P03 - NCO21-FY22-257 JOFOC 36C261-22-AP-3308 HCA APPROVED_Redacted.pdf

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C261-22-AP-3308

1. Contracting Activity: Department of Veterans Affairs, Veterans Health Administration, Regional

Procurement Office West (RPOW), Network Contracting Office (NCO) 21, on behalf of VISN 21 Director s Office through its purchase request 640-22-2-544-0026

2. Nature and/or Description of the Action Being Processed:

This procurement is for a new purchase order for InstrumenTrac renewal software subscriptions and CensiTrac GOVCloud Server renewal for Las Vegas, Martinez, Fresno, Reno, Palo Alto, San Francisco, Mather and Redding 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. The purchase order will be Firm- Fixed-Price. The purchase order will renew current software licenses utilized in the Sterile Processing Services (SPS) departments throughout those healthcare systems.

3. Description of Supplies/Services :

As a part of the Instrument Tracking Systems (ITS), the SPS departments require the following subscriptions for a base year plus a two (2) one-year options for InstrumenTrac renewal and GovCloud renewal for Las Vegas, Martinez, Fresno, Reno, Palo Alto, San Francisco, Mather and Redding Healthcare Systems. The estimated value for the base year is , the estimated value for option periods is , and the total value of the base plus option periods is estimated at .

Period of Performance:

Item No. Description/Part Number QTY 1 InstrumenTrac and CensiTrac GovCloud renewal for

Las Vegas 12/01/2022-08/31/2023

2 InstrumenTrac and CensiTrac GovCloud renewal for Martinez

12/01/2022-08/31/2023

3 InstrumenTrac and CensiTrac GovCloud renewal for Fresno

12/01/2022-08/31/2023

4 InstrumenTrac and CensiTrac GovCloud renewal for Reno

08/01/2022-08/31/2023

5 InstrumenTrac and CensiTrac GovCloud renewal for Palo Alto

08/01/2022-08/31/2023

6 InstrumenTrac and CensiTrac GovCloud renewal for San Francisco

08/01/2022-08/31/2023

7 InstrumenTrac and CensiTrac GovCloud renewal for Mather

08/01/2022-08/31/2023

8 InstrumenTrac and CensiTrac GovCloud renewal for Redding

02/01/2023-08/31/2023

9 Option 1 and Option 2 for items and locations 1 - 8 Option Year 1: 09/01/2023 08/31/2024

Option Year 2: 09/01/2024 08/31/2025

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 C Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

Program Office of Sterile Processing (NPOSP) and the Office of Healthcare Technology Management (HTM) jointly developed enterprise-wide standards that define functional objectives, technical requirements, and nomenclature for ITS. As a result, all facilities with SPS are required to deploy ITS for instrument level instrument tracking according to Veterans Health Administration (VHA) Handbook 1116(2). ITS improves patient safety, helps achieve efficient and sustainable processes, establishes document and record control processes, and provides systematic continuous improvement and internal auditing.

ITS has become a standard of SPS practice, and the system is currently used at 137 VHA sites, as of January 2019. The CensiTrac Instrument Tracking System made by Censis Technologies is the defacto standard ITS that all facilities are required to utilize, pur Secretary for Health for Operations and Management (10N). CensiTrac is a proven product and meets all VA requirements, such as NPOSP Reusable Medical Equipment Inspection Tool, VHA Handbook 1116(2), Association for the Advancement of Medical Instrumentation (AAMI) standards, and International Association of Healthcare Central Service Material Management (IAHCSMM) guidelines. The eight (8) facilities; Las Vegas, Martinez, Fresno, Reno, Palo Alto, San Francisco, Mather and Redding currently have CensiTrac in place, and this procurement will provide software licenses to continue using the CensiTrac system.

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

A Notice of Intent to sole source was posted on the Government Point of Entry (GPE), currently beta.sam.gov (Contract Opportunities) with a statement that all responsible sources may submit a capability statement, proposal, or quotation, which shall be considered by the agency. As a result, the Government will consider any responses to the Notice of Intent.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and

Reasonable:

Most of the requirement is available through the Federal Supply Schedule (FSS), and the rates have already been determined fair and reasonable as a result. However, the CensiTrac GovCloud renewals are not available on the FSS. Since the VA has numerous contracts for these subscriptions with the vendor, the Contracting Officer has numerous sources for price comparison to ensure the resulting contract will be at a fair and reasonable price in accordance with FAR 13.106-3(a)(2)(ii).

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons

Market Research Was Not Conducted:

The Market Research conducted consisted of the review of Vendor Information Portal (VIP), Federal Procurement Data System (FPDS), System for Award Management (SAM), the internal Memorandum from the VA Deputy Under Secretary for Health for Operations and Management (uploaded in the Briefcase), the FSS contract GS-35F-0462X for the InstrumenTrac Renewal, and posted a Notice of Intent on beta.sam.gov for industry response.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition:

the healthcare systems must standardize and use the same instrument tracking system to improve patient safety and better enable internal auditing. Patient safety is of upmost importance to the Department of Veterans Affairs, and standardization in hospital systems is one proven method of reducing errors and improving patient care.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition:

The only source that has expressed an interest in this requirement is Censis Technologies, 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:

The Department of Veterans Affairs will continue to engage in market research for ITS in the SPS departments, so that the healthcare systems have the most advanced systems and products to continuously improve upon patient care. All responsible sources for alternative products will be considered on an ongoing basis.

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.

Date

VISN 21 Biomedical Engineer

13. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

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

Contracting Officer Network Contracting Office 21

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.

Director of Contracting (DoC) Date Network Contracting Office (NCO 21)

c. VHA RPO HCA Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and approve ($750K to $7.5 million (or $15.0 million for acquisitions described in FAR 13.500(c)) for other than full and open competition.

Executive Director, Regional Procurement Office West Head of Contracting Activity (HCA)