P03 Brand Name Justification Olympus video routing _Redacted.pdf

VHAPG Part 813.5 Simplified Acquisition Procedures for Certain Commercial Items

Effective Date: 02/01/2022 Page 1 of 5

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C261-22-AP-5383

1. Contracting Activity: Department of Veterans Affairs, VISN 21, Network Contracting Office (NCO

21) on behalf of VA Northern California Medical Center, 10535 Hospital way, Mather, CA 95655.

PR: 101-23-1-5281-0020

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

This procurement is for the brandname Olympus EasySuite 4K video integration system 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. This action is for a brand name only justification for an unrestricted RFQ on the open market. This action will be awarded as a new contract at a firm fixed price.

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

The Olympus EasySuite 4K video integration system enables better cohesion within the Gastrointenstinal (GI) suites and across the healthcare system by facilitating display, managment, and capture of 4K medical video and images. This system can interface with any standard video assisted surgical equipment and display that image on the monitors in the operating room. Captured images can be saved to the patient record. The total for equipment, design, and installation is

It is estimated that delivery can be made between 45-60 days ARO.

Item Information

Item Description Quantity

0001 In-Room video routing workstation (and software) 7

0002 31 in. 4K surgical field display monitor 15

0003 31 in. 4K surgical field display monitor kit 15

0004 Video Routing system site cable package 7

0005 Single channel video recording equipment 7

0006 Video Routing system Design, PM and Install 7

Effective Date: 02/01/2022 Page 2 of 5

0007 Custom Design Services 7

Total cost of systems in place:

- Includes Olympus Equipment which Includes service agreement for equipment/scopes when they are in need of repair/replacement (Mather OR, Mather ENT, Martinez OR, Martinez ENT, Redding ENT) :

- Steris video routing equipment, software, licensing, server, and installation: (Mather GI)

- Olympus video routing equipment, software, licensing, server, and installation: (Mather

OR)

- Olympus video routing equipment, software, licensing, and installation: (Mather Catheterization Lab 1 and 2)

VA Northern California Health Care System would need to invest roughly to transition to another manufacturer. This includes potentially new or additional hardware, software, server(s), licensing, and other added costs that may be specific to the manufacturer and their capabilities to meet the needs of the VA. This also does not include clinical downtime and work around to install new infrastructure and equipment that will be unplanned to transfer manufacturers completely.

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):

The current infrastructure for VA Northern California Healthcare System’s (VANCHCS) video and image capturing, and integration system in severel departments in our heathcare system is Olympus EasySuite/ImageStream. The system was also purchased for other procedure room renovations being completed in the hospital such as Cath (Catheterization) Lab and the OR (Operating room). To maintain consistency and compatibility throughout the Northern California Healthcare System, additional integration systems purchased for procedure rooms must also be manufactured by Olympus. No other manufacturer is compatible with out existing surgical video integration system.

Effective Date: 02/01/2022 Page 3 of 5

Olympus EasySuite is used in multiple departments for image and video capturing, and for sending to VANCHCS EMR (electronic medical records). The EasySuite maintains this capturing system, but builds upon it by not only displaying images from the attached monitor but also the visual outputs from any standard medical equipment. This integration system has already been purchased and deployed for other procedure rooms in the hospital and is in use. Therefore, Olympus Easy Suite is the only manufacturer that can be compatible with existing video capturing and integration systems.

This purchase would be an upgrade of the existing system. Easy Suite is compatible with the already existing requipment and infrastructure for the areas that would be utilizing this equipment.

Olympus EasySuite is the only manufacturer that can meet the needs of the VA.

are both authorized to sell the needed equipment that can be used to pair with the existing and recently purchased equipment for video integrations and video capturing while maintaining standaradization across our health care system. This is required for compatibility with VA’s current systems. Using a different system would prevent our clinical staff and physicians from using the already invested in equipment and features of our existing EasySuite/ImageStream infrastructure to improve patient care and outcomes. This includes the recently purchased Easy Suite systems in our Cath Labs and OR Suite and the Vaultstream centralized integration server infrastructure which is used by the Easy Suite system. This would be fiscally irresponsible and clinically determinatal to our capabilities.

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

Appropriate market research efforts were made. A Sources Sought was issued on contract opportunities 36C26123Q0084 between the dates of 10/21/22- 10/28/22. Two responses were received: both provided capabilities statements. offered an exact match. offered what is not considered an equal product; after review of their offering this reasoning determined that their brand was unequal: “VA Northern California Health Care System has standardized our video routing system to Olympus nCares and Vaultstream solution. Currently, our operating rooms at our Mather and Martinez locations and ENT procedure rooms at our Mather, Martinez and Redding locations are all using the Olympus Video routing solution. They have full integration with our equipment and have 4K video installed. We currently do not have video routing used and installed at our health care system. Furthermore, the studies captured at each of these departments are sent to Olympus’ Vaultstream server. When we upgrade our GI clinic to Olympus video routing, we will already have the existing infrastructure to point the GI procedure rooms video to the same server.

Therefore, VANCHCS has a need to standardize to Olympus video routing solution.”

This RFQ is intended to be released unrestricted on the Open Market.

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

Quote pricing will be compared to the IGCE (Independent Government Cost Estimate), as well as to other quotes. VA is expecting 2-3 quotes to be returned, providing competitive pricing. The procedures of FAR 13.106-3 will be followed in order to determine reasonable pricing.

Effective Date: 02/01/2022 Page 4 of 5

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons

Market Research Was Not Conducted:

NASA SEWP (Solutions for Enterprise-Wide Procurement) was reviewed, and only one business was found that distributes the required video router system, ).

SAM.Gov (System for award management) was reviewed with the search term “Olympus video routing system”. No recent results existed, there were several results before FY19.

GSA (General Services Administration) Advantage was reviewed using search terms “31 in 4K surgical field display monitor kit”, “easy suite video recorder”, and “4k OR video routing”. After a thorough review of these results, no relevant findings could be found.

The NAC (National Acquisition Center) was reviewed, using the search terms “video GI recorder”, “easy suite video collaboration system for Medical use”, and “easy suite video collaboration system”. The SAC (Strategic Acquisition Center) was reviewed, with no significant results.

Vetbiz was reviewed using the search terms “NAICS- 339112” and “GI video routing” which resulted in 254 SDVOSB (Service Disabled Veteran Owned Small business) and VOSB (Veteran Owned Small Business) firms. It was determined that a public sources sought was needed in order to determine if any SDVOSBs were capable of fulfillment.

GSA eLibrary was searched utilizing the terms “GI video Recorder”, “easy suite”, and “GI recording” with no relevant results being found.

FPDS (Federal Procurement Data System) was reviewed using the search terms “Olympus GI Recorder”, “Olympus easy suite”, “Easy Suite 4K”, “GI video platform”, “In-Room video routing workstation”, “video routing System”, and “Easy Suite OR video”. NNG15SD26B 36C26119F0593, awarded in 2019 for VANCHCS, is the most recent contract found on FPDS, in the amount of $ for ‘easy suite video collaboration system for Medical use’.

A Sources Sought was issued on contract opportunities 36C26123Q0084 between the dates of 10/21/22- 10/28/22. Two responses were received:

both provided capabilities statements. offered an exact match. offered what is not considered an equal product.

It is believed that there is domestic availability for this action, in reference to the Buy American Act.

This will be confirmed during the solicitation process.

As described in Section 6 above, market research, in accordance with FAR Part 10, was conducted by synopsis of the proposed acquisition, advising industry of the pending acquisition and soliciting inquiries from interested parties.

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

Effective Date: 02/01/2022 Page 5 of 5

There is a compatibility necessity in restricting this action to the Olympus Easy Suite system. All of the equipment and corresponding software/systems are Olympus brand, and it is in the interest of the Government to procure a brand name equipment.

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

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 industry will be monitored and further market research will be conducted. Other brands/manufacturers will be reviewed again in the future to determine compatibility.

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.

Tu Hoang Date Staff Biomedical Engineer, SME

VANCHCS

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.

Angela M. Oppenheimer Date Contracting Officer

NCO 21

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.

Felicia A. Demita Date Division Chief

NCO 21

12/15/2022