Final (Approved) Justification _ Approval - ScriptPro Robotic Dispensing System_Redacted.pdf

OFOC SOP Revision 09 Page 1 of 4 Original Date: 03/22/11 Revision 09 Date: 04/17/2020

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C249-20-AP-1942

1. Contracting Activity: Department of Veterans Affairs (VA), Veterans Integrated Service Network

(VISN) 09, Network Contracting Office (NCO) 09, 1639 Medical Center Parkway, Suite 400, Murfreesboro, TN 37129. 2237 Number: 596-20-3-950-0029

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

The VA Medical Center in Lexington KY has a requirement to upgrade the ScriptPro robotic dispensing system and associated equipment.

FAR13.5 Simplified Procedures for Certain Commercial Items: This procurement will establish an Purchase Order 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.

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

The estimated value of the proposed action is: $386,517.47

The robotic prescription dispensing system at the Lexington VA Health Care System requires an upgrade. The current system, which includes the ScriptPro® SP200 and CRS, consists of a robotic dispensing system, robotic line, data terminals, notice board, server, and printers. The SP200 system has been in operation 18 years and the data terminals for 8+ years.

Several components of this system are aged and in need of replacement. Additionally, in order to meet VA security requirements, the system infrastructure needs to be updated to a supported operating system, and any related components need to be upgraded or replaced to ensure compatibility.

The following components are required:

• Upgrade (1) / current server to a supported OS

• Upgrade (1) compact robotic system (CRS) robot line to a supported OS

• Upgrade (1) Notice Board to a supported OS

• Replace (1) SP200 robotic prescription dispensing system

• Replace (12) data terminal stations

• Replace (10) printers

4. Statutory Authority Permitting Other than Full and Open Competition:

(X) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per 41 USC §3304(a)(1) as implemented by FAR 6.302-1;

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Revision 09 Date: 04/17/2020

( ) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3;

( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4 ( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by FAR 6.302-5;

( ) (6) National Security per 41 USC §3304(a)(6) as implemented by FAR 6.302-6;

( ) (7) Public Interest per 41 USC §3304(a)(7) as implemented by FAR 6.302-7;

FAR13.5 Simplified Procedures for Certain Commercial Items: This requirement meets the criteria for using simplified procedures under FAR 13.5 Simplified Procedures for Certain Commercial Items, as it is exclusively for the procurement of commercial supplies, exceeds the simplified threshold, but does not exceed $7M.

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

a. Only One Responsible Source (FAR 6.302-1): This acquisition is for upgrades of a current system.

No other vendor can provide the required operating system and software upgrades to the current hardware. ScriptPro is the manufacturer of the SP200 and CRS system. Any replaced components must be provided by ScriptPro in order to ensure compactivity and functionality. The government will additionally receive trade-in credit from the manufacturer for items being replaced or otherwise upgraded.

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

A synopsis of this action will be published indicating the government’s intent to sole source this acquisition to the manufacturer using the basis outlined herein.

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

The historical pricing established with the multiple recent awards made by various VA NCOs throughout the country for identical ScriptPro items and related services will be used for comparison purposes to determine price reasonableness. Based on the abundance of negotiated contracted pricing available, and the fact that some derives from the manufacturer’s VA National Acquisition Center (NAC) awarded federal supply schedule contract, the anticipated cost to procure the needs of the Lexington VAMC will be fair and reasonable.

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

Market Research Was Not Conducted:

A search was made for Service Disabled Veteran-Owned Small Businesses (SDVOSB) capable of fulfilling the requirement through the Vendor Information Pages at https://www.vip.vetbiz.va.gov/, using NAICS 339112 Surgical and Medical Equipment Manufacturing, which resulted in no available SDVOSB/VOSB vendors. An additional inquiry of the Dynamic Small Business Search portal was made, resulting in the identification of zero small businesses using the same NAICS.

https://www.acquisition.gov/content/part-6-competition-requirements https://www.vip.vetbiz.va.gov/

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Revision 09 Date: 04/17/2020

Further, a search of the National Acquisition Center on 06/16/20 using various technically descriptive words and phrases contained in the service provided quote revealed the existence of the manufacturer’s VA NAC FSS contract, which includes many, but not all, items required by VAMC Lexington. The requirement contains items that are not listed on FSS, hence the use of this Justification & Approval, rather than a Limiting Sources Justification document. See Market Research report for full details.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: Procuring the needed items from the manufacturer will additionally save the government thousands of dollars through applicable credit for trade-in of outdated or obsolete equipment and components.

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:

Actions required to remove or otherwise change the currently required equipment would present overwhelming technical and training challenges, resulting in cost related risks to the government. Therefore, no plans are being considered at this time to allow for the introduction of alternate prescription dispensing equipment.

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

Lexington VAMC

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Revision 09 Date: 04/17/2020

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.

Contracting Officer

NCO 9

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $700K): I certify the justification meets requirements for other than full and open competition.

NCO 9

http://vaww.pclo.infoshare.va.gov/PMWeb/VHAPM_Part_806.3.aspx