JOFOC OVER 150K Vocera Badges Software.pdf

VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP Attachment 5: Request for Sole Source Justification Format >SAT

OFOC SOP Revision 11 Page 1 of 5 Original Date: 03/22/11 Revision 11 Date: 02/11/2021

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

Acquisition Plan Action ID: 36C248-21-AP-3786

1. Contracting Activity: Department of Veterans Affairs, VISN 08, James A. Haley Veterans’

Hospital (JAHVH), 13000 Bruce B. Downs Blvd, Tampa, Florida 33612. Funding Document ID:

673-21-3-084-0090

2. Nature and/or Description of the Action Being Processed: The requested action is a new brand name requirement to upgrade the existing Vocera badges and software licenses. The Vocera Communications software is used with Vocera hands-free communication badges and integrates into the existing land-line phone system. This document requests other than full and open competition based upon market availability, equipment standardization, and current facility infrastructure and investment.

3. Description of Supplies/Services Required to Meet the Agency’s Needs: This request is for a quantity of 1,500 Vocera (MFN# B3000N) Black Badges to include a 1 Year Warranty, a quantity of 1,500 Vocera FIPS 140 (MFN# B3000N) to include 2- Device Licenses Version 1.0 for a total estimated cost of $830,775.00. The estimated delivery date is 30 days after receipt of order.

All equipment must provide the following functional and performance capability based on industry standards, using recommendations from Nursing Informatics experts, and endorsed by local end-users. The physical characteristics needed for integration with EarlySense® Clinical Alarm, Get Well Network Integration, CPRS STAT/PRN Notification, and Rauland® Nurse Call Integration. Additional physical and salient characteristics include:

- Lightweight (2oz maximum weight), wearable design.

- A front facing speaker that provides hands-free audio for clear conversation.

- Reinforced badge housing that provides durability;

- 1” OLED minimum display screen with call button;

- Illumination that provides visual indication of call status.

- Dual-band that support 2.4GHz and 5GHz Wi-Fi;

- 3 hours active battery life, 30 hours standby;

- Panic function integrated into call button;

- Do-not-disturb button to eliminate interruption.

- Place and receive voice calls; voice controlled and one-button operation that is virtually hands-free use to allow for continuation of work while communicating;

- Receive secure messages with a 256-character limit;

- Integrated Acoustic Noise Reduction (ANR) that reduces background conversations and noise interference.

- Ability to search for users and groups by voice command.

- Multi-user operation (shared device) that allows a badge to be passed to another user at the end of shift, allowing the new user to log into system from the badge and immediately begin using it.

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4. Statutory Authority Permitting Other than Full and Open Competition:

( X ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per 41 USC §3304(a)(1) as implemented by FAR 6.302-1;

( ) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3;

( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4 ( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by FAR 6.302-5;

( ) (6) National Security per 41 USC §3304(a)(6) as implemented by FAR 6.302-6;

( ) (7) Public Interest per 41 USC §3304(a)(7) as implemented by FAR 6.302-7;

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition

Requires the Use of the Authority Cited Above (applicability of authority): The request is an upgrade to the existing Vocera badges and software licenses of contract 36C24818P3501.

Vocera Communications, Inc. is the only manufacturer capable of providing the supplies and services described in Sections 2 and 3 above. The Vocera communications and engage software and hardware are proprietary solutions which constitute a major system infrastructure for JAHVH. Vocera Communications platform has been used exclusively by station 673 as the only voice-to-voice mobile communication platform for direct care clinicians and interfacility departments. In October 2016 Vocera Communications announced its acquisition of Extension Healthcare, a leading provider in event driven communication and workflow collaboration software. This alliance consolidates the two companies and their solutions to deepen the interoperability of the Vocera Communication Platform. Already having invested in both the Vocera Communication solution and the (formerly) Extension Engage Middleware solution, this VA is poised to take advantage of this alliance and platform. Extending the scalability of current communications platform to an enterprise-class platform, enabling stronger person-to-person and system-to-person workflows within a single system from a single manufacturer. Whereas JAHVH may have previously entered the market for multiple resellers of separate solutions, since the 2016 acquisition there are only 2 authorized resellers in the federal market. Other solutions for voice-to-voice communications (government furnished cell phones for nurses) would require the government to abandon its former investments in current infrastructure to allow opportunity for competition or lack the technical certifications required to properly service and support solutions. Therefore, only authorized resellers are capable of providing the supplies and services described in Section 3 above without the Veteran’s Health Administration experiencing substantial duplication of cost that could not be expected to be recovered through competition.

The James A. Haley Veterans’ Hospital recently procured the Vocera Clinical System at a total cost of $2,051,802.97, awarded on October 1, 2018. The updated version will ensure seamless integration to the continuity of care to Veterans consistent, reliable, and safe, with no interruption in services. Throughout JAHVH, the current staff trained will require minimal training of the updated Vocera system, maintaining their competency.

Presently reconstituting the Vocera system would require all new Clinical System Service and Maintenance with an On-Site System Administrator but not restricted to but include:

https://www.globenewswire.com/Tracker?data=A--ZLB7EXAIV4rVpM7H6E343RAJfrHE1kPKfgXzslhHvPBjnnej-1W4tELv8ZLhiy71mb4FXz2NdOac9Uf0vjD5lYn_JM3PmlS1LTxp_A6_atNptg6hTbUsrbwzUygbnAm1Ph0Orpa56xEKuOuL71w==

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Revision 11 Date: 02/11/2021

- Project management services

- Clinical design services

- System configuration and end-to-end testing services

- User acceptance testing services

- Engage Mobile Readiness Assessment

- Superuser training services and Go-live support service.

- Premier Support Services to include preventive and technical system maintenance;

- New software releases, service packs, and hotfixes

- Emergency coverage 24x7

- A technical support engineer, among other features to guarantee that another vendor would meet VHA strict security compliance requirements

- BIOMED and OIT and Nursing Informatics

- Training would be expensive and time-consuming in addition to purchasing all new devices and servers.

Replacing the current Vocera Just-in-Time communication and clinical alarm notification system with a diverse system would have an estimated cost of over 3 million dollars.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: A Request for Information (RFI) was issued on 6/24/2021 to https://beta.sam.gov yielded 0 responses. A determination that the use of a sole-source contract is in the best interest of the James A. Haley Veterans’ Hospital and the government. No other actions were taken for competition.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and

Reasonable: The anticipated cost to the government is $830,775.00. This cost is validated by GSA which has determined the prices of supplies under schedule contracts to be fair and reasonable.

Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research was performed using the following techniques/methods to identify potential sources: Vendor Information Pages (VIP).

Request For Information (RFI) posted @ https://beta.sam.gov. Searched GSA eLibrary @ www.gsa.gov. Searched Federal Procurement Data System (FPDS) website @ https://www.fpds.gov/fpdsng and SBA DSBS system @ https://web.sba.gov/pro-net/search/dsp_dsbs.cfm. Communication by email to manufacturer for letter attestation for authorized resellers. The proprietary letter is available on demand. The methods used were suitable to locate capable SDVOSB’s to support the need of JAHVH.

Market research strategies include review of industry websites, internal subject matter experts, email communications with manufacturer. Market research validates that there is a Sole Source Manufacturer and only 2 federal market vendor re-seller for on-site service, software and associated technical labor support services. Market research revealed existing contractual vehicles which can be utilized for the requirement. They are NASA SEWP contract number NNG07DA46B held by Alvarez and Associates, and General Services Administration (GSA) Contract number GS35F0858N held by Government Marketing & Procurement, LLC (GMP). As described in Section 5 above Market research, in accordance with FAR Part 10, was conducted by a request of information of the proposed acquisition, advising industry of the pending acquisition and soliciting inquiries from interested parties. In light of market research and https://beta.sam.gov/

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Revision 11 Date: 02/11/2021 vendor letter attestation, there is therefore a high degree of confidence that no other qualified sources exist.

8. Any Other Facts Supporting the Use of Other than Full and Open Competition: Dissimilar badges and software will result in lost patient care improvement opportunities. Timely clinical alarm and STAT order notifications save lives and minimizes untoward patient outcomes.

Emergency Department and Patient Flow are also heavily dependent on Vocera communication devices. The requirements were developed and based on industry standards, using recommendations from Nursing Informatics experts, and endorsed by local end-users. Office of Information and Technology (OIT), Network Section has evaluated local wireless network infrastructure supporting Vocera badges and reports the older (2015) Vocera badge software is insufficient for the newer 5GHz wireless frequency. If badge replacement is not pursued, users will experience continued Vocera call and notification interference, call jitter, dropped calls, static, and missed alerts.

9. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: None

10. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any

Barriers to Competition before Making subsequent acquisitions for the supplies or services required: No action confirmed at this time. Federal market availability dependent on private industry alliances.

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