P03 FAR 13.5 Sole Source Justification_SAT_7.5M_Final.pdf

Effective Date: 11/15/24 Page 1 of 4

REVISION: 01

Acquisition ID#: 36C241-25-AP-2609

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C241-25-AP-2609

1. Contracting Activity: Department of Veterans Affairs, RPOE, NCO 1 on behalf of White River

Junction VA Medical Center, 163 Veterans Drive, White River Junction, VT 05009.

2. Nature and/or Description of the Action Being Processed: This procurement is for SwitchLane PeriOptimization OR Manager software, annual maintenance and support along with VISTA integration for Anesthesia and Nurse interop report 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 will be a new firm fixed price purchase order.

SwitchLane PeriOptimization OR Manager -Base product - $149,000.00 Annual Maintenance and Support - $49,000.00 VISTA integration for Anesthesia and Nurse interop report - $69,000.00

Estimated Cost $267,000.00

3. Description of Supplies/Services Required to Meet the Agency’s Needs: The SwitchLane PeriOptimization OR Manager software is a comprehensive software solution designed to streamline and optimize operating room scheduling processes within the VA healthcare system. This software leverages advanced algorithms and data analytics to automate the scheduling of surgical procedures, ensuring efficient utilization of resources while prioritizing patient safety and satisfactions. Key features of the PeriOptimization OR Manager software include automated scheduling, real-time updates, resource optimization, integration of hospital systems, and analytics and reporting. Specifically, the software automates the scheduling of surgical procedures based on factors such as surgeon availability, operating room availability, equipment requirements, and patient needs. The current software being used throughout the VISN is DSS LiveData PeriOp Manager. This software does not meet clinical needs of White River Junction and often does not function correctly, leading to downtime and decreased efficiency. The Executive Leadership Team at White River Junction approved the purchase of new scheduling software despite the deviation from the VISN 1 standardization to DSS LiveData PeriOp Manager.

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

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Acquisition ID#: 36C241-25-AP-2609

( ) 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 SwitchLane PeriOptimization OR Manager software is a comprehensive software solution designed to streamline and optimize operating room scheduling processes within the VA healthcare system. The current software being used, DSS LiveData PeriOp Manager does not meet clinical needs and does not function correctly, leading to downtime and decreased efficiency. Additionally, SwitchLane is the only periop scheduling software that offers out-of-OR scheduling. The advantages of having out of OR scheduling are:

Efficient Resource Allocation: By extending scheduling capabilities beyond the operating room, the software enables effective allocation of resources such as pre-operative and post-operative areas, equipment, and staff. This ensures that all resources are optimally utilized and that patient flow is streamlined throughout the entire peri-operative process.

Improved Patient Flow: The addition of the Out-of-OR scheduling allows for better management of patient flow from pre-operative/pre-procedural assessment through post-operative recovery. By coordinating scheduling across different stages of care and having full visibility of where resources are being utilized, the software minimizes bottlenecks, reduces wait times, and enhances overall scheduling efforts and patient and staff experiences.

Enhanced Flexibility: PeriOptimization software offers flexibility in scheduling by accommodating procedures that may not require OR resources, such as minor surgeries or outpatient procedures (which is a large portion of hospital volume). This flexibility will enable maximiazation of available resources and efficiently meet patient needs without overburdening Peri-operative capacity.

Other features of SwitchLane PeriOptimization OR Manager are:

Automated scheduling: The software automates the scheduling of surgical procedures based on factors such as surgeon availability, operating room availability, equipment requirements, and patient needs. This helps minimize scheduling conflicts and ensures that surgical procedures are efficiently scheduled.

Real-time Updates: PeriOptimization software provides real-time updates and notifications to healthcare providers regarding changes in scheduling, equipment availability, or patient statuses.

This enables quick adjustments and ensures that all members of the care teams are informed and aligned throughout the surgical process.

Resource Optimization: The software optimizes the allocation of resources, such as operating rooms, equipment, and staff, to maximize efficiency and minimize wait times. By balancing resource utilization and demand, the software helps prevent bottlenecks and delays in surgical scheduling.

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Acquisition ID#: 36C241-25-AP-2609

Integration of Hospital Systems: PeriOptimization software seamlessly integrates with existing hospital systems, electronic health records, and other healthcare IT infrastructure to ensure compatibility and streamline data exchange. This facilitates efficient communication and coordination among different departments and stakeholders involved in the surgical process.

Analytics and Reporting: The software provides robust analytics and reporting capabilities, allowing healthcare administrators to track key performance metrics, identify trends, and make data-driven decisions to optimize operating room and out of operating room efficiency and resource utilization over time.

The SwitchLane PeriOptimization OR Manager software is strategically aligned with the goals and mission of the VA healthcare system in several key ways. For instance, PeriOptimization prioritizes patient-centered care by optimizing surgical scheduling processes to minimize wait times, enhance patient satisfaction, and improve outcomes. This aligns with White River Junction's commitment to providing veterans with high-quality, patient-centered healthcare services. PeriOptimization software also enhances operational efficiency by automating scheduling tasks, optimizing resource allocation, and streamlining communication and coordination among healthcare providers. This ensures that we can deliver timely, effective care to veterans while maximizing the utilization of our available resources. PeriOptimization offers cost-effective solutions by reducing waste, improving resource utilization, and minimizing the need for manual intervention in our scheduling process. This aligns with maximizing value and efficiency in our healthcare delivery while reducing costs.

PeriOptimization is in compliance with VHA Directive 1128 - Scheduling of Operating Room Procedures Performed in the Surgery Suite providing healthcare providers with real-time updates, notifications, and data insights. This promotes a culture of safety and quality within our VA, aligning with our commitment to upholding the highest standards of care for our veterans. PeriOptimization software is scalable and adaptable to our evolving needs, allowing growth and expansion. This ensures that the software can continue to support the VA's mission and strategic objectives as healthcare needs and technologies evolve.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: SwitchLane PeriOptimization OR Manager is proprietary to the OEM SwichLane Inc.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: Comparison of pricing to PO 36C24420P0818 will be used to determine fair and reasonable pricing.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: PeriOptimization OR Manager software is proprietary to the software developer SwitchLane Inc (SB). SwitchLane Inc. provided a sole source letter stating this.

Searches using the DSBS, FPDS, and ADDS UP confirm that SwitchLane is the only source of procurement. An intent to sole source will be posted on SAM.gov. It is anticipated that the inten to sole source will not be challenged. In the event that it is, we will change our acquisition strategy.

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

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

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Acquisition ID#: 36C241-25-AP-2609

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: At this time, there are no actions that can be taken to remove or overcome barriers that lead to the Other Than Full and Open Competition. The Government will continue to conduct market research to ascertain if there are changes in the marketplace that would enable future action to be competed;

however, all future requirements will be handled on a case-by-case basis to determine any future acquisition strategy

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.

Rebecca Hevey Date Chief Biomedical Engineer White River Junction VAMC

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.

Ashley Kenyon Date Contracting Officer

RPOE, NCO 1

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.

Sheryl Anthony Date Branch Chief, Commercial Team 3

RPOE, NCO 1

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