactured in Cincinnati, Ohio”.

As described in Section 6 above, market research, in accordance with FAR Part 10, was conducted by synopsis of the proposed acquisition, advising industry of the pending acquisition and soliciting inquiries from interested parties.

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

Effective Date: 11/15/24 Page 4 of 4

Acquisition ID#: 36C25525AP1865

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: None.

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:

Market Research will conducted with each new acquisition for this product.

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.

Mairim Cintron Date Logistics Management Specialist Robert J. Dole VA Medical Center

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.

Denise Maynard Date Contracting Officer Network Contracting Office (NCO) 15

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.

Randall D. Combs Date Chief of Division II

Network Contracting Office (NCO) 15

7/2/2025

MAIRIM

CINTRON

Digitally signed by MAIRIM

CINTRON

Date: 2025.07.02 10:54:46 -05'00'

DENISE MAYNARD Digitally signed by DENISE MAYNARD Date: 2025.07.02 12:50:34 -05'00'

RANDALL COMBS Digitally signed by RANDALL COMBS Date: 2025.07.03 06:56:08 -05'00'