LSJ - Minuteman.pdf

VHAPG Part 808.405-6 Limiting Sources Attachment 2: Request for Limited Sources Justification Format >SAT

Acquisition Plan Action ID: 36C242-23-AP-0309

Effective Date: 02/01/2022 Page 1 of 6

LIMITED SOURCES JUSTIFICATION

ORDER >SAT

FAR PART 8.405-6

(1) Contracting Activity: Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 2, 2875 Union Rd, Suite 3500, Cheektowaga , NY 14227.

Services to be provided at Department of Veterans Affairs, VISN 02, Northport VA Hospital located at 79 Middleville Rd, Northport, NY 11768

Funding ID: 528-23-2-3760-0023

(2) Description of Action: This acquisition is conducted under the authority of the Multiple- Award Schedule Program (41 U.S.C. 152(3) and 40 U.S.C. 501).

VHA Network Contracting Office 02 intends to award an FSS task order to provide the creation and implementation of a centralized Veteran check-in model that leverages Patient Support Representatives and VA technology tools VetLink/PCI/Kiosks for the Northport VA Hospital. The term of this action will be a one-year base with two (1) year option periods as follows:

Base: March 01 ,2023 to February 29 , 2024 Option 1 : March 01, 2024 to February 28, 2025 Option 2: March 01, 2025 to February 28 , 2026

Order against: FSS Contract Number: 47QTCA18D008Q

Name of Proposed Contractor: Minuteman Technology Services, LLC Street Address: 35 Manataug Trail City, State, Zip: Marblehead , MA 01945 Phone: 757-450-1870

(3) Description of Supplies or Services:

The estimated value of the base period is $ 1,682,177.92. The total estimated value of the base and all options is $4,707,274.54.

https://www.acquisition.gov/far/part-8#FAR_8_405_6 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://www.gpo.gov/fdsys/pkg/USCODE-2011-title40/pdf/USCODE-2011-title40-subtitleI-chap5-subchapI-sec501.pdf

Effective Date: 02/01/2022 Page 2 of 6

The VISN 2 Patient Support Program seeks to increase Veteran / visitor satisfaction and expand access to VA services via an integrated patient arrival management solution. The integrated patient arrival solution seeks to increase intake speed and capability for scheduled and walk-in patients and visitors, enable VA staff to focus on direct patient care vs. standardized front-facing transactions, and provide flexibility for intake support services to evolve to ever changing facility needs.

The proposed solution will deliver enhanced patient arrival experience by integrating technology tools with new workflows for patient intake and providing courteous patient check in and wayfinding assistance. The solution consists of a re-design of the patient arrival experience whereby patients will be greeted and assisted immediately upon arrival. VA’s existing tools will be reconfigured to support the new process. For example, MTS will reconfigure VetLink to support walk-in patients, requests to ancillary services, and workflow needs of scheduled service areas.

The VA Patient Check-in tool (PCI) will also be integrated into the new workflow to support mobile self-service. MTS will develop standard work and operating procedures to support the new workflow design. MTS and HPG will train the new Patient Support Program staff on the workflow and tools. Finally, MTS will provide ongoing monitoring of program performance by collecting and reviewing patient/staff feedback and system performance data. MTS will continue to update and refine the process and tools according to patient and staff needs.

The new Integrated Veteran Care model will create a centralized model with a concierge service to assist with configuration and management of the VetLink and PCI check-in technologies, provide wayfinding and navigation services, and welcome all patients/visitors. The result will be an improved patient and guest arrival system for the VAMC. The contractor shall be responsible for providing all planning, materials, labor, supervision, training, equipment, and services which are required to provide an effective and efficient Patient Support Program for patients and guests. The result will be a much-improved Veteran and guest experience.

(4) Identify the Authority and Supporting Rationale (see below and if applicable, a demonstration of the proposed contractor’s unique qualifications to provide the required supply or service.

FAR 8.405-6(a)(1)(A): An urgent and compelling need exists and following the ordering procedures would result in unacceptable delays:

FAR 8.405-6(a)(1)(B): Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized;

Effective Date: 02/01/2022 Page 3 of 6

Minuteman Technology offers all required services on their FSS Contract and is the only source capable of providing a VetLink integrated solution which includes reconfiguration of the VetLink

Software. VetLink Software is proprietary to VECNA TECHNOLOGIES, INC. Vecna has certified Minuteman Technology Services (MTS) as an authorized retailer and the only Service-Disabled Veteran Owned Small Business to resell Vecna products and services at the same cost as Vecna Technologies. MTS is the sole Service-Disabled Veteran Owned Small Business that can do the project management for the sustainment of the VetLink system. Please see letter from VECNA Technologies confirming that MTS is a certified distributor.

FAR 8.405-6(a)(1)(C): In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order must not have been previously issued under sole source or limited source procedures.

FAR 8.405-6(b): Items peculiar to one manufacturer:

A patent, copyright or proprietary data limits competition. The proprietary data is:

These are “direct replacements” parts/components for existing equipment.

The material/service must be compatible in all aspects (form, fit and function) with existing systems presently installed/performing.

(5) Describe Why You Believe the Order Represents the Best Value consistent with FAR 8.404(d) to aid the contracting officer in making this best value determination:

Minuteman Technology Services, an SDVOSB, is the only source that can provide this service due to proprietary VetLink software which requires reconfiguration to fulfill this requirement.

The estimated yearly cost of this contract is $1,682,177.92. The estimated cost to cover the base year and two (2) option years totals $4,707,274.54. The base period of performance will commence March 1st , 2023 to February 29th, 2024. Minuteman Technology offers all required services on their FSS Contract and is the only SDVOSB authorized to reconfigure the VetLink Software. In accordance with, FAR 8.405-4, a further price reduction will be requested.

Effective Date: 02/01/2022 Page 4 of 6

(6) Describe the Market Research Conducted : The following market research was performed:

A VIP search under 541990 with keywords, “VetLink” returned (0) results.

Querying the Government-wide database of contracts and other procurement instruments intended for use by multiple agencies, GSA eLibrary was utilized by the keyword, “ Vetlink” returning no sources.

DSBS was queried using NAICS 541990 and keywords “VetLink” returning no sources.

VECNA, the manufacturer of the VetLink kiosks programmed with VECNA proprietary software, provided a Distributor Certification Letter on behalf of Minuteman Technology Services, LLC; an SDVOSB; as qualified and authorized to provide services in support of the VetLink Kiosk System for the Veterans Administration.

A sources sought notice was posted from December 23rd , 2022 to December 30, 2022, resulting in no responses.

A notice of intent to negotiate with a single source was posted to Contract Opportunities January 9th , 2023. No responses received.

The Government will continue to conduct market research to ascertain if there are changes in the proprietary technology that would enable future actions to be competed.

(7) Any Other Facts Supporting the Justification: None

(8) A Statement of the Actions, if any, the agency may take to remove or overcome any barriers that led to the restricted consideration before any subsequent acquisition for the supplies or services is made:

This requirement is tied directly to the VetLink System. VetLink is unique to the VA and contains proprietary software and hardware that only VECNA Technologies Inc. and MTS can resell or support. This barrier to competition is likely to remain for similar procurements while this proprietary system is in use.