Justification and Approval Rocky Mountain Cancer Data Systems Redacted.pdf

Control Number VA-24-00059780

JUSTIFICATION

FOR OTHER THAN FULL AND OPEN COMPETITION

1. Contracting Activity: Department of Veterans Affairs (VA) Office of Acquisition Operations

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 effort for the procurement of Rocky Mountain Cancer Data Systems (RMCDS) software licenses and customer support with Rocky Mountain Cancer Data Systems of the University of Utah, 375 Chipeta Way, Suite Court, Salt Lake City, Utah 84108.

3. Description of the Supplies or Services: VA, Office of Information and Technology, Development, Security and Operations has a requirement for RMCDS Central Cancer Registry software licenses and customer support for VA’s Central Cancer Registry (VACCR) located at the Washington District of Columbia, VA Medical Center. The period of performance for this action is a 12-month base and four (4) six-month option periods. The total estimated price of this action is $280,299.02, inclusive of option periods.

4. Statutory Authority: The statutory authority permitting an exception to fair opportunity is Section 41 U.S.C. 4106(c)(2) as implemented by the Federal Acquisition Regulation (FAR) Subpart 16.505(b)(2)(i)(B), entitled “Only one awardee is capable of providing the supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized.”

5. Rationale Supporting Use of Authority Cited Above: The proposed source for this action is RMCDS of the University of Utah, 375 Chipeta Way, Suite Court, Salt Lake City, UT 84108. RMCDS software is the only software that meets all of VA’s functional requirements as a cancer registry software. VACCR cannot perform its business functions effectively and efficiently without RMCDS software.

RMCDS software has been in use by VACCR since 2004 after an extensive search and exploration of several other computerized cancer registry database software. VACCR initially used C/Next, a software program developed and used by the State of California but when the limits of C/Next were reached (the PC platform allowed for approximately 300,000 individuals to be accessioned before requiring the platform to be moved to Structured Query Language (SQL)), the Program Office decided to convert the database. The Center for Disease Control’s program Central Registry System (CRS+) was installed and used for 2 years before the decision was made to begin the search again for another cancer registry software program. CRS+ requires an SQL platform that came without program support, and no data reporting capabilities. To effectively work with the program, the system required a multi-step approach to data aggregation by multiple registrars to perform the functions (up to 5 years) individuals to perform

Rocky Mountain Cancer Data Systems, VA Central Cancer Registry software licenses and support editing of the data using Preparation EditsPlus another required program prior to moving to the main CRS+ program. It also required a full-time specialized computer programmer to run all reports, data imports and data extracts. RMCDS software was evaluated and selected based upon its full system of capabilities, available support services, user friendly interfaces and flexibility to add fields as needed.

In addition, VACCR is a centralized repository for all cancer registry data being collected in VA’s 131 cancer programs. The data is extremely detailed with approximately 1,000 data elements per cancer incidence report being collected in the field and transmitted to the VACCR. The data contains full and expanded demographics, cancer identification, staging (up to 5 difference schemes) and extent of disease, first course of treatment, performance measures, outcomes, recurrences/progressions and subsequent therapies. The RMCDS software is a specialized central registry software that permits the aggregation of cancer registry data into a unified and cohesive single database and is in use by 23 state central cancer registries. The RMCDS Central Cancer Registry software specifically provides a cooperative, cost effective, efficient and functional cancer registry program with responsive support to meet the needs of the VACCR.

Additionally, RMCDS is the only central cancer registry that is approved for use in the TRM (Technical Reference Model) by the VA. As of April of 2021, RMCDS, version 2019.x is approved with constraints for FY2021 and FY2022, TRM #7358.

If this procurement is not completed for the RMCDS software, a major portion of VACCR business functions will not be achieved, and VA’s commitment and responsibility to the healthcare of Veterans with special medical conditions will be greatly affected, and VA’s obligations to the federal authorities who mandates VACCR will be greatly compromised.

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. In accordance with FAR 5.301 and 16.505(b)(2)(ii)(D), the award notice for this action will be synopsized on the Contract Opportunities Page and the justification will be made publicly available within 14 days of award.

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.

Rocky Mountain Cancer Data Systems, VA Central Cancer Registry software licenses and support

8. Market Research: Market research was conducted by posting a Request For Information (RFI) out to the Industry via FBO to determine if any other cancer registry software besides RMCDS software was available in the marketplace that could meet the Government’s technical requirements. The RFI was posted on April 15, 2016 with a close date of April 29, 2016. No responses were received during this time.

Again, market research was conducted by an RFI out to Industry via NASA SEWP (Solutions for Enterprise-Wide Procurement), a GWAC (Government-Wide Acquisition Contract) to determine if any other cancer registry software was available in the marketplace that could meet the Government’s technical requirements.

9. Other Facts: None.

10. Technical and 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.

Adam J. Breazzano Date: ________________________________

Technical Product Manager Signature: ____________________________

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 based on Independent Government Cost Estimate and historical pricing data.

Name Date: ________________________________

Procuring Contracting Officer Signature: ____________________________

12. Procuring Contracting Officer Certification: I certify that this justification is accurate and complete to the best of my knowledge and belief. As this contract action does not exceed $700,000, the certification below required by FAR 16.505(b)(2)(ii)(C)(1) serves as approval.

Name Date: ________________________________

Procuring Contracting Officer Signature: ____________________________