JA PatientPoint FAR Part 6-Choisys Sole-Source Redacted.pdf

Control Number VA-25-00082397

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

1. Contracting Activity: Department of Veterans Affairs (VA) Office of Procurement, Acquisition, and Logistics Technology Acquisition Center 23 Christopher Way Eatontown, NJ 07724

2. Description of Action: The proposed sole source action is for a firm-fixed-price contract for brand name PatientPoint Annual Subscription to include licenses, remote maintenance support, training, access to a remote Customer Service Representative, and an annual subscription fee for cellular hardware connectivity.

The proposed action will be issued on a sole source basis to Choisys Technology Inc. (Choisys) located at 20098 Ashbrook Place, Suite 160, Ashburn, VA 20147

3. Description of Supplies or Services: The proposed action provides the VA, Indianapolis VA Medical Center (VAMC) with the renewal of brand name PatientPoint Annual Subscription to include licenses, unlimited access to an online health communication digital signage system, remote maintenance support, training, access to a remote Customer Service Representative, and an annual subscription fee for cellular hardware connectivity. The Indianapolis VAMC has previously installed a proprietary PatientPoint healthcare communication digital signage system, effectively replacing an outdated and unsupported digital messaging system. This commercial off-the-shelf system employs Brightsign media players coded specifically for PatientPoint monitors. Additionally, this specialized system allows for the unlimited capability to create custom multi-media messages (images and/or video) for use on vendor-provided monitors, all of which must be capable of operating independently and being controlled remotely. The PatientPoint Annual Subscription for cellular hardware connectivity ensures that each monitor is effectively connected and functional.

The PatientPoint Annual Subscription includes comprehensive remote maintenance support, which encompasses 24x7 technical support and troubleshooting for PatientPoint devices. The Contractor is responsible for ensuring the prompt replacement of defective equipment to minimize downtime. Additionally, the subscription offers remote monitoring of the equipment and system health to proactively address any issues and ensure optimal performance.

The period of performance for PatientPoint annual subscription, maintenance, and support shall consist of a 12-month base and one 12-month option period to be exercised at the Government’s discretion. The total estimated value of the proposed action is XXXXXXXXXXXXXX.

4. Statutory Authority: The statutory authority permitting other than full and open competition is 41 U.S.C. 3304(a)(1) as implemented by the Federal Acquisition Regulation (FAR) 6.302-1 entitled, “Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements.”

Patient Point Digital Program Renewal – Indianapolis Control Number VA-25-00082397

5. Rationale Supporting Use of Authority Cited Above: The proposed source for this action is Choisys. Choisys is a Small Business Administration (SBA) Veteran Small Business Certification (VetCert) certified Service-Disabled Veteran-Owned Small Business (SDVOSB). Choisys currently has an exclusive partnership agreement in place with PatientPoint and is presently the sole-source supplier of the required PatientPoint Annual Subscription to include licenses, remote maintenance support, training, access to a remote Customer Service Representative, and an annual subscription fee for cellular hardware connectivity, for VA. The existing PatientPoint system spans the main hospital (Indianapolis VAMC), secondary, and tertiary buildings within the Roudebush Indiana VA Healthcare System network, ensuring comprehensive messaging capabilities within the network. The former PatientPoint system’s limitations excluded approximately 90% of network facilities from effective communication. PatientPoint's system is distinctly proprietary, designed exclusively to support its integrated workflow and technological operations. The system infrastructure is specifically architected and tightly integrated within the proprietary PatientPoint ecosystem, utilizing proprietary interfaces, protocols, and management tools. Due to this closed architecture, only PatientPoint possesses the requisite technical access, configuration control, and system-level knowledge to operate, maintain, or modify the platform without compromising system performance, security, or data integrity. As such, third-party vendors are unable to service or support the system without a formal agreement and direct coordination with PatientPoint.

The PatientPoint infrastructure functions as an all-encompassing network solution, providing critical, targeted communications to individual digital signage monitors and across the entire Roudebush Indiana VA Healthcare System; this encompasses the Indianapolis VAMC along with 11 Community-Based Clinics and related outbuildings. Without a continued PatientPoint annual subscription, there would be substantial risk of communication failures during both routine operations and emergency situations, endangering timely dissemination of crucial information to Veterans and staff. The PatientPoint system relies on proprietary components and software that are exclusively maintainable by the original manufacturer or its authorized partners. The proprietary nature of the software ensures it communicates solely through specific source code, which is an intellectual property of PatientPoint and inaccessible to any unauthorized third-party. Consequently, maintenance or technical support services provided by any other source would be unable to deliver necessary software patches, upgrades, and security fixes. Additionally, hardware installation services demand specialized knowledge of the PatientPoint hardware and software environment to ensure proper installation, configuration, testing, and diagnostics, essential for maintaining system interoperability and compatibility.

Due to these proprietary constraints, use of any other vendors’ hardware or services would require a complete replacement of the PatientPoint system. The PatientPoint system was installed two years prior, at a cost exceeding $200,000.00 to include the cost for digital signage screens and other ancillary hardware. This estimate was based on previous acquisition history. Replacing the system would cause significant downtime, extending a 6-month period where the hospital’s capability to convey critical information regarding VA benefits, policies, and emergent news to Veterans, families, and caregivers would be severely impacted. The commercial-grade monitors integrated within the PatientPoint system are optimized for 24/7 operation, with replacement costs ranging from $2,000.00 to $4,000.00 per unit, for a total of 49 units. The industry-standard annual failure rate for these monitors is approximately 4%, indicating that, on average, 4% of these monitors are expected to fail each year.

The facility lacks the necessary technical expertise and dedicated IT staffing resources to independently manage and maintain PatientPoint monitors and their underlying computer infrastructure, including software updates, network security, and system integrations.

As Choisys is the sole authorized provider of these integrated products and services to VA, it remains the only source capable of fulfilling VA’s technical and operational requirements. Consequently, only Choisys can deliver the PatientPoint Annual Subscription, including all necessary licenses, hardware and software maintenance and support required to sustain the operational integrity of VAMC PatientPoint systems.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in the market research section of this document. This effort did not yield any additional sources that can meet the Government’s requirements. There is no competition anticipated for this acquisition. Additionally, the proposed action will be synopsized on the Contracting Opportunities Page in accordance with FAR

5.201. Any proposals that are received shall be evaluated.

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. Currently, Choisys has exclusive rights to sell and support PatientPoint products and services to Government customers.

However, the Government will continue to monitor industry changes, such as new distribution policies from PatientPoint that may enable other vendors to become authorized resellers or the emergence of alternative digital signage solutions that can meet the specific interoperability and compatibility requirements of the existing PatientPoint infrastructure.

8. Market Research: The Government’s technical experts conducted market research by reviewing other similar digital signage systems from other manufacturers, including those from BrightSign, NoviSign, and Visix. This market research is an ongoing process that was started in June 2024 and was continuously conducted as recently as June 2025. Based on further reviews of these products and services, the Government’s technical experts determined that none of the products from the other manufacturers can meet the Government’s interoperability and compatibility requirements due to the proprietary nature of the existing PatientPoint installations throughout the Roudebush Indiana VA Healthcare System. Other OEM products cannot customize the PatientPoint source code within the existing PatientPoint systems, which is essential to maintain the functionality and support required by the Indianapolis VA Medical Center. Additionally, neither BrightSign, NoviSign, nor Visix have the proprietary rights to provide technical support and maintenance services for PatientPoint products or to provide replacement parts. Hardware replacement parts for the PatientPoint platform are all proprietary and not interchangeable with different brands. Based on this market research, the Government’s technical experts determined that only PatientPoint hardware, technical support, maintenance, software, subscription licensing support, and installation services can meet all of VA’s requirements relative to its PatientPoint digital signage systems.

Additionally, the Technology Acquisition Center (TAC) issued a Request for Information (RFI) on June 24, 2025, via SAM.gov’s Contracting Opportunities website and under the National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP) V Government-Wide Acquisition Contract (GWAC) to ascertain if there were any other sources that could meet the Government’s requirements. The RFI closed on June 27, 2025, and only one response was received from Choisys, an SBA VetCert verified SDVOSB. The Government technical experts determined Choisys’ response to be capable of meeting the Government’s requirements. Considering only one response was received, the Contract Specialist contacted PatientPoint to verify whether Choisys is the sole authorized and exclusive reseller of PatientPoint products and services, or if other companies are also permitted to work with PatientPoint for pricing and distribution.

On July 1, 2025, PatientPoint provided a Reseller Agreement Letter to confirm that Choisys is the only authorized reseller of PatientPoint Government branded solutions and related equipment to VA. Only Choisys, as the sole authorized reseller, can provide the requisite brand name hardware and software maintenance and technical support required by the Government. No other vendor has the ability or data rights to access the software source code to develop and push software updates and patches. Additionally, no other vendor can provide maintenance or technical support on PatientPoint’s products so to safeguard its operational status.

Any other source would need software distribution rights from PatientPoint and/or access to PatientPoint’s proprietary source code in order to repair and properly configure the existing PatientPoint hardware and develop/push software patches. If another source was to provide hardware or software maintenance and technical support without the PatientPoint proprietary source code, it would not be able to push upgrades to the existing software or fix and configure the hardware and software. Access to the proprietary source code is critical to meet VA’s need to maintain the current PatientPoint hardware and software as operational. No company other than Choisys authorized reseller has such access.

9. Other Facts: None.