Justification and Approval - A Dec Dental Suite Components.pdf

VHAPG Part 806.3 OFOC Page 1 of 5 Revision: 02 Effective Date: 11/15/23

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition

Project 520-317X: Biloxi Building 1 Renovation – Biloxi, Mississippi Solicitation: 36C10F24R50025

1. Contracting Activity: Department of Veterans Affairs, Office of Construction and Facilities

Management (CFM), Office of Facilities Acquisition (OFA).

2. Nature and/or Description of the Action Being Processed:

The VA Office of Construction and Facilities Management intends to award a firm-fixed price contract which will allow for full and open competition for all elements of construction except for the item(s) specifically identified herein. Therefore, this action is a sole source justification for requiring use of a turn-key dental equipment – casework system that will be required as a component of the overall construction project 520-317X: Biloxi Building 1 Renovation.

3. Description of Supplies/Services Required to Meet the Agency’s Needs:

As a part of overall construction, the contractor will be required to supply and install A-Dec dental suite components where specified within the drawings and specifications for construction consisting of the following:

Dental delivery system Dental exam chair Dental ceiling mounted LED exam light and track system Compatible dental exam hand pieces Ergonomically design dental modular casework with integrated sinks and toll/accessory systems.

The estimated total cost of these A-Dec proprietary components is which represents % of the total estimated construction value to be awarded. The estimated cost is based on the budgetary estimates provided by the AE on May 3, 2019 and escalated based on historical Consumer Price Index (CPI) data. It does not appear that infrastructure is included in the dental exam equipment system estimate. Use of this dental equipment system will provide the Medical Center’s dental staff with a highly ergonomic, patient safe, and familiar product. A-Dec dental equipment is the Gulf Coast Healthcare System’s standard product in dental clinics at all sites of care. Both clinicians and Biomed technicians are highly competent to work and repair requested A-Dec products.

VHAPG Part 806.3 OFOC Page 2 of 5

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

The statutory authority permitting other than full and open competition is:

( 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):

Therefore, as indicated above, only one responsible source and no other supplies or services will satisfy agency requirements and that any other source would likely result in substantial duplication of cost to the Government that is not expected to be recovered through competition and could cause unacceptable delays in fulfilling the agency’s requirements. As a facility, the Biloxi VAMC currently utilizes A-Dec products in all three dental sites of care. To achieve modernization strategic goals, the healthcare system requests to provide this facility standard of care (A-Dec dental equipment) in the newly renovated Biloxi Dental Suite. In addition to A-Dec’s quality construction and outstanding past performance in previous projects, as a facility standard, the products provide interoperability of parts and pieces for other dental sites.

This interoperability extends to clinical and Biomedical staff understanding of utilizing, repairing, and maintaining A-Dec equipment. Currently, dental providers are trained on the delivery system’s accessory and tool abilities as well as cleaning needs. This allows dental users to move into new space with no additional training requirements as well as provide staffing cross coverage across the healthcare system without a competency deficit in equipment operations. Furthermore, Biomed Technicians are trained in maintenance and repair of the A- Dec units which results in speed of preventive maintenance, availability of parts on-hand, interchangeability of parts and replacement equipment across healthcare system, and competencies in place to repair and troubleshoot locally already.

A-Dec product has become the facility standard for several quality standards and technical capabilities:

Ergonomics: Their operatory equipment provides increased ergonomic abilities which include ambidexterity equipment usage. This allows both providers and assistants to operate equipment either left or right handed in a single room. This increases accessibility of care to each operatory as well as decreases potential costs for dual equipment in a single operatory.

Additionally, they provide a chair with a gliding headrest allowing for one-handed adjustment.

A-Dec product lends well to providers and hygienists of any size to ensure easy handling of equipment. It also accommodate patient wheelchair access with its ability to swivel laterally 60 degrees.

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Safety: A-Dec’s dental ceiling mounted track lighting provides a 315 degrees of rotation and

27.9 inches of vertical travel which minimalizes potential risk of misidentifying oral pathologies due to low illumination in oral cavity. The specified A-Dec 500 dental chair offers a self-diagnosing circuit board within the chair’s mechanics. This safety feature locks chair in place if circuit board detects any anomaly during its self-check procedure. This helps both dental staff and Biomed identify potential functionality lapses. The A-Dec 532 delivery system offers a unique Data Control System (DCS) in order to control all electrical components and simplify additional future features and/or instrumentation connection.

Infection Control: All casework surfaces include anti-microbial characteristics and ability to withstand harsh cleaning chemicals used daily for many years. Additionally, the dental unit provides a system flush toggle allowing all tubing to drain simultaneously and a stand-alone water supply with internal pick up tube. All internal water lines throughout the equipment contain anti-microbial solution.

Durability: A-Dec’s casework product uses hospital grade wiring and hardwiring as well powder-coated steel base construction with leveling feet built into sub-base. The dental chair is UL rated to 400 lbs or greater with total vertical drive control at this weight is important for our increasing bariatric patient workload. A-Dec uses metal rather than plastics connectors for any air, water, drainage and hydraulic lines utilized in or passing through the chair or delivery system.

Understanding of these enhanced product features and the company’s outstanding past performance with the healthcare system, both the Chief of Dental and Biomed Department Chief recommends the continued used of the Gulf Coast’s standard A-Dec dental operatory outfit.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable:

Efforts to ensure offers are solicited from as many potential sources as practical will include synopsizing the construction contract as required as FAR Part 5.2. This sole source justification is meant to only allow for specifying brand name for the specific application for the A-Dec dental operatory outfit which will comprise only a very small portion of the construction contract to be awarded. Where possible, the construction contract requirements will be tailored to allow full and open competition for all but the special application of this A-Dec dental operatory outfit as approved herein with the expection of any other items approved under separate, approved sole source justifications to be included in the solicitation.

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

Reasonable:

The anticipated cost of this proprietary system is expected to be . The costs of providing a full and open bid dental operatory system is not available as there have been no previous bids requested. The only cost is based on the Anderson budgetary estimate. The result of the expense of the added cost results in both the modernization and standardization of dental medical equipment for the Gulf Coast Veterans Health Care System. Providing the A-Dec dental suite package ensures the local facility’s patient and workplace safety goals are satisfied.

This acquisition provides a cost savings to the receiving Medical Center as current provider usability and certified A-Dec Biomed techs exist on site requiring no additional training and

VHAPG Part 806.3 OFOC Page 4 of 5 travel costs would be incurred. Due to the interoperability of current hand pieces and tools to existing A-Dec product in health care system, minimal start-up accessories and supplies would be required for purchase with no new CPRC requests required of the local Supply Chain Management Service.

Furthermore, the recommendation process and programming of specifying this dental operatory package was approved during the previous design-build contract Roy Anderson.

During the design process with previous AE and construction team, fair market research practice was employed to review multiple dental suite solutions in the GSA dental equipment schedule. As the A-Dec product meets specific Gulf Coast Health Care System needs, the team pressed forward to approved shop drawing completion. To sole source this construction requirement will provide the Government a cost savings in the field as the Resident Engineer, Construction Team, and VA staff will not incur time delays for additional design work and potential construction change requests to modify integrated MEP for compatibility to a different system. Accordingly, the facility are valuing their dental provider’s (end users) time as they have allocated patient care hours to develop an approved layout utilizing the sourced A-Dec components requested. Acquiring this equipment will ensure the operatories will be compatible with the new construction in terms of accessibility, interaction with other key dental equipment, and most importantly multiple utility rough-ins including the utility trench for the chair. Foremost, this will mitigate any risk of VA incurring additional costs associated with construction change orders. If an alternative equipment manufacturer is introduced (non A-Dec), there is no guarantee for utility rough-in compatibility or space to achieve necessary dental ergonomics for patient care. This could result in design change requests or construction change orders in the field to accommodate a different manufacturer’s specifications. There is no budget for repairs of this intense nature. Additionally, if these repairs were necessary, the medical center would incur delays in scheduled activation and move into the new dental clinic.

This consequence exacerbates the continued veteran access issues present a delay to the suite expansion as well as drives further dental consults being sent to care in the community.

Therefore, a determination has been made by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted:

As the Medical Center has standardized previous dental suite equipment to the A-Dec products, an assessment of service-disabled veteran-owned small bueinesses (SDVOSBs) providing A-Dec was conducted. The following vendors were contacted/researched which are capable of provide the product:

A) Monica Showers - Mississippi and Northern Alabama (monica.showers@a-dec.com) – Phone: 205-572-1949

B) A-Dec, Inc. – GSA Contract V797D-70087 C) Patterson Dental Supply, Inc. – Phone: 504-463-1770 D) Henry Schein, Inc. – Phone: 985-871-0001

9. Any Other Facts Supporting the Use of Other than Full and Open Competition:

From a performance and features standpoint, the A-Dec total dental operatory solution continues to meet specialized needs of the Gulf Coast Veterans Healthcare System. Due to the investment the Gulf Coast HCS has with this facility standard, providing A-Dec continues to

VHAPG Part 806.3 OFOC Page 5 of 5 provide the interoperability and interchangeability for staffing and maintenance/repair needs that no other product could provide the facility. This is a best value product for the Biloxi Medical Center.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: N/A

11. 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: N/A

12. Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.

Khaled Zaatreh CFM Project Manager

13. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

Contracting Officer Certification: I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Jason Hardy CFM Contracting Officer

KHALED

ZAATREH

Digitally signed by

KHALED ZAATREH

Date: 2024.04.09 07:57:57 -05'00'

JASON

HARDY

Digitally signed by JASON

HARDY

Date: 2024.04.09 08:32:33 -05'00'