SS Justification_Residency Man_SignedJan2026_Redacted.pdf

Control Number: FY26-0453

Sole Source Justification (SSJ) for Requirements under the Simplified Acquisition Threshold

1. Identification of the Agency and Contracting Activity: Defense Health Agency Contracting Activity (DHACA), Healthcare Contracting Division (HCD) – South

2. Description of Action: The 59th Medical Wing (MDW) has a follow-on requirement to provide Residency Management Suite software and associated maintenance services.

New Requirement Purchase Order Blanket Purchase Agreement (BPA) Order against BPA # Click or tap here to enter text.

Order against Multiple Award Indefinite Delivery, Indefinite Quantity (IDIQ) Contract # Click or tap here to enter text.

Order against Single Award IDIQ Contract # Click or tap here to enter text.

Order against Federal Supply Schedule Contract # Click or tap here to enter text.

Follow-on Requirement to Contract/Order # HT940825C0002 Modification against existing Contract/Order and Modification # Click or tap here to enter text.

Contract Type Fixed Price Time & Materials/Labor Hours Cost Reimbursable Hybrid Click or tap here to enter text.

3. Description of Services or Supplies and Estimated Value: The proposed contractor is QGenda LLC and SAM registration is active. The requirement includes the brand name/sole source commercial software, the Residency Management Suite, along with associated maintenance and software upgrades. The supported licenses allow Brook Army Medical Center not only had their SAM.gov registration expired, but the company also disclosed that they had been purchased by QGenda, LLC in July 2025. Due to the lapse in SAM registration, the option was not exercised and the contract lapsed. Contributing to the initial delay in processing the option was the government shutdown that began on October 1, 2025, which triggered a lapse in FY26 appropriations. Notification was provided following determination of this being an excepted activity per Head of Contracting Activity on October 17, 2025.

New Innovations owned the required suite of software and transferred ownership to QGenda as part of the purchase in July 2025. This software is now exclusive to QGenda, LLC and one reseller . The situation necessitates immediate measures to restore access to this critical software.

The one-year contract is vital to allow continued support of the GME accreditation program and access to critical supporting data and tracking until such time as the government is able to properly assess alternative solutions.

This requires an enterprise approach as any new vendor will need to go through the verification and Authorization to Operate (ATO) approvals. Further, introducing new software will require any supporting company to not only be FedRamp compliant, but also MedCOI compliant in order to properly handle Personally Identifiable and Personal Health Information (PII and PHI).

Currently, Residency Management Suite is the standard program across multiple treatment facility graduate programs. Transition to a new approach will require coordination with additional locations/treatment facilities and an assessment of the potential for an enterprise acquisition approach. Without the continued use of this platform, the lack of accreditation compliance and monitoring tools would result in the loss of accreditation for BAMC and WHASC, causing severe disruptions to training, and impacting force readiness.

6. Market Research: In accordance with FAR Part 10, market research was formally conducted in October 2024 by researching federal purchasing portals, like the National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP) contract vehicle and General Services Administration (GSA) Advantage. Additionally, a special notice of Intent to Sole Source was also posted to SAM.gov on 4 December 2025 with a closing date/ responses due on 19 December 2025. In response to this posting, the government received three responses, which were analyzed by the requirements owner/technical experts. The vendors have the potential to fulfill the requirement in the future but did not provide a sufficient solution to the current issue concerning lack of access to historic data. Responding vendors are outlined below:

Vendor Name Size Status Capability Immediately Capable?

Small -

HubZone Capability in AI, Custom Software Development, Data Warehouse Solutions, Automated Workflow - focus on providing AI engineering, software engineering, and R&D services

No, not immediately capable since there is no outlined solution for transition of historic data to a new system without disruption to user access. Additionally, not clearly MedCOI compliant.

At this time, QGenda being the sole provider of this software must be utilized to ensure continuity and appropriate access to data and allow for exploration of an enterprise solution while avoiding downtime and costs for training, ATO, MedCOI compliance and verification.

While QGenda is partnered with a small disadvantaged/service-disabled-veteran-owned business as an authorized reseller, the representative, , confirmed they are still in the process of seeking permissions to add these services to their current GSA schedule. As a result, award to at this time provides no advantage to the government since the Residency Management Software is currently an open-market item. Additionally, is not the developer (manufacturer) of the software. Therefore, set-aside to also does not allow for award meeting the “nonmanufacture rule,” IAW FAR 19.505(c). As a result, a direct award to Qgenda is currently the best method to ensure continued access to historic accreditation data while providing for stability of the program until such time as full evaluation of potential alternatives can be reviewed at an enterprise level.

7. Other Facts:

a. Procurement History:

(1) Is this a new requirement? No

(2) If 7.a.(1) is No, was the action just prior to this one competed? No

(3) If 7.a.(2) is Yes, what has changed where this action cannot be competed? Not applicable

Additional Information: Any follow-on actions executed near-term necessitate a sole source approach in order to leverage and maintain appropriate accreditation data. Qgenda is now the license owner of the required Residency Management Suite software and maintenance. While QGenda has authorized one reseller, , Residency Management software is currently not part of the Federal Supply Schedule and must be purchased as an open market item. For purposes of ‘manufacture’, QGenda is the sole ‘manufacturer.’ The government’s intent is to award one year of 700 software licenses and associated maintenance/training module to support BAMC and WHASC’s ability to meet ACGME accrediting body requirements and track compliance of 36 GME and 22 Graduate Allied Health programs. During this year period, the contracting office will explore additional market research with the end-user and the 59th Medical Wing to determine if alternative sources can readily meet the requirements going forward. Meeting the requirements will involve confirmation of ATO, MedCOI compliance, minimal downtime in transition, capability to transition Sqil Lite files into another format and re-input without loss of data, and minimal impact to BAMC and WHASC accreditation program and those of other, similar medical accreditation programs. Competition may be possible once each of these conditions is met and firms are able to comprehensively address/meet ACGME Common Program Requirements and Institutional requirements. Additional market research will be conducted approximately six months after this award to determine capabilities available to fulfill the requirement in a competitive environment.

Currently, without continuation of the Residency Management Suite, BAMC and WHASC will lose the appropriate accreditation and training under the GME. Graduate Medical Education ensures proper training in residency following medical school completion and supports the pipeline of fully trained, accredited medical personnel. Without proper accreditation, military treatment facilities cannot support qualified residency programs, which in turn, affects readiness (battlefield training, military-specific curriculum, research and innovation), recruitment and retention, career path development, and ultimately military and dependent care.

8. Technical Certification:

I certify the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.

59 Medical Wing

9. Requirements Certification:

I certify the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.

59th Medical Wing