P03 JA VISN 6 DSS CTM_6.25.25_Redacted.pdf

CTM Plus Software Licenses VA-25-00062454

JUSTIFICATION FOR AN EXCEPTION TO FAIR OPPORTUNITY

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 action is a sole source firm-fixed-price task order extension to Minburn Technology Group, 9716 Arnon Chapel Rd, Great Falls, VA 22066, under National Aeronautics and Space Administration (NASA) Solutions for Enterprise- Wide Procurement (SEWP) contract NNG15SD34B for Document Storage System (DSS) Consult Tracking Manager (CTM) Plus software licenses for seven Veterans Integrated Service Network (VISN) 6 stations: Asheville VA Medical Center (VAMC) (637), Durham VAMC (558), Fayetteville VAMC (565), Hampton VAMC (590), Richmond VAMC (652), Salem VAMC (658), and Salisbury VAMC (659) to support the VISN 6 health care system.

3. Description of the Supplies or Services: The task order for DSS CTM Plus software licenses is a web-based software solution that provides an instant, up-to-date dashboard view of the status of all patient consults in a clinical environment. This software application shows all actions required by a user`s role, and when a task is complete, it automatically moves through a queue and displays on the next person`s task list as an open item. DSS’ CTM provides an instant, up to date dashboard view of the status of all your consults, displayed by service line. The application shows all actions required by role. When a task is complete, it automatically moves through the queue and displays on the next person’s task list as an open item. CTM is a web-based solution to unreliable and time-consuming paper-based or non-integrated systems. It streamlines workflows, allows clinicians increased bedside time, and ensures patients are scheduled in a timely manner. It improves overall outcomes for administrators and consult managers, providers and patients alike.

Real time analytics provides a holistic view of progress on all consults; the detailed reporting ensuring that patients are provided the care they need in a complete, accurate and timely manner. The application enables instant visibility into scheduled appointments while viewing consult detail and clearly illustrates which consults need to be addressed and when. Greater efficiency allows care teams a more top-of-license role, focusing on patients, not paperwork. Information updates instantly and seamless integration with Computerized Patient Record System (CPRS) and Veterans Health Information Systems and Technology Architecture (VistA) ensures data is accurate, timely and actionable. CTM uses the latest web technology to fully automate time consuming manual processes and address pivotal pain points within the VA concerning patient satisfaction and completeness and coordination of care.

CTM Plus Software Licenses VA-25-00062454

The total estimated value of the proposed action is for a 3-month period of performance from June 29, 2025, through September 28, 2025.

4. Statutory Authority: The statutory authority permitting an exception to fair opportunity is Section 41 U.S.C. 4106(c)(2) as implemented by the Federal Acquisition Regulation (FAR) 16.505(b)(2)(i)(B), entitled “Only one awardee is capable of providing the supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized.

5. Rationale Supporting Use of Authority Cited Above: The proposed source is Minburn Technology Group, 9716 Arnon Chapel Rd, Great Falls, VA 22066. VA awarded NNG15SD34B 36C10A22F0086 on March 28, 2022, for a total order value of , and a period of performance of one 12-month base period and two 12-month option periods. While a limited competition solicitation was being contemplated, a modification was executed to extend the period of performance through June 28, 2025. Due to a change in acquisition strategy, an additional extension is needed through September 28, 2025. An interruption to continued service, would directly impact Veteran care. Brand name DSS CTM Plus software is currently installed at 113 VAMC systems and all associated community-based outpatient clinics. No other brand name consult management software is currently interoperable or compatible with the current VistA infrastructure. The CTM Plus software was customized specifically and uniquely for VA to be used for their consult management workflow. DSS Inc. developed the customized software interface utilized by the CTM Plus software with VistA/CPRS.

DSS Inc. owns the proprietary source code for the CTM Plus software (and interface with CPRS). Any other source providing software maintenance for CTM Plus would need access to the inner workings of the source code to provide updates, modifications, and patches to the software. Utilizing any other software product other than CTM Plus would require significant recoding, retesting, and recertification to establish a VistA/CPRS interface. Based on historical experience, establishing a new interface would require a multi-year development timeframe. No other vendor's services will be interoperable or compatible with the current CTM Plus software and VistA/CPRS interfaces. Specifically, the current software communicates through a source code that is based on DSS, Inc. proprietary data. No other contractor would be allowed to modify the software or software code.

The only source capable of providing continued support to the CTM Plus software licenses is an authorized reseller and the current contractor, Minburn Technology Group. A continuation of the current service is essential in order to ensure medical staff have the appropriate access to the DSS web-based software solution to allow for streamlined workflow and to include scheduling needs for patients.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in the market research section of this document. This effort did not yield any additional

CTM Plus Software Licenses VA-25-00062454 sources that can meet the Government’s requirements. There is no competition anticipated for this acquisition. In accordance with FAR 5.301 and 16.505(b)(2)(ii)(D), the award notice for this action will be synopsized on the Contract Opportunities Page and the justification will be made publicly available within 14 days of award.

7. Actions to Increase Competition: No barriers to future competition are anticipated. A competitive action is already underway. It is anticipated that the follow-on action will be open market, amongst the OEM and its authorized resellers.

8. Market Research: The Government’s technical experts conducted market research February 2025 by reviewing similar software products via web-based market research.

VA technical subject matter experts performed a review of the current marketplace to review solutions from alternative contractors, including ReferralMD and Tebra, However, there was no evidence that their software could interface with the VA. CTM Plus was built for VA by DSS. While these contractors provide software licenses that perform similar functions, they are not configured to work with the existing VistA/CPRS interfaces. More importantly these alternative vendors will not be able to interface in a timeframe that prevents disruption of services. Additionally, the aforementioned software companies only offer software maintenance and technical support for their own proprietary products.

”DSS, Inc. is the manufacturer and sole distributor of the DSS Consult Tracking Manager product. Only DSS and its authorized resellers have been licensed to sell or to provide support for the DSS Consult Tracking Manager product. No other vendor has the right or ability to deliver DSS CTM software license support.

9. Other Facts: Not applicable

CTM Plus Software Licenses VA-25-00062454

10. Technical/Requirements Certification:

I certify that the supporting data under my cognizance, which are included in this justification, are accurate and complete to the best of my knowledge and belief.

11. Fair and Reasonable Cost Determination:

I hereby determine that the anticipated price to the Government for this contract action will be fair and reasonable based on comparison to the NASA SEWP ceiling prices, which have already been determined fair and reasonable. Additionally, the quoted price will be compared to prices on the current task order, which were deemed fair and reasonable at award.

I certify that this justification is accurate and complete to the best of my knowledge and belief. As this contract action exceeds the micro-purchase threshold, but does not exceed the simplified acquisition threshold, the certification required by FAR 16.505(b)(2)(ii)(A) serves as the Contracting Officer’s approval.