JA Redacted.pdf

ROISVIE

this with the VA. Varian has agreed to move away from the VA but allow the subcontractor to manage the infrastructure stay in place with a SDVOSB that they currently work with. Now this system is near end of life and needs a new system purchased prior to the end of December to be built and replaced while maintaining the Varian infrastructure already set up ensures updates are maintained, vulnerabilities are addressed, and backups are secured. Without implementing this system Radiation Oncology is at risk of losing all backup data for the delivery of life-saving cancer treatments to Veterans. These proprietary systems manage essential functions such as treatment planning, radiation delivery, quality assurance, and patient record-keeping and radiation specific data. The loss of this data could cause significant clinical harm and potentially death to Veterans if the new system is not procured through this method which would allow quick and proven successful migration and implementation.

The proposed source for this acquisition VFI is a certified SDVOSB and is technically qualified to take over the service of the Legacy Solution. The existing support ends December 31, 2025, however, there is continued need for this service.

VFI has been the servicing subcontractor on the original competitive task order and has performed successfully to date. The contractor on the original competitive task order will no longer be supporting the Software Services as a prime vendor and will be transitioning support to VFI.

This award is in the best interest of the Government because the current prime vendor, Varian, is discontinuing support of this service after December 31, 2025.

The subcontractor, VFI, has been doing the work during the initial contract with the current prime vendor. The subcontractor can continue with the same level of service.

VFI has extensive experience working specifically with the legacy solution.

Additionally, VFI has extensive experience working with VA cybersecurity requirements and VA medical device and equipment requirements. Furthermore, VFI is willing and able to provide the replacement solution, project plan, and ongoing support required to maintain compliance with the evolving VA security standards.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in the market research section of this document. Upon the determination that a sole source award to SDVOSB VFI was in the best interests of the Government, the Contracting Officer confirmed that VFI meets all of the requirements detailed in VAAR 819.7008. Consistent with the guidelines of the Veterans First Contracting Program, the proposed action described herein will be synopsized on the Contracting Opportunities Page in accordance with FAR Part 5.

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: Market research was conducted in July of 2025 by Government SME. The market research was done by contacting large scale Radiation Oncology vendors online and at the National Radiation Oncology annual meeting including Varian, Elekta, Accuray, CoreMobile, Reflexion, Raysearch and Logicalis, and multiple Radiation Oncology departments in the VA including Madison, Wisconsin VA and Albany, New York VA.

No other system is currently compatible with the existing VA infrastructure without requiring significant costs to switch over to a different linear accelerator equipment vendor or require more than a year to try to implement another system by creating interfaces. No other vendor has the required authority to access the proprietary infrastructure, data, and systems without the risk of patient harm and significant time and cost delays.

The VetBiz.gov database was accessed on August 20, 2025. This search concluded that VFI is registered and certified and qualifies as a SDVOSB in accordance with the federal small business size standard for the applicable North American Industry Classification System Code 541519. It was verified on July 15, 2025 that VFI is registered in the SAM.gov database and is eligible to receive a Government contract. The Contract Specialist again verified VFI’s eligibility on VetCert and SAM databases on November 12, 2025.

Upon determination that a sole source award to VFI was in the best interest of the Government, the Contracting Officer confirmed that VFI meets all the requirements detailed in VAAR 819.7008. Consistent with the guidelines of the Veterans First Contracting Program, the proposed action described herein will be synopsized and this justification will be posted on the Contracting Opportunities Page in accordance with FAR Part 5.

9. Other Facts: The Procuring Contracting Officer has determined that this proposed action meets all the requirements of 38 U.S.C. 8127(c) and VAAR 819.7008. This acquisition is below the $5,000,000.00 threshold, VFI is a responsible SDVOSB for performance of the services described herein. The proposed contract can be awarded at a fair and reasonable price and award to VFI is in the best interest of the Government.

10. 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.

11. Fair and Reasonable Cost Determination

I hereby determine that the anticipated price to the Government for this contract action will be fair and reasonable as the selected SDVOSB vendor is expected to offer pricing consistent with market rates and prior procurements of similar scope and complexity. If necessary, further price analysis will be conducted in accordance with FAR 15.404-1(b) to ensure the reasonableness of the proposed pricing.

12. Contracting Officer Certification/Approval

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 maintenance and support for Radiation Oncology Information Management System Virtual Infrastructure Environment (ROISVIE) on an other than full and open competition basis pursuant to the authority cited in Section 4 above, subject to availability of funds, and provided that the property and services herein described have otherwise been authorized for acquisition.