P03_JA_RTLS Northport_Final_Fully Signed_Redacted.pdf

Passive RTLS Asset Tracking – Northport VAMC Control Number VA-25-00090173

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 sole source action is for a firm-fixed price contract to AgileRank, LLC, 21515 Ridgetop Circle, Suite 310, Sterling, Virginia, 20166, for a Passive Real Time Location System (RTLS) Asset Tracking solution for the Veteran Integrated Services Network (VISN) 2 - Northport VA Medical Center

(VAMC)

3. Description of Supplies or Services: The VA, Veterans Heath Administration, VISN 2 – Northport VAMC has a requirement for a Passive RTLS Asset Tracking solution. The Northport VAMC currently relies on legacy technology for asset management, resulting in significant operational and clinical challenges related to asset tracking and inventory control. Presently, assets are identified via barcode labels, which provide limited data primarily for identification purposes. Implementing an advanced asset tracking solution would enable real-time tracking of asset location and status, thereby enhancing process efficiency and operational accuracy.

This capability can lead to improved clinical workflows, reduced staff time spent on locating equipment, performing maintenance, and optimizing inventory levels to reduce costs. Adoption of a modern asset tracking system is essential for healthcare facilities seeking to improve operational efficiency and support high-quality patient care.

The Northport VAMC requires installation of a new Passive RTLS Asset Tracking System solution. The solution shall cover strategic areas of the VAMC as checkpoints: Warehouse, Community Living Centers 1,2,3, 4, and Building 200 (main hospital) entrance. These checkpoints were selected as the locations where movement between mobile beds and stretchers can be tracked. The Northport VAMC requires a Passive RTLS Asset Tracking solution which gives the medical center the ability to monitor critical assets such as hospital beds and stretchers through a centralized interface and reporting platform. The Northport VAMC requires a solution which will offer precise location tracking to minimize the operational costs associated with manual inventory counts. The system will capture comprehensive inventory data in real-time as they move through checkpoints, automatically reconciling this information daily with VA’s existing VA’s Automated Engineering Management System/Medical Equipment Reporting System (AEMS/MERS) databases and the Veterans Health Information Systems and Technology Architecture, ensuring data accuracy and operational consistency. The Northport VAMC also requires a contractor who holds a currently VA Authority to Operate (ATO). Installation and configuration shall be completed within 60 days of award.

The total estimated price of the proposed action is

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 AgileRank, LLC. AgileRank, LLC is a certified SDVOSB and is technically qualified to provide the Passive RTLS Asset Tracking solution.

AgileRank, LLC currently holds a national ATO with the VA which enables it to operate and connect to the VA network. This ATO will allow for seamless integration and deployment of the system. The Passive RTLS Asset Tracking solution provided by AgileRank, LLC seamlessly integrates with AMES/MERS using the existing server in VISN 2 for the Active RTLS technology. Using the same proposed source allows for standardization of equipment.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in the market research section of this document. Upon the determination that a sole source award to AgileRank, LLC was in the best interest of the Government, the Contracting Officer confirmed that AgileRank, LLC meets all of 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 on the Contracting Opportunities Page in accordance with FAR Part 5.

7. Actions to Increase Competition: All future requirements will be handled on a case-by-case basis to determine any future acquisition strategy.

8. Market Research: The Small Business Administration Veteran Small Business Certification (VetCert) database was accessed in July 2025. This search concluded that AgileRank, LLC is registered and certified and qualifies as a SDVOSB in accordance with the federal small business size standard for the applicable North American Industry Classification System Code 541512. It was verified in July 2025 that AgileRank, LLC is registered in the System for Award Management database and is eligible to receive a Government contract.

Additionally, in July 2025, the Contracting Office contacted AgileRank, LLC directly to inquire about the hardware and software required for the Passive RTLS Asset Tracking solution and whether they were listed on the AgileRank, LLC’s General Services Administration (GSA) Federal Supply Schedule (FSS). AgileRank, LLC indicated not all of the items were listed on its GSA FSS and that some of the items were open market items. As such, since not all items can be purchased through AgileRank, LLC’s GSA FSS, this requirement shall be solicited on a sole source basis to AgileRank, LLC via Contracting Opportunities (sam.gov).

9. Other Facts: The Procuring Contracting Officer has determined that this proposed action meets all the requirements of 38 U.S.C. 8127(c). This acquisition is below the $5,000,000.00 threshold, AgileRank, LLC is a responsible SDVOSB for performance of the services described herein, and the proposed contract can be awarded at a fair and reasonable price.