P03 _Limiting_Sources_Justification_Aethon Redacted v2.pdf

VHAPM Part 808.405-6 Limiting Sources Request for Limited Sources Justification Format >SAT

VHAPM Part 808.405-6 Limiting Sources Page 1 of 4 Original Date: 08/30/2017 Revision 03 Eff Date: 03/18/2021

LIMITED SOURCES JUSTIFICATION

ORDER >SAT

FAR PART 8.405-6

Acquisition Plan Action ID: 36C256-21-AP-2516

(1) Contracting Activity: Department of Veterans Affairs (VA) Network Contracting Office 16 (NCO 16) 2002 Holcombe Boulevard (90C) Houston, TX 77030

Organization Activity

VA, Micheal E. DeBakey VA Medical Center (MEDVAMC) 2002 Holcombe Boulevard Houston, TX 77030

2237 Number: 580-21-3-5161-0333

(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). This is a new requirement. The Government contemplates issuing a task order with a 12 month base period of performance from 07-01-2021 to 06-30- 2022 and four one-year options.

Order against: FSS Contract Number: V797D-40161

Name of Proposed Contractor: ST Engineering Aethon, Inc. (Aethon) Street Address: 200 Business Center Drive City, State, Zip: Pittsburgh, PA 15205 Phone: (412) 322-2975

(3) Description of Supplies or Services:

This procurement is for the maintenance and calibration services of 21 autonomous mobile TUG robots currently in service at MEDVAMC.

(4) Identify the Authority and Supporting Rationale (see below and if applicable, a demonstration of the proposed contractor’s unique qualifications to provide the required supply or service.

VHAPM Part 808.405-6 Limiting Sources Page 2 of 4 Original Date: 08/30/2017 Revision 03 Eff Date: 03/18/2021

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; Aethon TUG Robots are highly sophisticated state of the art autonomous mobile units that perform functions ranging from warehouse activities, hospital operations, and waste removal.

The TUG robots use a built in map and calibrated sensors to navigate hospital hallways, communicate with elevators, and monitor fire alarms. The robots operate 24 hours a day, seven days a week performing functions including, but not limited to transporting meals, office supplies, medicine, and tests to care providers through a secured restricted access compartmental cargo bay allowing clinical staff to focus on patient care. The TUG robots improved delivery of supplies previously executed through legacy systems including pneumatic tubes and couriers. This level of sophistication, programming, and synchronization requirement is done via continuously running algorithms from an Aethon cloud control center via a secured virtual private network . Currently there are no other contractors that are authorized to service and maintain the Aethon TUG robots.

The robots are monitored for continuous operation, repaired, and updated as required to maintain constant support to clinical staff. Aethon has provided a maintenance agreement letter and certified that no other vendors are authorized to provide these services. Lack of proper maintenance, decreased support, and life span reduction for the autonomous mobile robots will result if this requirement is not awarded Aethon. Due to this fact, Aethon is the only one capable source who may provide this requirement to perform these specialized services on the Aethon TUG Robots to ensure the medical center is operational to not effect patient safety.

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.

(5) Describe Why You Believe the Order Represents the Best Value consistent with FAR 8.404(d) to aid the contracting officer (CO) in making this best value determination: Prices for the maintenance and calibration of the Aethon autonomous mobile TUG robots are expected to be fair and reasonable based on market research, quotes of open market prices charged to other entities, and price determination of fair and reasonable by the VA FSS CO.

(6) Describe the Market Research Conducted among schedule holders and the results or a statement of the reason market research was not conducted. A sources sought was posted on the Federal Contracting Opportunities on 05-19-2021 through 05-24-2021 and the notice will remain until 07-13-2021. Vendors were asked to provide information if they were part of a GSA Schedule contract. Also, a sources sought was posted on GSA E-Buy request for quote ID 1495065 VA FSS Schedule II A-92, 33 vendors were contacted, only Aethon Inc responded to the sources sought. A search was also done in the Vendor Information page and is concluded that no vendors can provide the services required. There are no Small Business in any socio-economic category that can provide the maintenance and calibration of the Aethon autonomous mobile TUG robots. A review of the mandatory and strategic sources of supplies and services indicate that this requirement can only be met by the manufacturer via VA FSS 65 II A Medical Equipment and Supplies schedule.

(7) Any Other Facts Supporting the Justification: No other facts apply.

(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 Government will continue to assess open architecture and factor its availability in follow on acquisition strategies for the procurement of autonomous mobile robots including interoperability and compatibility with units owned by the Government for competition of similar requirements.

(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.