P03 - Sole Source Justification_Redacted.pdf

VHAPG Part 808.405-6 Limiting Sources

Effective Date: 02/01/2022 Page 1 of 4

LIMITED SOURCES JUSTIFICATION

ORDER >SAT

FAR PART 8.405-6

Acquisition Plan Action ID: 36C252-24-AP-0741

(1) Contracting Activity: Department of Veterans Affairs, VISN 12, Great Lakes Acquisition Center (GLAC).

(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 limited sources justification to establish AcuStaf’s Labor Management Software that provides scheduling, staffing and data analytics to automate Veteran’s Health Administration Directive 1351 Staffing Methodology.

Order against: FSS Contract Number: GS-35F-0408X, Expiration May 24, 2031

Name of Proposed Contractor: AcuStaf Development Corp

Street Address: 7900 International Drive, Ste 710

City, State, Zip: Bloomington, MN 55425-2556

Phone: 952-831-4122

(3) Description of Supplies or Services:

The estimated value of the proposed action is $465,013.00 including all 4 option years.

An integrated labor management software system and automated data extraction tools are necessary to effectively assign staffing resources and monitor standards of care at the Milwaukee, WI VAMC. This system shall integrate and pull from systems that already have the data stored (i.e. HL7 VISTA interface) so as to avoid duplicate effort and to feed into other downstream data systems.

The labor management software provided by AcuStaf Development Corp. will allow managers to coordinate schedules, capture data, produce reports, and coordinate work assignments to meet patient care needs.

Specific tasks and requirements include:

Facilitate appropriate response to the fluctuations in patient census and acuities by using embedded decision support tools.

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Determine adequate staffing levels based on patient acuity and other care related variables.

Collection of nationally comparable hours per patient day (HPPD) data.

Collection of data to prepare staffing reports, develop strategic plans and improve hiring practices.

Ability to consolidate multiple administrative needs in one package (licensure, certifications, emergency notifications, etc.) Generation of predefined and ad hoc reports.

Self-scheduling ability Accurate accounting of contract/agency nursing utilization.

System shall utilize an HL7 interface with VistA that brings in real-time Admit, Discharged, and Transfer information.

(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:

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;

The AcuStaf Labor Management Software has the ability to utilize an HL7 interface with the VA VISTA software that allows the program to access real-time Admit, Discharge, and Transfer information regarding patients in the VAMC. Additional specialized aspects of this service/software include:

Utilizes an HR interface that brings in several points of data validation for VANOD including series, position, grade/step, licensure information, EOD, degrees/training, and more.

Utilizes census interface to correlate with budgeting and reporting to databases like VANOD, DSS, NDNQI, and more.

Allows for anecdotal notes regarding proficiency input, specialty certification tracking, licensure tracking, and allows for staff to self-report professional growth.

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:

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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: Pursuant to FAR 8.404(d), GSA Contract GS-35F-0408X pricing was already deemed fair and reasonable by the awarding GSA Contracting Officer. Furthermore, AcuStaf is the only source for the labor management software that meets the VA needs and properly integrates with all necessary systems.

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

Market research was conducted using VetBiz, GSA, SBA, as well as the new VA Adds-Up database for NAICS 541519 and keywords “labor management software”. The searches of these databases yielded no SDVOSB vendors and only one VOSB vendor; AcuStaf Development Corp.

Additionally, in order to confirm that there were no other sources available to fulfill the unique and highly specialized requirements of this procurement, an Intent to Sole Source was posted to SAM.gov on February 5, 2024, in which the Contract Specialist requested that vendors able to fulfill the requirements stated above in section 4 contact the CS via email. This intent closed on February 9, 2024, at 4:00PM and no responses were received.

Please see contract file “P02 – MR Memo” for further information.

(7) Any Other Facts Supporting the Justification: N/A

(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: There are currently no other providers who can provide the requested service. If other sources become available that could meet the needs of this requirement, the government would consider those sources for future requirements. This was confirmed via an Intent to Sole Source which received no responses.

(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

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Subpart 8.4. (This signature is the requestor’s supervisor, fund control point official, chief of service or someone with responsibility and accountability.)

Signature

(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/DESIGNEE’S SIGNATURE DATE

NCO 12/ GLAC _____________________

NAME AND TITLE FACILITY/NCO/PCO

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.

SIGNATURE DATE

NAME

NCO12 / Supervisory Contract Specialist

HIGHER LEVEL APPROVAL (Required for orders over $750,000):

c. VHA RPO HCA Review and Approval (over $750,000 to $75 million): I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and approve for restricting consideration of the Federal Supply Schedule contractors to fewer than the number required by FAR Subpart 8.4.

NAME DATE

VHA Head of Contracting Activity (HCA)