FINAL Sole Source Justification__REDACTED1.pdf

VHAPM Part 813.5 Simplified Acquisition Procedures for Certain Commercial Items Attachment 1: Request for Sole Source Justification Template >SAT-$7M under FAR13.5

PM Part 813.5 SAP for Certain Commercial Items Page 1 of 3 Original Date: 08/30/17 Revision 02 Date: 08/04/2020

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID:_____ 36C247-20-AP-2763_____

1. Contracting Activity:

Department of Veterans Affairs, VISN 07, Columbia VA Health Care System, 544-20-4-126-0391

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

This procurement is for the replacement of forty-eight (48) ceiling-mounted patient lift motor components and the installation of additional supporting rails in fifteen (15) of those locations, 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. The acquisition will be awarded as a new firm-fixed-priced contract.

This action would be for the purchase of these motor components manufactured by Hill-Rom as direct replacements of those components of the patient lift system in order to avoid significant additional costs that would be required.

3. Description of Supplies/Services :

The facility is in need of acquiring forty-eight (48) new ceiling-mounted patient lifts; thirteen (13) shall have a load capacity of at least 800lbs and thirty-five (35) shall have a load capacity of at least 600lbs. These will replace an equal amount of lifts that do not meet the required load capacity.

Fifteen (15) of those lifts will also require additional rail/supports to account for the additional load.

The total estimated value for this acquisition is $259,410.68. The estimated delivery and installation will be completed within 45-60 days.

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

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PM Part 813.5 SAP for Certain Commercial Items Page 2 of 3 Original Date: 08/30/17 Revision 02 Date: 08/04/2020

( ) International Agreement ( ) Authorized or Required by Statute ( ) National Security ( ) Public Interest

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

Accordingly, Hillrom is the only firm capable of providing the supplies and services described in Section III above without the experiencing substantial duplication of cost that could not be expected to be recovered through competition and unacceptable delays in fulfilling its requirements. Procurmenet and installation of a new rail system would result in having a patient room down longer than 48 hours, which would be considered an extended time. The

48 hours at a given time. The cost of an overall system would cost more than components replacement. We have existing rail components for these systems that will be re-used. These companies all have their own rail system, so in addition to the motor components being requested as part of this purchase they would have to sell us their full rail system as well.

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

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

Price fair and reasonableness will be determined based on the Market Research and Comparison to the IGCE. Price analysis will be conducted by comparing the cost of other individual ceiling mounted lift systems in the market to the requested brand-name system.

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

Market Research Was Not Conducted:

As described in Section 5 above, market research, in accordance with FAR Part 10, was not conducted based on the customer s knowledge of the equipment and industry. Procurement and installation of new equipment would cause unacceptable delays and substantial duplication of cost that is not in the best interest of the Government.

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

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

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:

No actions are currently planned to remove barrier. Attempting to use third-party rails would void warranty coverage for those parts. Additionally, VHACMSRosebD Highlight

PM Part 813.5 SAP for Certain Commercial Items Page 3 of 3 Original Date: 08/30/17 Revision 02 Date: 08/04/2020

Act approval. Using third-party motors would not be something that most companies would want to risk due to liability reasons, and would open the government up to some of that liability in the event a patient were harmed during usage of the lift.

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.

Derek Elofson Date Biomedical Engineer Columbia VA Health Care System

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

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

Duaita Roseboro Date Contracting Officer

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.

Millicent Ball Date NCO/PCO 07 Branch Chief

8/27/2020