JA_Live Data Software Redacted.pdf

DSS PeriOp Maintenance and Support Control Number VA-26-00012145

JUSTIFICATION

FOR AN EXCEPTION TO FAIR OPPORTUNITY

1. Contracting Activity: Department of Veterans Affairs (VA) Office of Acquisition Operations Technology Acquisition Center 23 Christopher Way Eatontown, New Jersey 07724

2. Description of Action: The proposed action is for a firm-fixed-price order to be issued under the National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP) V Governmentwide Acquisition Contract (GWAC) for the maintenance and support of the existing, VA owned, brand name Document Storage System (DSS) Veterans Health Information Systems and Technology Architecture (VistA) integrated Live Data Perioperative (PeriOp) Manager.

3. Description of the Supplies or Services:

The proposed action is to provide brand-name DSS LiveData PeriOp software maintenance and technical support services on VA owned DSS PeriOp Management software and equipment currently in use at the John L. McClellan Medical Center (VAMC). The PeriOp system acts as an operating room (OR) scheduler, a usage and staff analyzer, and a board display system for procedure tracking which are integrated with VistA/Computerized Patient Record System (CPRS) for patient procedures.

The maintenance and technical support include bug fixes, minor release upgrades, and telephone support Monday through Friday, 8:00 AM to 7:00 PM Eastern Standard Time(EST).

The DSS PeriOp Manager software solution supports the John L. McClellan Medical Center VAMC to manage, track, and improve surgical performance regarding patient safety, surgical throughput, utilization and efficiency, and surgical quality of care. Data is pulled from this software to be provided to the National Surgery Office (NSO). This software allows all departments involved to proceed through check point requirements (for patient safety), including, but not limited to: History and Physicals, Consent, COVID testing (prior to procedure), Cardiac clearance, live updates on changes etc. within this software.

This procurement will ensure uninterrupted support and maintenance for the currently fielded DSS VistA integrated LiveData PeriOp Manager. Software maintenance is required for the existing servers and applications, which includes updates and technical support. Software maintenance shall include updates and 24x7 technical support services via telephone, email, and web. The contractor shall provide the most recent version of the product throughout the life of the contract to incorporate all updates.

This effort shall have a base period of performance of 12 months with four (4) 12-month option periods for the continuation of brand name DSS VistA integrated LiveData PeriOp Manager maintenance and support.

4. Statutory Authority: Pursuant to Federal Acquisition Regulation (FAR) 16.505(a)(4), the following brand name requirement is being justified and approved as an exception to fair opportunity under the statutory authority of Section 41 U.S.C. 4106(c)(2) as implemented by FAR 16.5 providing the supplies or services required at the level of quality required because the

5. Rationale Supporting Use of Authority Cited Above: Based on the market research described in Section 8 of this document, it was determined that competition is viable among authorized resellers of the brand name DSS VistA integrated LiveData PeriOp Manager maintenance and support services. DSS is the proprietary company which can provide the services required to maintain and update the PeriOp Manager. This software is used to create and monitor scheduling in the OR, including time in, time out, length of procedures, turnaround time between procedures, and tardiness. No source other than DSS and its authorized resellers have access to the proprietary data and source code necessary to provide the required patching and version upgrades/enhancements and security updates for the DSS VistA integrated LiveData PeriOp Manager as currently deployed. Based on previous acquisition history, VA estimates that to replace the underlying system would cost approximately $4,000,000.00 between installation, maintenance and support. These duplicated costs would not be recovered through competition. Additionally, any replacement would also require an extensive development effort to fully integrate with VA systems (VistA/CPRS). Specifically, this development effort would include installation, configuration and integration services. VA estimates that this effort would take 24+ months to accomplish, during which time VA would also need to maintain its existing DSS VistA integrated LiveData PeriOp Manager. This estimate of time is based on previous acquisitions of similar size and scopes.

The information provided by the DSS VistA integrated LiveData PeriOp Manager is are informed where in the procedure their Veteran is, approximate times, and how things are progressing. On the staffing side, analysis of the data points monitor staffing needs, help make disinfection and cleaning more efficient and robust, and help the service track the number of procedures they complete, where, and which kinds. Additionally, without DSS or its authorized resellers monitoring and maintaining the system, the Government would be vulnerable should application errors occur. Errors in the application can affect the scheduling of Veterans' procedures, causing delays or double bookings in OR rooms, which negatively impacts patient outcomes and public trust in VA to provide timely, complete care to its Veterans. Environmental Management Services might not get the correct alerts to clean newly vacated ORs quickly and promptly, resulting in a backlog of cases. Additionally, staff will also be affected if the application is not maintained, without the application it could lead to scheduling errors.

Staff may be assigned incorrectly based on incorrect inputs. Only DSS or authorized resellers can provide the necessary software maintenance and support because of the proprietary source code required to develop and implement software updates. This code is also needed to ensure all services provided are properly configured. Therefore, this continued maintenance, and support is required to maintain the integrity and security of the existing VA owned brand name DSS VistA integrated LiveData PeriOp Manager system.

Failure to procure the needed brand name DSS VistA integrated LiveData PeriOp Manager maintenance and support would have a negative effect on VA's healthcare operations at John L. McClellan Medical Center, which overall affects the Veterans that John L. McClellan Medical Center is providing care for on a daily basis.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in Section 8 of this justification. This effort did not yield any additional sources that could meet the Government's requirements. However, the undersigned VA technical representative determined that competition is available among authorized resellers for brand name DSS VistA integrated LiveData PeriOp Manager maintenance and support. In accordance with FAR 16.505(a)(4)(iii)(A)(1), this justification will be provided with the solicitation to all appropriate NASA SEWP V GWAC holders.

Furthermore, in accordance with FAR 5.301, 16.505(b)(2)(ii)(D), and 16.505(a)(4)(iii), the award notice for this action will be synopsized on the Contract Opportunities website and this justification will be made publicly available within 14 days of award.

7. Actions to Increase Competition: The Government will continue to conduct market research to ascertain if there are changes in the marketplace that would enable future actions to be competed.

8. Market Research:

reviewing other similar software maintenance and support services. Web based market research was conducted between August September 2025 to identify similar software maintenance and support services, which included reviewing CoreyPeriOp and Perioptimization.

experts determined that these other similar solutions could not provide the software maintenance and support for the currently fielded PeriOp system. Access to DSS's proprietary data and source code is required to provide the required software maintenance and support on the currently fielded software. Access to this code is required to ensure all the services provided to the software are properly configured. No source other than DSS and its authorized resellers have access to the proprietary data and source code necessary to provide the required maintenance and support for the DSS Live Data PeriOp system as currently deployed.

The contract specialist conducted market research in September 2025 by utilizing the NASA SEWP V GWAC Provider Look-up Tool to determine whether DSS PeriOp products and services are available from NASA SEWP V GWAC resellers. The Provider Lookup Tool yielded several contract holders offering the required DSS PeriOp brand name product and services. Therefore, the proposed action will be issued competitively as brand name DSS VistA Integrated LiveData PeriOp Manager maintenance and support on NASA SEWP V GWAC.

9. Other Facts: N/A

Technical/Requirements Certification I certify that the supporting data under my cognizance, which are included in this justification, are accurate and complete to the best of my knowledge and belief.

Fair and Reasonable Cost Determination

I hereby determine that the anticipated price to the Government for this contract will be fair and reasonable based on fair and reasonable prices previously established on the NASA SEWP V GWAC. Additionally, price comparison is expected among resellers for this action. An additional price analysis will be performed by comparing the successful quote to the Independent Government Cost Estimate.

Contracting Officer Certification

I certify that this justification is accurate and complete to the best of my knowledge and belief.

Approval

In my role as procuring activity Advocate for Competition, based on the foregoing justification, I hereby approve the acquisition of brand name Document Storage System (DSS) Veterans Health Information Systems and Technology Architecture (VistA) integrated Live Data Perioperative (PeriOp) Manager software maintenance and technical support services on VA owned DSS PeriOp Management software and equipment currently in use at the John L. McClellan Medical Center VAMC. an other than fair opportunity basis pursuant to the authority cited in Section 4 above, subject to availability of funds, and provided that the actions herein described have otherwise been authorized for acquisition.