P03 - JA Oncology - Final 12.13.24_Redacted.pdf

VA-25-00002004

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

1. Contracting Activity: Department of Veterans Affairs (VA)

Office of Procurement, Acquisition and Logistics Technology Acquisition Center 23 Christopher Way Eatontown, NJ 07724

2. Description of Action: The proposed Firm Fixed Price (FFP) sole source action is for Oncology Server Farm support. The proposed contractor is Regan Technologies Corporation (Regan), 515 CenterPoint Dr, Middletown, CT 06457.

3. Description of Supplies or Services: The proposed action is to provide project management and sustainment technical support services for the Cancer Treatment Server Farm at the Madison VA Medical Center. The Citrix platform solution is critical to facilitate treatment administration and planning software for delivery of radiation therapy by the Radiation Oncology team to cancer patient.

VA requires management and technical support to include full end-to-end support services onsite and remotely by providing parts, software, backup and data recovery, and repairs as needed for the Radiation Oncology system. The proposed FFP action is for a 12-month base period with two 12-month option periods.

4. Statutory Authority: The statutory authority permitting other than full and open competition for this acquisition is 41 U.S.C. 3304(a)(5), “Authorized or Required by Statute”, as implemented by FAR 6.302-5. For this action, 38 U.S.C. 8127(c), known as the Veterans First Contracting Program provides the authority to directly contract with a Service-Disabled Veteran-Owned Small Business (SDVOSB) or a Veteran Owned Small Business (VOSB).

5. Rationale Supporting Use of Authority Cited Above: The proposed source for this acquisition is Regan, a certified SDVOSB, that is technically qualified to support the required maintenance and support services for the Cancer Treatment Server Farm. Regan fully understands the requirements needed to ensure that the server farm is sustained with no failures or unexpected down times ensuring that upgrades and updates are completed at the appropriate time as it relates to the server farm infrastructure. Regan won a competitive task order in June 2021 to develop and implement Cancer Treatment Server Farm and has performed successfully to date.

6. Efforts to Obtain Competition: Market research was conducted in October 2024, as discussed in Section 8. Awarding Regan as the sole source would ensure that the existing system design that was initially setup by Regan for the Madison VA’s Cancer Treatment Center would not experience any downtime or lag in performance. Awarding any other vendor would mean that the new vendor would have to duplicate the current best in breed system design approach for the Cancer Treatment Center. The current design for the Cancer Treatment Center allows

Oncology Server Farm Support Contract VA-25-00002004 different OEM vendors to share and present data to clinical users with a high level of confidence and speed to support clinical decision-making processes for patient care. Additionally, the current design is setup in such a way that new incorporation of technology can be introduced with a high level of confidence while also ensuring that clinical care is not interrupted. Upon the determination that a sole source award to Regan was in the best interest of the Government, the Contracting Officer confirmed that Regan meets all the requirements detailed in VAAR 819.7008.

Consistent with the guidelines of the Veterans First Contracting Program, the proposed action described herein will be synopsized and this justification will be posted on the Contracting Opportunities Page in accordance with FAR Part 5.

7. Actions to Increase Competition: The Government will continue to conduct market research to ascertain if sources are available in the marketplace for future follow on actions to be competed.

8. Market Research: Market research was conducted in October 2024 that identified additional vendors that are also system integrators available in the marketplace.

However, Regan’s, knowledge of the existing technology and project management and technical requirements for the Cancer Treatment Center will ensure continuity and consistency of service for VA’s clinical users. Regan has incorporated a design factor that ensures data flow best serves the clinical users and patient needs. Regan has already designed the system integration with high reliability support for Madison VA’s Cancer Treatment Center. Regan has ensured, based on their system design, that there are redundancies such that the Cancer Treatment Center can receive upgrades to one portion of the system without clinical users experiencing any downtime or slowdown in system usage. Given that the existing services were acquired competitively, it is in the Government’s best interest to continue services with the incumbent contractor. This approach will eliminate the schedule and costs associated with transition.

The Veteran Small Business Certification (VetCert) database was accessed on November 13, 2024. This search concluded that Regan is registered and certified and qualifies as an SDVOSB in accordance with the federal small business size standard for the applicable North American Industry Classification System Code 541519. It was verified on November 13, 2024, that Regan is registered in the SAM.gov database and is eligible to receive a government contract.

Additionally, the Contracting Officer reviewed all 142 of Regan performance ratings in the Contractor Performance Assessment Reporting System (CPARS). Regan had no rating lower than “satisfactory” for all rating categories, with 36 of 142 being rated “exceptional” under the Quality category, demonstrating it is a responsible contractor with respect to performance.

9. Other Facts: The Procuring Contracting Officer has determined that this proposed action meets all the requirements of 38 U.S.C. 8127(c) and VAAR 819.7008. This acquisition is below the $5,000,000 threshold, Regan is a responsible SDVOSB for performance of the services described herein, the proposed contract can be awarded

Oncology Server Farm Support Contract VA-25-00002004 at a fair and reasonable price, and award to Regan is in the best interest of the Government.