P03-LSJ-Labor Management Software updated- fully signed_Redacted.pdf

Attachment 2: Request for Limited Sources Justification Format >SAT

VHAPG Part 808.405-6 Limiting Sources Page 1 of 4 Revision: 01 Effective Date: 09/01/2024 Acquisition ID#:

LIMITED SOURCES JUSTIFICATION

ORDER >SAT

FAR PART 8.405-6

Acquisition Plan Action ID: 36C245-26-AP-1159, Labor Management Software

(1) Contracting Activity: Department of Veterans Affairs, NCO5, Martinsburg VA Medical Center located at 510 Butler Ave Martinsburg, WV 25405 in support of Washington DC VA Medical Center located at 50 Irving St. NW Washington, DC 20422.

(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). Acustaf Labor Management software will be awarded as a new requirement.

Order against: FSS Contract Number: GS-35F-0408X

Name of Proposed Contractor: Acustaf Development Corp

Street Address: 4300 Marketpointe Dr, STE 240

City, State, Zip: Edina, MN 55435-5423

Phone: 952-831-4122

(3) Description of Supplies or Services:

The estimated value of the proposed action is $382,240.00

The Washington DC VAMC requires the Acustaf automated /electronic labor management system for nurse scheduling and tracking. The Acustaf system is utilized throughout VISN 5. The system automates scheduling and staffing processes; provides decision support for staff assignments based on the objective and variable data as opposed to the best estimates; improves patient care by matching nursing competency to required needs. It allows self-scheduling options for nursing staff and data for outcome measurements.

(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.

FAR 8.405-6(a)(1)(A): An urgent and compelling need exists and following the ordering procedures would result in unacceptable delays:

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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;

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 in making this best value determination:

GSA has determined the prices of supplies under the schedule contract to be fair and reasonable.

By placing an order against a scheduled contract, the order represents the best value and results in the lowest overall cost alternative to meet the Government�s needs.

(6) Describe the Market Research Conducted among schedule holders and the results or a statement of the reason market research was not conducted.

Searched NAICS code 541519 and found 40,932 small businesses.

Searched GSA with keyword �labor management software� and found results but none fit the need for the using service.

Searched the NAC with keyword �labor management software� and found no results.

Searched FPDS with keyword �Labor Management Software� and found 360 results. Last award for NCO5 was on March 25, 2021, in the amount of $127,845.00 under contract# 36C24521F0370.

Searched ADDSUP with keyword �Labor Management Software� and found 208 contracts all with Acustaff Development Corp.

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(7) Any Other Facts Supporting the Justification:

The compelling need for a Limited Source Justification (LSJ) arises from the requirement to streamline the procurement process while ensuring the government's operational needs are met efficiently. This justification is grounded in several key factors:

Regulatory Compliance and Prior Approvals: The Acustaf labor management system has an established ATO, which is approved through FEDRamp and the VA Marketplace, which validates its compliance with stringent regulatory and security standards. Procuring this solution through existing authorities simplifies acquisition and mitigates the risk of non-compliance.

Cost Efficiency: The cost of procuring the Acustaf system from an alternative vendor would be significantly higher due to the expenses associated with setup, integration, and approval processes.

Such increased costs would not be fiscally responsible given the current budgetary constraints.

Continuation of Established Services: This acquisition serves as a logical extension of the previously awarded base contract with four option years (base+4), ensuring continuity and stability in service provision. Interrupting the existing contract could lead to operational disruptions and potential inefficiencies.

Established System and Negotiated Pricing: The Acustaf labor management system is already deployed extensively across VISN 5. The system is already integrated within VISTA, VATAS and other VA internal programs for scheduling and HR needs. The negotiated pricing terms have been established, offering a known and predictable cost structure that is advantageous for the Department of Veterans Affairs (VA).

These factors collectively underscore the necessity for limited source procurement. The Acustaf labor management system meets all essential requirements without incurring additional costs or compromising operational integrity. It is in the best interest of the VA to proceed with this acquisition through the established, compliant, and cost-effective source through strategic sourcing.

(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 conduct market research to ascertain if there are changes in the marketplace that would enable future actions of this type to be competed.

(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

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consideration of Federal Supply Schedule contractors to fewer than the number required by FAR Subpart 8.4. (This signature is the requestor�s supervisor, fund control point official, chief of service or someone with responsibility and accountability.)

Washington DC VAMC

(10) Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer�s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Contracting Officer, NCO 5

b. One Level Above the Contracting Officer (Required over the SAT but not exceeding $750K):

I certify the justification meets requirements for other than full and open competition.

Branch Chief, NCO 5