JA for Chemistry Analyzer 6 Month Bridge_approved _Redacted.pdf

CUI

Control Number: FY25-0400

CUI

Source Selection Information - See FAR 2.101 and 3.104-4

2 OCT 2024

While the follow-on competitive acquisition is underway, the timeline for evaluation, negotiation, award, delivery, and validation of new analyzers is estimated to be a minimum of two (2) months. Therefore, executing a bridge modification is the only way to ensure uninterrupted service and avoid unacceptable risks to patient care. The delay in awarding the follow-on contract was the result of the following:

(a) Development of the competitive follow-on acquisition began immediately after receiving the complete requirements package on 21 May 2025. From 21 May 2025 to 27 July 2025, the Statement of Work (SOW), source selection plan, and pre-solicitation documents were developed, reflecting updated requirements and the Lowest Price Technically Acceptable (LPTA) acquisition strategy. Several SOW revisions delayed solicitation issuance on General Services Administration (GSA) eBuy on 28 July 2025, to all Veterans Administration (VA) Federal Supply Schedule (FSS) contractors under 605-6A (high maintenance/complexity analyzer category). The initial proposal due date was 5 August 2025, with questions from industry due by 31 July 2025.

(b) Four (4) VA FSS contractors submitted questions before the initial deadline. All four (4) contractors requested additional time to prepare their quotes due to the complexity of the requirements, including references to external automation in the SOW. They also requested site visits to measure the space because computer-aided design (CAD) drawings were unavailable. Amendment 1 was issued on 29 July 2025, to correct the submission and question due dates, which were incorrectly stated in the Request for Quote (RFQ). Amendment 2 was issued on 1 August 2025, to address contractor submitted questions, extend the question deadline to 5 August 2025, and the quote submission deadline to 8 August 2025. Amendment 3 was issued on 5 August 2025, to address additional submitted contractor questions, extend the question deadline to 15 August 2025, and the quote submission deadline to 22 August 2025. Contractor questions continued to focus on the external automation, setup timeframe complexities, and footprint requirements.

(c) After Amendment 3, the Contract Specialist, Contracting Officer, and Branch Chief met with laboratory personnel on 6 August 2025, to discuss the external automation referenced in the SOW. The discussion revealed that the automation was a separate piece of equipment external to the analyzers, designed to automate the testing process and reduce human error. The SOW referenced this as a preferred component. Prior to this meeting, the Contracting Officer conducted additional market research, determining that the external automation would require the contractor to obtain an Authority to Operate (ATO) with CYBERLOG, potentially taking six (6) months to a year, with substantial associated costs.

Laboratory personnel then determined the external automation to be impractical given their limited budget and timeline. Furthermore, including a "preferred" but costly component in an LPTA solicitation could be grounds for protest. Following the meeting, the team decided to remove the external automation from the SOW and determined that the original delivery date of 1 September 2025 was unrealistic for analyzer delivery and validation purposes. Amendment 4 was subsequently issued on 15 August 2025, extending the question deadline to 8 September 2025, and the quote submission deadline to 15 September 2025.

(d) On 26 August 2025, the Contract Specialist, Contracting Officer, and Branch Chief met with the Office of General Counsel (OGC) to discuss a bridge action. The OGC concurred that a six-month bridge modification was the best approach, with a target award date for the competitive follow-on contract on or before February 1, 2026. This bridge period provides sufficient time for negotiations, evaluation of technical and pricing revisions, final proposal analysis, award documentation, awarding the follow-on acquisition, analyzer delivery and validation, and resolution of any potential protests.

(e) On 28 August 2025, Amendment 5 was issued to remove external automation from the SOW and address remaining contractor questions. The proposal deadline remains 15 September 2025.

CUI

Control Number: FY25-0400

CUI

Source Selection Information - See FAR 2.101 and 3.104-4

3 OCT 2024

6. Efforts to Obtain Competition: The competitive follow-on acquisition is currently in process. The solicitation (RFQ # 1770681) was posted to GSA eBuy on 28 July 2025 and will close on 15 September 2025.

7. Actions to Increase Competition/Remove or Overcome any Barriers to Competition: To prevent the need for future bridge actions, the Agency will:

Emphasize to the customer/contracting officer representative the importance of submitting complete and accurate pre-award packages in a timely manner (at least 150 days before the requirement validation testing start date).

Provide assistance to the customer in developing complete and accurate statements of work.

Identify and address potential protest concerns early in the solicitation process.

Monitor the progress of all critical acquisitions to identify and mitigate potential delays.

Ensure the customer understands the Standard Operating Procedure (SOP) and timelines for preparing pre-award packages and directing them to SharePoint where SOP documents and templates are readily available.

8. Market Research: No additional market research will be conducted, and no other firms will be solicitated since the current Abbott Alinity analyzers, provided by Abbott Technologies, are the only analyzers that will meet the agency’s needs. These analyzers are currently operational at Naval Hospital Pensacola, with a current ATO in place. The current contract expires on 30 September 2025. With a 30-day minimum validation process, no other contractor can have their analyzer in place in time for the 30-day validation process and go live date of 1 October 2025.

9. Other Facts:

a. Procurement History:

(1) Is this a new requirement? No

(2) If 9.a.(1) is No, was the action just prior to this one competed? Yes

(3) If 9.a.(2) is Yes, what has changed where this action cannot be competed? The delay getting the complete procurement package from the customer and delays during the solicitation process. This is a bridge action only to modify the current contract by six (6) months. The follow-on requirement is being competed among Veterans Administration Federal Supply Schedule contractors under the 605-6A category through GSA eBuy.

b. Additional Information: The price received for the six-month bridge will be determined fair and reasonable using price analysis techniques listed under FAR 15.404-1(b)(2) such as: comparison to historical prices paid; comparison with competitive published price lists; published market prices of commodities, similar indexes, and discount or rebate arrangements; comparison of proposed prices with prices obtained through market research for the same or similar items; and/or analysis of data other than certified cost or pricing data.

10. Interested Sources: Abbott Technologies is the only source interested in the proposed bridge action and has the ability to fulfill the customer need in the time required.