JA Sole Source- Redacted.pdf

MIM Maestro Department Solutions and Control Number VA-26-00050633 Software Service

JUSTIFICATION FOR A SOLE SOURCE AWARD

FOR CERTAIN COMMERCIAL ITEMS

1. Contracting Activity: Department of Veterans Affairs 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 (FFP) contract with GE Precision Healthcare, LLC, (GE Healthcare) 3000 North Grandview Boulevard, Waukesha, WI 53188. This contract will provide brand name MIM Maestro Department Solutions and Software services for the Department of Veterans Affairs (VA), Office of Healthcare Technology Management, Central Virginia VA Medical Center (VAMC), located at 1201 Broad Rock Boulevard, Building 500, Richmond, VA 23249.

3. Description of Supplies or Services: VA, Office of Healthcare Technology Management, Central Virginia VAMC requires MIM Maestro and MIM Symphony software and associated services, including software licenses and all corresponding components, MIM software upgrades, telephone technical support, and ongoing training services for new features. The VA requires the MIM Maestro Department Solution to provide a centralized radiation oncology imaging and treatment planning platform so that all relevant studies and planning data can be imported, registered, contoured, reviewed, and managed in one place. VA also requires delivery of actionable imaging and planning information into the daily workflow of clinicians at the point of care, enabling radiation oncologists, physicists, dosimetrists, and therapists to prepare and adjust treatment plans more quickly and consistently. This will enable front line clinical staff to intervene faster and more efficiently, providing better and safer care for each Veteran while reducing rework and delays in treatment. The VA further requires that this department solution include all necessary software licenses and components, ongoing upgrades and support, and a single access point that streamlines workflow and provides program level administrative oversight of radiation oncology planning activities.

This will ensure that imaging and planning tasks are completed in a timely, standardized, and auditable manner, and that VA clinical and IT staff are fully supported through ongoing software maintenance, including applying updates, patches and upgrades to MIMI Maestro and MIM Symphony to maintain secure and reliable operations. The required brand name MIM Maestro Department Solution software is currently used by Central Virginia VAMC. The period of performance shall include a 12 month base period with two 12 month option periods, for a total duration not to exceed 36 months, and the total estimated value of the proposed action is inclusive of all option periods.

4. Statutory Authority: The statutory authority permitting an exception to fair opportunity is 10 U.S.C. 3304(a)(1) as implemented by the Federal Acquisition Regulation (FAR)

Overhaul VA Deviation 6.103-1(d) entitled “Only one responsible source and no other supplies or services will satisfy agency requirements.”

5. Rationale Supporting Use of Authority Cited Above: MIM Maestro’s licenses and maintenance support provides a unique solution that is fully compatible with the existing clinical systems and current operational needs at the Central Virginia VAMC. The VA has been using MIM Maestro and associated MIM Software products within the VAMC environment, and their effectiveness in supporting imaging workflows and treatment planning has been clearly demonstrated in day-to-day patient care. The existing software has been successfully configured and integrated with MIM Symphony and related systems and the imaging and treatment information it manages must remain highly accurate to protect patient safety.

The MIM Maestro platform is a foundational component of the Central Virginia VAMC radiation oncology environment, enabling MIM Maestro, MIM Symphony, and MIM Contour Protégé to work together reliably and consistently so that imaging and planning data are correctly associated with each Veteran and course of treatment.

MIM Maestro serves as the core preplanning and contouring system, Symphony manages radiation oncology workflows and composite plans over time to include re irradiation scenarios, and Contour Protégé provides highly automated contouring within the established simulation and planning workflow so that reviewed structures are available in MIM or the treatment planning system without additional manual steps. Because this environment relies on proprietary configurations, data structures, and clinical workflows developed around the MIM products, no other vendor’s software can integrate into this configuration and provide the same level of safety and reliability without replacing the entire MIM stack, rebuilding interfaces and clinical protocols, and re validating plan quality and safety from the ground up. Doing so would introduce substantial clinical risk (such as mis registration, inconsistent contours, and delays to treatment start) and require significant time and resources, directly impacting Veterans who depend on timely, accurate radiation therapy.

If a different vendor were chosen, VA would effectively have to discard the current MIM Maestro–based environment and restart with an entirely new radiation oncology imaging and treatment planning platform. This environment is used to import, register, contour, and manage imaging and treatment data that directly determines where and how much radiation each Veteran receives. Disruptions or misconfigurations could lead to incorrect targeting, delays in therapy, or the need to re-plan treatments. These activities would consume significant time and resources and would inevitably introduce periods of reduced efficiency and heightened risk as workflows are rebuilt and staff adapt to the new system. During this transition, the likelihood of mis registration, inconsistent contours, or missed configuration details increases, which could delay treatment starts or compromise plan quality, directly impacting Veterans’ outcomes and safety. Because the existing MIM environment is already configured, validated, and embedded in daily care, maintaining it avoids these avoidable risks and helps ensure that Veterans continue to receive timely, accurate radiation therapy.

GE Healthcare is the only source that offers the proprietary MIM Maestro Department Solution, associated upgrades, and original equipment manufacturer (OEM)-level support specifically designed for and proven with VA’s current MIM Maestro and MIM Symphony implementation.

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 can meet the Government’s requirements. In accordance with FAR Overhaul VA Deviation 5.301 and 6.301(b)(2), the award notice for this action will be synopsized on the Contracting Opportunities website, SAM.gov, and the justification will be made publicly available with the solicitation.

7. Actions to Increase Competition: The Government will continue to conduct market research to determine whether changes in the marketplace to be competed.

Specifically, the Government will continue to monitor the marketplace to determine whether other brand name software could integrate into VA’s existing hardware components.

8. Market Research: Market research was conducted in March 2026 to identify suppliers capable of providing the brand name MIM Maestro Department Solution software licenses, maintenance, and OEM-level support compatible with the existing MIM Maestro and MIM Symphony software current deployed at the Central Virginia VAMC.

This market research determined that MIM Software, Inc., the developer and sole provider of MIM Maestro and MIM Symphony, is the sole source, exclusively selling and providing MIM Maestro Department Solution licenses, upgrades and direct support for the existing MIM Maestro and MIM Symphony environment. MIM software is proprietary and only MIM or its authorized resellers are the only sources capable of providing the software subscription, preventative maintenance, and emergency (unscheduled) repair services necessary to ensure continuous, reliable clinical operation of the software. It should be noted MIM Software, Inc. was acquired by GE Precision Healthcare, LLC (GE Healthcare) on February 2, 2026 and all assets of MIM Software, Inc., both rights and obligations, passed to GE Healthcare. On March 25, 2026, the Contract Specialist received confirmation that GE Healthcare is the sole proprietor for current and future use of MIMs products.

9. Other Facts: None