Justification for VISN 19 Temptrak Sustainment Maintenance_Redacted.pdf

JOFOC Tracking Number:

VHAPG Part 813.5 Simplified Acquisition Procedures for Certain Commercial Items Attachment 1: Request for Sole Source Justification Template >SAT $7.5M under FAR13.5

Last Updated: 02/01/22

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL ITEMS IN

ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID:

1. Contracting Activity: Organizational Activity:

Department of Veterans Affairs Department of Veterans Affairs Network Contracting Office 19 (NCO 19) Veterans Integrated Service Network 19 (VISN 19) 6162 South Willow Drive, Suite 300 4100 E. Mississippi Ave., Suite 1100 Greenwood Village, CO 80111 Glendale, CO 80246

2237#:

2. Nature and/or Description of the Action Being Processed: This procurement is for a new firm fixed price sole source contract for the procurement of a VISN wide Temptrak Temperature monitoring system sustainment service for the following VISN 19 Healthcare Systems:

Montana VA Health Care System (MT) VA Eastern Colorado Health Care System (ECHCS) Oklahoma City VA Health Care System (OKC) Salt Lake City VA Health Care System (SLC) Sheridan VA Health Care System (Sheridan)

Temperature monitoring system is used to monitor Pharmacy, Laboratory and Nutrition/Food refrigerators. Specifically, the pharmacy refrigerator that is used to store COVID 19 vaccines throughout these facilities. VISN 19 is using the Emerson/Temptrak Temperature monitoring system at these Healthcare Systems and is confirmed by this manufacturer to only be able to be provided by TrillaMed, LLC, their Service Disabled Veteran Owned Small Business authorized distributor. VISN 19 requires a sustainment service to ensure the software is function as desire and temperature sensors are calibrated annual as per clinical departments requirement. The previous contract 36C25921P0201 to procure the Temptrak Temperature Monitoring System included the first year of calibrations along with the procurement and was sole sourced to TrillaMed, LLC. Due to the contract being a COVID Emergency procurement no future sustainment service calibrations could be added on Option Years. This procurement is for a Base + Four (4) Option Years. The estimate total is

This procurement will be conducted in accordance with FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303 2.

Attachment 1: Request for Sole Source Justification Template >SAT $7.5M under FAR13.5

Last Updated: 02/01/22

3. Description of Supplies/Services Required to Meet the Agency’s Needs: The procurement will provide sustainment service of the Temptrak system and annual calibration of temperature sensor at VA Eastern Colorado Health Care System to Salt Lake City VA Health Care System, Montana VA Health Care System, Sheridan VA Health Care System and Oklahoma City VA Health Care System recently purchased and utilized at the VISN 19 stations.

4. Statutory Authority Permitting Restricted Competition: FAR 13.5 Simplified Procedures for Certain Commercial Items. The statutory authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. § 1901 and is implemented by FAR 13.106 1(b)(2) for restricting competition on this procurement. Competition is restricted on this procurement for the reason below:

(X) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

( ) Unusual and Compelling Urgency ( ) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert

Services ( ) International Agreement ( ) Authorized or Required by Statute ( ) National Security ( ) Public Interest

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): VISN 19 is currently utilizing the Temptrak Temperature Monitoring System procured this past year. The Temptrak software is proprietary to Emerson and is the only software authorized to be used on the Temperature Monitoring System. Only Emerson (manufacturer) certified technical staff and/or authorized distributor is capable to provide technical support, software upgrades and/or updates. Emerson confirmed that they are partnered with Trillamed, LLC, an SDVOSB business concern, who is currently the only authorized company for their sustainment services calibrations. An average time to build and set up temperature monitoring system server for new software is approximately over 6 months with a cost over an estimated across VISN 19. This estimate is without Option Years to cover what is required for this procurement of sustainment service on the relatively new existing system. Leveraging the existing Temptrak server instructure at VISN 19 would reduce the timeline to continue now sustaining the existing system infrastructure and cost less over a five (5) year period.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: The manufacturer, Cooper Atkins/Emerson US, identified only Trillamed, LLC as an authorized distributor for the Temptrak System. Trillamed is an SDVOSB and direct award is contemplated to meet the needs of the VISN and maintain the manufacturer’s warranty.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: It is anticipated that fair and reasonable price determination will be found with the prices that were recently paid for the same items on similar requirements.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: A search on VIP and SBA Dynamic Small Business Search of

Attachment 1: Request for Sole Source Justification Template >SAT $7.5M under FAR13.5

Last Updated: 02/01/22

NAICS 334519 with keywords “Temperature Tracking” produced no results. A search on FPDS showed similar requirements were awarded to Cooper Atkins (Large Business) and Trillamed, LLC (SDVOSB). Multiple awards for similar items done over the past two years by NCO 19 were found in eCMS. Different competitive solicitations on FBO/Contract Opportunities were used on the following awards: 36C25919F0333 was solicited on a small business set aside, 36C25920P0149 was solicited on an unrestricted basis, and most recently 36C25920P0681 was solicited as a “Brand Name or Equal” requirement on a small business set aside to allow for more competition. The competitive solicitations for the aforementioned contracts, all resulted in only Trillamed, LLC providing a quote.

The original equipment manufacturer of Temptrak equipment, Emerson/Cooper Atkins, was contacted and confirmed, TrillaMed is the authorized SDVOSB distributor for Temptrak equipment.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: The Temptrak system met all the technical requirements needed to maintain VISN 19’s temperature monitoring at each facility. By leveraging the use of existing monitoring system in place negates the negative impact that any transitional downtime would incur for a change out of systems this large and saves the government millions of dollar of having to change out a relatively new temperature monitoring system before its end of life capacity. Awarding this procurement would also avoid the negative impact that not having the continued monitoring system would possibly do on the existing vaccine inventory, which ultimately would negatively affect patient care at VISN 19.

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

TrillaMed, LLC Corporate Headquarters 30100 Telegraph Road, Suite 366 Bingham Farms, MI 48025

PH: 866.341.5694

Email: sales@trillamed.com CAGE Number 56FN2 SDVOSB Cert. PO714633

DUNS# 828126321

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: The Government will continue to conduct market research to ascertain if there are changes in the market place at the time of future temperature monitoring systems allowing a more competitive approach, if available.

Attachment 1: Request for Sole Source Justification Template >SAT $7.5M under FAR13.5

Last Updated: 02/01/22

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.

Date Chief Healthcare Technology Manager

VISN 19

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

a. Contracting Officer or Designee’s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Date Contracting Officer

NCO 19

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition.

Date Supply 1, Branch Chief

NCO 19

Attachment 1: Request for Sole Source Justification Template >SAT $7.5M under FAR13.5

Last Updated: 02/01/22

c. NCO Director Review and Approval (if needing HCA review and approval): I certify the justification meets requirements for other than full and open competition.

Date Director of Contracting

NCO 19

d. VHA RPO HCA Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and approve ($750K to $7.5 million (or $15.0 million for acquisitions described in FAR 13.500(c)) for other than full and open competition.

Date Executive Director, Regional Procurement Office West Head of Contracting Activity (HCA)