P03_JA Notice_VSMS_FINAL.pdf

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

LIMITED SOURCES JUSTIFICATION

ORDER >SAT

FAR PART 8.405-6

ACQUISITION PLAN ACTION ID: 36C776-22-AP-2462

(1) CONTRACTING ACTIVITY:

Department of Veterans Affairs Program Contracting Activity Central [PCAC] 6150 Oak Tree BLVD – Suite 300 Independence, OH 44131

(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].

• Veterans Healthcare Administration [VHA] Simulation Learning Evaluation, Assessment, and Research Network [SimLEARN] is requesting to acquire support services for the current Video Simulation Management System [VSMS] SIMULATIONiQ platform.

• This service was previously awarded through the VA Technology Acquisition Center [TAC] [VA118-16-R-0768] for the initial outfitting of the National Simulation Center [NSC] in Orlando, FL and through Program Contracting Activity Central [PCAC] Saint Louis

[GS035F-227BA | W900KK-17-F-BF01 | 36C77619F0023].

• This is a follow-on contract to the original support contract. Additionally, this support service is available on GSA and this action will be awarded as a new Firm-Fixed-Price contract.

Order against: FSS Contract Number: GS-35F-227BA Name of Proposed Contractor: Education Management Solutions [EMS]

Street Address: 436 Creamery Way – Suite 300

City, State, Zip: Exton, PA 19341 – USA

Phone: 610.701.7002 x 318

(3) DESCRIPTION OF SUPPLIES OR SERVICES:

The estimated Period of Performance is 29 SEP 2022 – 28 SEP 2023 with Four [04] Option Years.

The SimLEARN National Simulation Center [NSC] is the heart of clinical educational training and curriculum development for the Veterans Health Administration [VHA]. To manage curriculum, scenario content, scheduling, recording, debriefing and assessment, SimLEARN utilizes the propriety Video Simulation Management System [VSMS] SIMULATIONiQ designed by Education Management Solutions, LLC [EMS].

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

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The VSMS SIMULATIONiQ platform links together integrated training across all rooms in the center, serving as an educational repository and learning management system for multiple courses, curriculum and operational data metrics. Through the VSMS SIMULATIONiQ platform, the SimLEARN staff can measure center utilization, capital equipment usage, learner performance, assess curriculum, track inventory and manage staff, instructor and course schedules. More importantly, the VSMS SIMULATIONiQ platform can capture key learning metrics and training events to share and provide educational resources to other VHA medical facilities.

In order to harness the full capabilities of VSMS SIMULATIONiQ, the current and future education workflow architecture must be mapped in the SIMULATIONiQ system, including course and content configuration, as well as custom reporting processes. This facilitates VSMS SIMULATIONiQ automation of scheduling, operations and learner performance reviews, as well as key performance indicators [KPIs].

On an ongoing basis, new curriculum will need to be implemented into the VSMS SIMULATIONiQ platform and measured as the training needs continue to evolve. The VSMS SIMULATIONiQ application spans every room in the NSC and includes a wide range of advanced hardware and software designed specifically for capturing and integrating medical training events and curriculum. Including over one hundred high-definition cameras, microphones and sophisticated integration into high fidelity simulators and medical devices, the VSMS SIMULATIONiQ platform supports a complex architecture of integrated technology.

Due to the complexity of the VSMS SIMULATIONiQ platform and the need to provide ongoing daily operations support, a full-time position for a Certified SIMULATIONiQ Administrator has been staffed by Education Management Solutions as a systems technical Subject Matter Expert. EMS is the only authorized developer and source for maintaining the VSMS SIMULATIONiQ program.

Functions to be performed in conjunction with VSMS SIMULATIONiQ Operations Support:

VSMS SIMULATIONiQ DAILY OPERATIONS – Assist SimLEARN simulation technicians, program/project managers, directors, activity coordinators and healthcare education specialists and instructors with scheduling, operating and reporting from the VSMS SIMULATIONiQ platform.

VSMS SIMULATIONIQ TECHNICAL SUPPORT – Provide on-site and immediate technical troubleshooting, scheduling and managing all software updates, and coordination for equipment repair and/or replacement.

VSMS SIMULATIONIQ DATA IMPLEMENTATION – Data configuration and reporting that provides full data implementation services to input the existing NSC courses, case and scenario content and upload learners into the VSMS SIMULATIONiQ system.

VSMS SIMULATIONIQ WORKFLOW OPTIMIZATION – Full review of current SimLEARN NSC workflows, curriculum and scheduling tempo and processes.

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In summary, the Video Simulation Management System [VSMS] SIMULATIONiQ platform is a complex system that integrates and operates all of the day to day activities of our 52,000 Sq Ft Simulation training facility. This system is comprised of 1,500 pieces of equipment that includes: SIMULATIONiQ learning management system [LMS] software, the SIMULATIONiQ Audio Visual [A/V] Viewer software and an array of over 130 HD cameras, audio equipment and software integrating an array of high-fidelity medical simulation training manikins. The system collects performance data across all hardware inputs, and provides a platform for recording, debriefing and educational assessment for all training activities taking place in the SimLEARN National Simulation Center.

Because the system is proprietary, EMS is the only authorized developer and source for maintaining the VSMS SIMULATIONiQ software and hardware solution. Due to the complexity of the system, a full-time FTE Certified SIMULATIONiQ Administrator is required to provide SIMULATIONiQ daily operations support, technical support, data implementation, and workflow optimization to manage the integrated task elements of system. No government FTE or Third-Party vendor is able to perform these services.

All of the integrated task functions [Daily Operation, Technical Support, Data Implementation and Workflow optimization] are performed by the EMS FTE through the VSMS SIMULATIONiQ program.

EMS does not certify any other vendors as SIMULATIONiQ Administrators.

This is a follow-on contract to the current contract that is expiring on 28 Sept 2022 [final option year]. SimLEARN’s Senior Leadership has deemed this contract as extremely vital to the operation of the facility and cannot afford to have a break in service because it will severely impact the delivery of training to VHA clinicians.

(4) IDENTIFY THE AUTHORITY AND SUPPORTING RATIONALE:

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;

The Video Simulation Management System [VSMS] SIMULATIONiQ platform is a complex system that integrates and operates all of the day to day activities of our 52,000 Sq Ft Simulation training facility. This system is comprised of 1,500 pieces of equipment that includes: SIMULATIONiQ learning management system [LMS] software, the SIMULATIONiQ Audio Visual [A/V] Viewer software and an array of over 130 HD cameras, audio equipment and software integrating an array of high-fidelity medical simulation training manikins. The system collects performance data across all hardware inputs, and provides a platform for recording, debriefing and educational assessment for all training activities taking place in the SimLEARN National Simulation Center.

https://www.acquisition.gov/far/part-8#FAR_8_405_6

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Because the system is proprietary, EMS is the only authorized developer and source for maintaining the VSMS SIMULATIONiQ software and hardware solution. Due to the complexity of the system, a full-time FTE Certified SIMULATIONiQ Administrator is required to provide SIMULATIONiQ daily operations support, technical support, data implementation, and workflow optimization to manage the integrated task elements of system. No government FTE or Third-Party vendor is able to perform these services.

Additionally, to identify potential Small Business participation for this acquisition, the Contracting Office requested the following information from the incumbent provider, EMS:

1. Could you explain, in detail, the nature of EMS’s 3rd Party relationship with

SDVOSB vendor, Partners In Energy [PIE]?

PIE is a Service-Disabled Veteran Owned Small Business [SDVOSB] that has a reseller agreement with EMS. They are only authorized to quote and resell EMS equipment and subsequent installation and integration of that equipment.

2. Do you have relationships with any other 3rd Party small business vendors that directly relate to the VSMS Op Support contract?

No.

3. What potential subcontracting opportunities would be available for PIE under the proposed SOW/PWS for the upcoming SimLEARN VSMS Op Support contract?

None.

Furthermore, all of the integrated task functions [Daily Operation, Technical Support, Data Implementation and Workflow optimization] are performed by the FTE Certified EMS Administrator through the VSMS SIMULATIONiQ program.

EMS does not certify PIE or any other Third-Party vendors as SIMULATIONiQ Administrators

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.

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(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:

GSA has already determined the prices of fixed-price services under schedule contracts to be fair and reasonable. EMS’s SIMULATIONiQ services are proprietary and the prices for these services has been determined by GSA to be fair and reasonable.

(6) DESCRIBE THE MARKET RESEARCH CONDUCTED among schedule holders and the results or a statement of the reason market research was not conducted.

Market research was conducted utilizing:

▪ GSA Advantage [Schedule 70_Category 132-34]; and

▪ Open Market Google Searches for Video Simulation Management System [VSMS]

Based on the results of market research findings, EMS is the only authorized administrator and provider of the proprietary VSMS SIMULATIONiQ software platform currently installed at the National Simulation Center. SIMULATIONiQ is currently deployed across 14 Veteran Affairs Medical Centers.

(7) ANY OTHER FACTS SUPPORTING THE JUSTIFICATION:

N/A - all relevant information was provided in section [6] of this limited source justification.

(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:

The VSMS SIMULATIONiQ platform support service for the SimLEARN Center in Orlando, FL is proprietary to EMS, and EMS is the only authorized administrator of the VSMS SIMULATIONiQ program. There are no SDVOSBs or other small business firms able to perform this effort as EMS does not certify any other vendors as SIMULATIONiQ Administrators.

(9) 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. I understand that processing of this limited sources justification restricts consideration of Federal Supply Schedule contractors to fewer than the number required by FAR Subpart 8.4.