P03 - Attachment 1 Single Source Justification MPT to SAT - MIDMARK EXAM CHAIRS - 460 - REDACTED.pdf

VHAPG Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for MPT up to SAT

Revision: 02 Effective Date: 12/30/2025 Page 1 of 6 Acquisition ID#: 36C244-26-AP-1759

DEPARTMENT OF VETERANS AFFAIRS

Justification for Single Source Awards IAW FAR 13.106-1 For

Over Micro-Purchase Threshold but Not Exceeding the Simplified Acquisition Threshold

Acquisition Plan Action ID: 36C244-26-AP-1759

1. Contracting Activity: Department of Veterans Affairs (VA), Network Contracting Office (NCO) 4, Veterans Integrated Services Network (VISN) 4 in support of VISN 04 VA Health Care System at 1601 Kirkwood Highway, Wilmington, DE 19805. Purchase Request # 460- 26-2-3384-0152

2. Description of Action: The Wilmington VA Medical Center (WVAMC) is requesting the procurement of (37) thirty-seven Brand Name Only Midmark 626 Barrier-Free Exam Chairs for the Wilmington Primary Care Department (Wilm-PC). These chairs will be a direct replacement for the current exam chairs that are well over the ten-year life expectancy and replacement parts are no longer available.

Order against: FSS Contract Number: 36F79721D0152

Name of Proposed Contractor: Midmark Corporation

Street Address: 60 Vista Drive

City, State, Zip: Versailes, OH 45380

Phone: 937-526-8224

The contractor shall provide all labor, equipment, tools, materials, supervision, documentation, services, and other items necessary to deliver and assemble the thirty-seven (37) Midmark 626 Barrier-free Power Exam chairs for (Wilm-PC).The barrier-free exam chairs shall be delivered, unpacked, assembled, and installed (with an installation manual will be provided for each exam chair.) Currently, the WVAMC utilizes Midmark exam chairs within Wilm-PC and at its (5) five outpatient clinics. It is critical that the same “Brand and Upgraded Model” be procured to ensure consistency in patient care.

All clinical and BioMed staff have been trained on the use and care of this specific equipment.

Procuring a different “Brand” will result in hours of retraining and familiarizing the physicians, Revision: 02 Effective Date: 12/30/2025 Page 2 of 6 Acquisition ID#: 36C244-26-AP-1759 nurse practitioners, nurses, technicians, and BioMed staff members; resulting in potential delays in patient care and additional costs.

There are (36) thirty-six existing and obsolete exam chairs to be removed from the Wilm-PC exam rooms before the installation of the new Midmark-626 exam chairs.

ITEMS NEEDED

Midmark-626 barrier-free exam chair.

Make: Midmark

Model:

626- Barrier-Free Exam Chair

Quantity: 37

Included: Retractable Wheel System

Tamper-Resistant Receptacles

Heated Upholstery

Drawer Heater

Stainless Steel Treatment Pan

Stirrups

Pelvic Tilt

Wired Hand and Foot Controls

Patient Support Rails

Accessory Receiver

EQUIPMENT SPECIFICATIONS:

The barrier-free exam chairs provided by the contractor shall meet the following requirements:

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Max. Patient Weight: 650 lbs.

Paper Roller: ~24 inches

Power Cord Length: ~8 feet

Range of Motion:

~85-degree to ~180-degree horizontal

Length of Chair: ~76-inches

Width of Chair: ~28 to 32-inches

Seat Height (adjustable): ~14 to 37-inches

Upholstery:

Look and Feel of Leather

PVC-free material

Upholstery Color: Black

Power Recline:

Power Lift:

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used:

Wilmington V.A. Medical Center currently has an inventory of 168 Midmark exam chairs and uses the Midmark 625-001 Midmark Barrier-Free™ Exam Table throughout clinic areas.

Staff are trained in the operation, disassembly, positioning, and cleaning of these chairs.

Maintaining consistency in exam room equipment is critical to efficient clinical workflows and optimal patient care. Consistency from one exam area to another reduces confusion and time spent adapting to different controls or layouts. For example, variances in foot pedal placement, stirrup operation, seat height, or arm-rest configuration can increase exam times and negatively impact patient experience. Consistent exam chair design helps clinical staff quickly position patients, including for accurate blood pressure measurement, where proper seat height and positioning directly affect the reliability of readings and help avoid misdiagnosis or inappropriate medication adjustments. The Midmark chairs’ sturdy arm rests assist patients in safely sitting and standing, reducing the need for additional staff support and enhancing patient comfort.

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Their 650-pound weight capacity accommodates a broad range of patients, ensuring safe and stable positioning for nearly all individuals treated at the facility.

Uniform chair footprint also supports consistent exam room design, which streamlines patient movement through the clinic and reduces the potential for errors and injuries.

New ADA / Accessible Medical Diagnostic Equipment Requirements: Recent updates to federal accessibility standards require medical diagnostic equipment such as exam chairs to support independent and safe patient access, particularly for patients with mobility disabilities. The U.S. Access Board’s Standards for Accessible Medical Diagnostic Equipment specify that adjustable seating surfaces must include a transfer surface height range that permits easier transfers from wheelchairs or mobility devices. These standards require that exam chairs provide:

A low transfer height at or below 17 inches from the floor to the top of the transfer surface.

A high transfer height at or above 25 inches.

Multiple intermediate height positions to facilitate safe transfers and positioning.

Enough base clearance and transfer support features to accommodate assistive devices and patient transfer aids.

These changes reflect federal efforts to reduce barriers for patients with disabilities and are increasingly enforced in healthcare settings receiving federal funding, including VA facilities.

Facilities must have at least one compliant examination chair by mid-2026 and a reasonable percentage of total equipment that meets ADA/MDE standards as part of ongoing accessibility compliance.

How Midmark Exam Chairs Meet and Exceed ADA Requirements: Midmark has developed exam and procedure chairs that both meet and exceed these accessibility standards: The Midmark 626 Barrier-Free® Examination Chair is designed to lower well below the 17-inch low transfer height requirement (to ~15.5 inches), making it one of the most accessible exam chairs on the market and facilitating easier transfers for patients using wheelchairs or with limited mobility. Midmark’s exam chairs provide adjustable height ranges, stable support surfaces, transfer aids, and ample weight capacity, helping clinics comply with accessibility standards while maintaining the functionality and durability required in high-throughput environments.

Midmark is currently the only manufacturer offering both ADA/MDE-compliant exam chairs and procedure chairs, giving facilities a single brand solution that supports regulatory compliance alongside consistent clinical workflows.

By standardizing on Midmark chairs that already meet or exceed the updated ADA accessibility requirements, Wilmington V.A. Medical Center supports safer, more efficient, and more inclusive patient care while minimizing staff training requirements and maximizing operational efficiency.

4. Description of market research conducted and results or statement why it was not conducted:

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The General Service Administration (GSA) has already determined the prices of supplies and fixed-price services, and rates for services offered at hourly rates, under schedule contracts to be fair and reasonable. The prices for the Mid mark 626-0003 Exam Chair and their competitors are readily available on the internet in the form of published pricing lists, as a result the contracting officer can readily determine the VA is receiving contract pricing and paying the same price as other parties. In addition, the VA can compare the prices on this procurement to the prices paid for previous procurements for both the Midmark 626-0003 Exam Chair and their competitors.

The Wilmington V.A. Medical Center conducted market research and reviewed all comparable products available from other manufacturers. While alternative exam chairs were identified, none met the full requirements necessary to support patient safety, staff efficiency, and continuity of care across exam areas. One alternative product offers a maximum weight capacity of only 650 pounds, which does not meet the facility’s operational needs. Maintaining consistent weight capacity across exam rooms is critical to patient safety and workflow efficiency. Variations in weight ratings require staff to verify room suitability for individual patients, increasing the risk of error and potential patient injury. Standardization on chairs with adequate and consistent weight capacity allows patients to be placed in any exam room without additional screening or delays. Another product reviewed does not meet the seat height accessibility requirements provided by the Midmark chair. Specifically, the competing chair does not lower to the 15½-inch transfer height achieved by Midmark. This higher minimum seat height makes transfers significantly more difficult for patients with limited mobility, including those using wheelchairs. It also increases the physical strain placed on clinical staff who must assist with patient transfers. A lower seat height is essential to reduce the risk of injury to both patients and staff and to support compliance with current accessibility standards. Additionally, the patient support rails on the Midmark chair appear to be more stable and robust when compared to the product literature provided by competing vendors. Stable support rails are essential for safe patient ingress and egress, particularly for patients with balance or mobility limitations. Finally, the overall footprint of the alternative chairs differs from the existing Midmark equipment currently deployed throughout the facility. Maintaining a consistent chair footprint supports standardized exam room layouts, reduces staff confusion, and allows for more efficient room design and patient flow.

Based on the results of the market research, alternative products reviewed do not meet the combined requirements for weight capacity, low transfer height, patient support features, and footprint consistency necessary for safe, efficient, and accessible patient care at Wilmington V.A. Medical Center.

Additional market research conducted by the Contracting Officer has revealed that purchasing the chair via an authorized distributor is not cost effective since pricing from the distributors result in pricing up to 25% percent more per chair than the cost from ordering from Midmark. Ordering from Midmark via the GSA Contract is in the best interest of the Government because we will be receiving volume and trade in pricing discounts.

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR 13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

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____________________________ February 13, 2026 Name:Andrea Aultman-Smith Date Title:Contracting Officer NCO 4, Commodities 1