P03 - Attachment 1 FAR 13.5 Sole Source Justification - SAT-7.5M.pdf

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

Effective Date: 11/15/24 Page 11 of 44

REVISION: 01

Acquisition ID#: 36C250-26-AP-0021

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL ITEMS IN

ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C250-26-AP-0021

1. Contracting Activity:

Department of Veterans Affairs, VISN 10, Station 583, Richard L. Roudebush VA Medical Center submits to Network Contracting Office (NCO) 10 located at 24 Frank Lloyd Wright Drive, Lobby M, Suite 2200, Ann Arbor, MI 48105, a procurement request for Rauland Responder 5 Software Service.

The funds are available through IFCAP PR 583-26-1-169-0004 in the amount of $143,685.54.

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

The Contractor shall provide full maintenance and support service for Rauland Responder 5 Nurse Call medical software systems at the Department of Veterans Affairs, Richard L. Roudebush VA Medical Center, 1481 W 10th Street, Indianapolis, IN 46202. This service includes software licensing and maintenance, service packs, and enhancement upgrade support.

The estimated value of the proposed action is $389,485.06 (base and two (2) option years)

Below is the software installed that will require maintenance:

VHAINDCCARRS19 VHAINDCCARDS19

VHAINDCCARAS19 VHAINDCCARGS19

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

The contractor shall provide a live response via phone within 4 hours of an emergency call. If the remote services cannot resolve the Emergency call, on-site service will be provided within 24 hours after the live response. Emergency service is defined as one or more individual Responder Application products being unable to complete communication to the nurse call hardware

1. The Full Maintenance and Support Service for the Rauland Responder 5 Applications System will include the following:

A. Software Licensing and Maintenance B. Software Upgrades in the Production Environment C. Service Packs and Bug Fixes D. Enhanced Upgrade Support E. Remote Support – 1st hour free during business hours

2. An Annual Clinical Refresher Training will be provided by the vendor as well.

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Acquisition ID#: 36C250-26-AP-0021

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 following reasons below:

( X ) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements: The Rauland Responder 5 Nursecall System must be serviced by an Original Equipment Manufacturer (OEM) authorized distributor/servicer due to proprietary operating software and service keys required to access administrative functions of the application. Service could not be provided by a source other than Southwestern Communication for our geographical area, as they are the only authorized distributor/servicer. The service letter has been provided in the associated procurement package.

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

Services (N/A) International Agreement (N/A) Authorized or Required by Statute (N/A) National Security (N/A) 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):

The Technician must be trained per OEM (Rauland) specifications and have access to OEM proprietary service codes and programming to perform any of the associated services. The Contractor shall provide repair service coverage for all contracted equipment listed above. The repair services shall be completed by OEM-certified service personnel and shall furnish all parts as necessary to maintain and/or repair the equipment covered by this service contract.

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

Market research was conducted by searching SBA DSBS, GSA, HTME, AbilityOne Service List, and OEM Documentation. In addition, past procurement history was considered. More in-depth details are found in the market research section of this document.

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

It is anticipated that the cost to the Government will be fair and reasonable. The contracting officer will use the price analysis techniques at FAR 13.106-3(a)(2)(ii) and any other price analysis techniques necessary to determine the prices to be fair and reasonable. In addition, past procurement history was considered. More in-depth details are found in the market research section of this document.

These efforts, based on the circumstances surrounding the procurement, did not yield any other sources that can meet the needs of the Government, as there are no other authorized companies to

Effective Date: 11/15/24 Page 33 of 44

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Acquisition ID#: 36C250-26-AP-0021 perform these services. IAW FAR 5.201, this action will be synopsized at award on www.SAM.gov Contracting Opportunities section of the website, and the justification will be made publicly available.

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

An SBA DSBS Search was completed using NAICS 811210 and the search term ‘Rauland Responder’.

No results were returned.

AbilityOne Services List was reviewed. None of the services listed are compatible with the services needed.

A GSA search utilizing the search term ‘Rauland Responder’. No results were returned.

The HTME webpage with Pre-existing contracts was reviewed. No pre-existing contracts were discovered.

The Original Equipment Manufacturer (OEM), Rauland Integrated Solutions, provided a sole source letter stating, ‘As the Authorized Rauland Distributor, South Western Communications, may represent itself as such, and is entitled to supply, install, and service our products and have warranty privileges.’

Contract No. 36C25025C0004 (10/01/2024 – 09/30/2025) Total Aggravate $129,300.00. The Original Equipment Manufacturer (OEM) has provided a written letter stating that the Authorized Rauland Distribution is South Western Communications to complete the services in Marion County for the state of Indiana.

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

The services requested were previously covered under contract 36C25025C0004. Contract 36C25025C0004 was awarded on 10/01/2024 with a period of performance of 10/01/2024 – 09/30/2025 for a total contract value of $129,300.00. This contract did not have any options. This contract was awarded to South Western Communications, Inc., Large Business, as a Sole-Source award.

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

Firm: South Western Communications, Inc.

Address: 4871 Rosebud Ln

Newburgh, IN 47630 Contractor POC Name: Brad Smith Contractor POC Email: Brad.smith@swc.net Contractor POC Phone Number:

317-460-8781

Unique SAM ID SBBHK3GPFPK5 Business Size Large Business

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Acquisition ID#: 36C250-26-AP-0021

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 CO will maintain informal market research during the option year to determine competitive standards. In addition, the CO will confirm there are no other third-party contractors authorized to perform these services with the OEM in the future.

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.

Gregory S. Apers Assistant Chief HTM/Maximo Site Lead Richard L. Roudebush VA Medical Center

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.

Andrea J. Roach Kristina L. Peart Contract Specialist Contracting Officer Network Contracting Office (NCO) 10 Network Contracting Office (NCO) 10 Services Team 3 Services Team 3

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.

Toni Waggoner-Boykin Division Chief, General and Healthcare Services Network Contracting Office (NCO) 10

GREGORY

APERS

Digitally signed by

GREGORY APERS

Date: 2025.08.22 13:23:33 -04'00'

ANDREA

ROACH

Digitally signed by

ANDREA ROACH

Date: 2025.08.22 14:29:51 -04'00'

KRISTINA

PEART

Digitally signed by

KRISTINA PEART

Date: 2025.08.22 15:38:21 -04'00'