P03 - Redacted JA - FAR SYMPLR SOFTWARE .pdf

Control Number VA-24-00007818

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

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 sole source action is for a Firm Fixed Price contract for Symplr database software with Symplr Software LLC, 315 Capitol St, Ste 100, Houston, Texas 77002.

3. Description of the Supplies or Services: The proposed action is to provide the Department of Veteran Affairs, Veterans Health Agency (VHA), Michael E. DeBakey VA Medical Center (MEDVAMC) database software that can used enterprise wide by Credentialing and Privileging to offset various data metrics currently unavailable in VA’s VetPro. VetPro is VHA’s mandatory software platform that documents the credentialing of VHA health care providers. This system facilitates completion of a uniform, accurate, and complete credentials file for VA providers. VA requires Symplr software to integrate with VetPro in order to track departmental specialty provider status of board certifications, licensure, Drug Enforcement Agency (DEA) privileges, registration tracking reports and privileges, as well as create verification of privileges held and affiliation letters of past and present providers. PRIVPlus, the current software manufactured by Symplr, is no longer available and software updates and support ceased in December 2022. MEDVAMC must upgrade to the new Symplr system in order to continue the access all archived PRIVPlus data and reporting functions. The MEDVAMC Credentialing and Privileging Office has been using PRIVPlus for all Credentialing documentation and tracking since January 1, 1996. PRIVPlus has archived data for all Licensed Independent Practitioners that had previously held privileges and appointments at MEDVAMC. This archived data is required in order for Medical Staff Office to provide appointment and privileging verifications on past employees and provide appointment dates for past employees for claims verification requests. The total estimated value of the proposed action is $XXX,XXX.XX including a 12-month base and two 12-month option periods.

4. Statutory Authority: The statutory authority permitting other than full and open competition is 41 U.S.C. 1903 as implemented by the Federal Acquisition Regulation (FAR) 13.501, entitled “Special Documentation Requirements”.

5. Rationale Supporting Use of Authority Cited Above: Based on market research, as described in section eight of this justification it was determined, the technical experts confirmed that the software is proprietary, and Symplr is currently the only brand that can meet VA’s requirement. This software tracks departmental specialties by providers to determine who is board certified and who is not. It also tracks licensure, certification, DEA, registration tracking reports and privileges held by providers, as well as create verification of privileges held and affiliation letters of past and present providers.

Symplr database software Control Number VA-24-00007818

MEDVAMC would incur significant costs and delays to procure an alternative solution to the Symplr database software. It would cost VA an estimated $400K in labor hours for VA staff to retrieve the existing detailed information of up to 5,000 providers from the existing database software and reimport it to a new database software. Additionally, it would take more than two years to configure a different software to establish a new data base. Without this Symplr database software, the MEDVAMC not have the necessary provider information. This puts MEDVAMC and Veterans at risk of potentially hiring unqualified providers to perform critical services at MEDVAMC. At this time, no other software has the capability or an existing database of provider information that can be imported to VetPro.

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 sources that can meet the Government’s requirements. There is no competition anticipated for this acquisition. Additionally, the proposed action will be synopsized on the Contracting Opportunities Page in accordance with FAR 5.201. Any proposals that are received shall be evaluated.

7. Actions to Increase Competition: The Government will continue to conduct market research to ascertain if there are changes in the marketplace that would enable future actions to be competed.

8. Market Research: VA’s technical experts conducted market research utilizing web-based searches in August 2023. As a result, they were unable to locate similar database software that could interface with VetPro. This procurement will allow use of the Symplr database software to enable VA to provide Credentialing and Privileging for its providers to offset various data metrics currently unavailable in VetPro.

The Contract Specialist (CS) conducted market research by issuing two Requests for Information (RFI) that included a draft Statement of work for the first RFI and then a draft Product Description for the second RFI using the Contract Opportunities website.

As a result of the RFIs, no responses were received.

The CS also performed market research in October 2023 by searching the National Aeronautics and Space Administration (NASA) Solutions Enterprise-Wide Procurement (SEWP) V Governmentwide Acquisition Contract for brand name Symplr. The search revealed no results.

Additional market research was also conducted by searching the General Services Administration’s eLibrary Contract Listing for key word “Symplr” and found no results.

The CS also reached out directly to manufacturer of the software, Symplr, on October 15, 2023; to inquire if they had any authorized resellers. Symplr provided a letter stating that they are the sole provider and do not have any authorized resellers. A copy of the email has been uploaded to the contract file. Based on the above, only brand name Symplr software meets all of the Government’s requirements.

9. Other Facts: None.

10. Technical and 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.

Name: Tamara Brunjes Date: ________________________________

Title: Health System Specialist Signature: ____________________________

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 techniques available in FAR 13.106-3(a)(2).

Name: Mary Accomando Date: ________________________________

Procuring Contracting Officer Signature: ____________________________

12. Procuring Contracting Officer Certification: I certify that this justification is accurate and complete to the best of my knowledge and belief. As this contract action exceeds the simplified acquisition threshold, but does not exceed $750,000, the certification required by FAR 13.501(a)(2)(i) serves as approval.

Name: Mary Accomando Date: ________________________________

Procuring Contracting Officer Signature: ____________________________