JA Electronic Sterilzation Database Subscription.pdf

Electronic Sterilization Database Subscription Service

OFOC SOP Revision 11 Page 1 of 3

Original Date: 03/22/11

Revision 11 Date: 02/11/2021

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval

(J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID:

1. Contracting Activity: Department of Veterans Affairs, Regional Procurement Office‐East, Network Contracting Office 5 (NCO), 849 International Drive, Linthicum, MD 21090

Organization Activity: Department of Veterans Affairs, VHA, VACO Station 133‐ National Program

Office for Sterile Processing (NPOSP) 12SPS, 810 Vermont Avenue, NW, Washington, DC 20420

2. Nature and/or Description of the Action Being Processed: Best Practice Professionals, Inc. DBA

Onesource Document Management Services provides access to a comprehensive electronic database of manufacturer’s instruction s for the cleaning/processing, sterilization/disinfection/surgical instrumentation and equipment, as well as Instructions for Use (IFU) for Dental, Tissue/Implants and

Biomedical equipment Preventive Maintenance Service Manuals for stakeholders of the Veterans Health

Administration (VHA) National Program Office for Sterile Processing and the Healthcare Technology

Management Program Office.

The contract will be for one (1) twelve-month base year plus three (3) twelve-month option years with

Best Practices Professional, Inc. DBA Onesource Document Management Services at 1475 Military

Way, Salt Lake City, UT 84103. The total cost for the contract is $5,711,000 as indicated:

Base Year: $1,427,750.00

Option Year 1: $1,427,750.00

Option Year 2: $1,427,750.00

Option Year 3: $1,427,705.00

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

Professionals, Inc. DBA Onesource Document Management Services’ electronic database provides real time access to manufacturer’s instructions in the adequate reprocessing of reusable medical equipment and is critical in the assurance of the highest quality of care to our Nations Veterans. The specialized electronic database services provide a comprehensive management tool for patient safety with benefits starting at a system level and reaching to every Veteran provides online access to major manufacturers’

Instructions for Use (IFU) documents for decontamination, assembly, and sterilization of reusable instruments equipment, and provides online access to major manufacturers’ IFU documents for cleaning equipment outside of the sterile field, such as compression sleeves and pumps. Access inclusive to dental online access to major manufacturers’ IFU documents for decontamination, assembly, and sterilization of reusable instruments, Safety Data Sheets/Material Safety Data Sheets (SDS/MSDS) and information needed for dental consumables.

VHA National Program Office for Sterile Processing and the Healthcare Technology Management

Program Office stakeholders require access to a comprehensive electronic database of manufacturer’s instructions for the cleaning/reprocessing, sterilization/disinfection/surgical instrumentation and equipment, as well as IFU’s for Dental, Tissue/Implants and Biomedical equipment Preventive

Maintenance Service Manuals for various Department of Veterans Affairs (VA) facilities including

Community Based Outpatient Clinics, hospitals and VA Central Office.

4. Statutory Authority Permitting Other than Full and Open Competition: The statutory authority permitting other than full and open competition is 41 USC §3304(a)(1), as implemented by FAR 6.302-1, https://www.acquisition.gov/content/part-6-competition-requirements

OFOC SOP Revision 11 Page 2 of 3

Original Date: 03/22/11

Only One Responsible Source and No Other Supplies or Services Will Stratify Agency Requirement.

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition

Requires the Use of the Authority Cited Above (applicability of authority): Per the memorandum dated 01/01/2019, signed by the Under Secretary for Health for Operations and Management, the

National Program Office of Sterile Processing and the Office of Healthcare Technology Management jointly developed enterprise‐wide standards that define functional objectives, technical requirements, and nomenclature for Information Technology Service (ITS). The CensiTrac Instrument tracking

System made by Censis Technologies is the standard ITS that all facilities shall utilize. CensiTrac is a proven product that meets all VA requirements.

Onesource Document Management Services is the only known company who can provide the

CensiTrac. CensiTrac Instrument Trac is an electronic tracking and data management system for surgical instruments. The purpose of this web‐based application is to provide information on the history and utilization of surgical instruments. CensiTrac Instrumental can be hosted either in the Cloud or on‐ premise. Sterile Processing Service Programs, have the current documents needed to stay in compliant with requirement for such access by: The Joint Commission/Accreditation Association for Ambulatory

Health Care/American National Standards Institute/Advancing Safety in Health Technology/Content

Management System/ Det Norske Verititas Healthcare National Integrated Accreditation for

Healthcare/Occupational Safety and Health Administration.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Due to competition restriction based on the requirement of the electronic sterilization database integration with the CensiTrac, Best Practices Professionals, Inc. DBA Onesource

Document Management Services is the only company that can support VHA National Program Office for

Sterile Processing Office and the Healthcare Technology Management Program Office. A request for information (RFI) 36C24521Q0760 was posted to SAM.gov advising industry of the pending acquisition and soliciting inquiries from interested parties. No responses were received. A request for information

(RFQ) 1521849 was posted to GSA eBuy, no responses were received.

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

Reasonable: The anticipated cost to the government is considered fair and reasonable based pricing has not changed from the previous purchase order 36C24520P0870 and contract 36C24519C0231. The quote provided by Best Practice Professionals, Inc. DBA Onesource Document Management Services, dated

06/20/2021, the pricing remains unchanged.

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

Market Research Was Not Conducted: Market research was conducted in accordance with FAR Part

10, synopsis of the proposed acquisition on SAM.gov, advising industry of the pending acquisition, and soliciting inquiries from interested parties (Reference VI above). A RFI was posted on SAM.gov and

GSA eBuy and there were no responses.

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

Professionals, Inc. DBA Onesource Document Management Service provided a proprietary letter, stating they are the only company that offers one platform for accessing in a digital format manufacture’s Food and Drug Administration validated instructions for use and service manuals.

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

Professionals, Inc. DBA Onesource Document Management Services, 1475 Military Way, Salt Lake City, UT 84103.

OFOC SOP Revision 11 Page 3 of 3

Original Date: 03/22/11

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 continue to be conducted by the Program Office, but due to nature of the requirement, overcoming competition barriers is limited.

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.