P03 - JOFOC_Redacted.pdf

VHAPM Part 813.5 Simplified Acquisition Procedures for Certain Commercial Items Attachment 1: Request for Sole Source Justification >SAT-$7.5M under FAR13.5

PM Part 813.5 SAP for Certain Commercial Items Page 1 of 4 Original Date: 08/30/17 Revision 03 Date: 02/11/2021

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR

CERTAIN COMMERCIAL ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C252-21-AP-3390

1. Contracting Activity: Department of Veterans Affairs, VISN 12, Clement J. Zablocki VA Medical Center, Great Lakes Acquisition Center, 695-21-3-969-0197.

2. Nature and/or description of the action being processed:

This is a new, firm fixed price sole source justification for environmental control units (ECUs) for the Clement J. Zablocki VA Medical Center located in Milwaukee, WI. The proposed Contractor is Adaptive Technology Resources, Inc. (“ATR”), W175N11163 Stonewood DR STE 232, Germantown, Wisconsin 53022-6503.

This justification is 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.

3. Description of supplies/services required to meet the agency’s needs:

The Clement J. Zablocki VA Medical Center requires the purchase and replacement of all ECU systems in the Spinal Cord Injury (SCI) unit. An ECU is a system that includes a large tablet for entertainment and comfort functionality. It is – essentially – a hands-free system that allows patients with little to-no-motor functions of their upper extremities, to take control over their entertainment system, bed controls, nurse calling options, and more. The estimated value is for the one-time delivery.

CLIN Item Description Qty Unit

0001 07-3307

Surface Pro ECU System (intel core i5 w/8GB RAM) (quantity 16+ units). System includes Surface Pro, IP68 waterproof Antimicrobial case, eye-gaze mount cleat, power supply, USB- C hub for interconnection to VA control box, full onsite installation with Grid 3 license transfer, Grid redesign/feature upgrade for app accessibility & added Veteran independence RE: device use & communication, and offsite programming (if required). All items sold & delivered by ATR include a 1-year warranty for defect of product or programming errors/malfunction.

32 EA

0002 07-3056 Extension Mount - 21” Pivot Arm w/Mag Cleat 5 EA

0003 07-3057 Extension Mount - 11" Pivot Arm w/Mag Cleat 1 EA

0004 07-6027 Tobii PCEye 5 Eye Gaze Camera. Required software and drivers will be pre-installed on ECU to allow plug-in-play use as eye-gaze is needed.

5 EA

0005 07-5011 Custom Bed Controller - (ATR sources pendant) 5 EA

0006 01-2030 3 Year service up to 360 hours to be utilized in a minimum of 1-hour increments

1 EA

PM Part 813.5 SAP for Certain Commercial Items Page 2 of 4 Original Date: 08/30/17 Revision 03 Date: 02/11/2021

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 ( ) 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 Clement J. Zablocki VA Medical Center requires an upgraded ECU, as its current ECU in SCI is original to the construction of the building and has outlived IT support. The firmware needed to upgrade the system to the most current technology is no longer supported and cannot be upgraded without replacement of the entire existing ECU. With the systems being outdated, the attention required by clinicians and technicians has increased dramatically.

Clinicians are using a large portion of their time attending to tablets and the systems where their time should be spent attending patients.

There are no competing brands that can provide an ECU that meet the requirements of the facility except for the solution offered by Adaptive Technology Resources, Inc., as the Contractor will be required to integrate into the existing equipment in the rooms from the previous system: control box, wall brackets/channels, articulating mounting arms, and cable housing. The facility’s greatest concern for this request is the installation process: considering there are 32 rooms that need to be installed, opposing brands would require the re-installation of brand-new articulating arms and wall channel brackets which is a major cost and time issue.

ATR’s solution only requires the swap of the tablet and replacement of cabling from the device to the already-installed control box which removes a substantial duplication of costs to the Government that is not expected to be recovered through competition.

Other vendors providing similar services in this niche market have recently developed new, unoptimized software that is IOS-cloud based that is not able to safely integrate in the VA System. Additionally, ATR’s solution provides additional accessibility options such as visual contrast for low vision, sequencing and sizing of icons, and balance of information without overcrowding the screen.

6. Description of efforts made to ensure that offers are solicited from as many potential sources as deemed practicable:

In addition to market research, this justification is published with an Intent to Sole Source notification (36C25221Q0834) along with any resulting award synopsis.

PM Part 813.5 SAP for Certain Commercial Items Page 3 of 4 Original Date: 08/30/17 Revision 03 Date: 02/11/2021

7. Determination by the CO that the anticipated cost to the Government will be fair and reasonable:

The anticipated cost to the Government will be fair and reasonable IAW FAR 13.106-3(a)(2).

8. Description of the market research conducted and the results, or a statement of the reasons market research was not conducted:

A VIP search for NAICS 339113 and the keywords, “Environmental,” “Assistive,” or “Accessibility” produced 14 Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and four Veteran-Owned Small Businesses (VOSBs). It is unknown whether these firms can meet the requirements of this procurement which is a proposed sole source under FAR 13.5.

The Buy American Act and Trade Agreements are exempted by FAR 25.103(e) and 25.401(a), respectively.

As described in Section 6 above, market research, in accordance with FAR 10, was conducted by synopsis of the proposed acquisition, advising industry of the pending acquisition, and soliciting inquiries from interested parties.

9. Any other facts supporting the use of other than full and open competition:

None.

10. Listing of sources that expressed, in writing, an interest in the acquisition:

Adaptive Technology Resources, Inc.

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:

ECUs are a unique space in Industry and setup/outfitting of the ECUs can be dependent on pre-installed items and software ease-of-use and advantages. The Government will continue to survey available ECU solutions – including public notices to Indusry – to ascertain if there are changes in the marketplace that would enable future actions to be competed.

PM Part 813.5 SAP for Certain Commercial Items Page 4 of 4 Original Date: 08/30/17 Revision 03 Date: 02/11/2021

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.

SIGNATURE DATE

NAME TITLE SERVICE LINE/SECTION

FACILITY

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.

JIM HEDMAN

CONTRACTING OFFICER, NCO-12

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.

PARRIS WEIDENBACH

EQUIPMENT TEAM BRANCH CHIEF, NCO-12