P03 SSJ over SAT LOU Complete Bed Care CO Redacted.pdf

VHAPG Part 813.5 Simplified Acquisition Procedures for Certain Commercial Items Attachment 1: Request for Sole Source Justification >SAT-$7.5M under FAR13.5

Effective Date: 11/15/24 Page 1 of 4

REVISION: 01

Acquisition ID#:

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C249 25 AP-2106

1. Contracting Activity: Department of Veterans Affairs, Network Contracting Office (NCO) 9, Robley Rex VA Medical Center, Complete Care Bed Service, 2237 #603-25-4-093-0047 .

2. Nature and/or Description of the Action Being Processed: This procurement is for Complete Care Bed Service, 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. This is a new requirement for Hill-Rom, Inc. to provide Complete Service Repair services and certified preventative maintenance for the full fleet of Progressa and Centrella hospital beds at the Robley Rex VAMC. The maintenance activity also includes battery maintenance, mechanical replacements, and soft surface audits (mattress and fire barrier). Parts and labor are covered under this agreement, unless determined to be at the fault of damage abuse on behalf of the facility. This Contract will be Firm Fixed Price to run no longer than 5 years with a period of performance (POP) of 08/01/2025 through 07/31/2030.

3. Description of Supplies/Services Required to Meet the Agency’s Needs: The Hill-Rom, Inc. Full Service Complete Care Agreement for Centrella and Progressa hospital beds at the Robley Rex VA Medical Center includes comprehensive repair and maintenance, preventive services, annual mattress and fire barrier audits, and necessary documentation for compliance. The vendor must be factory-trained, maintain a stock of parts for timely repairs, and provide all tools and materials required. Services cover scheduled and emergency maintenance, ensuring adherence to manufacturer specifications, and include detailed reporting following each service. The vendor will also manage the addition or removal of equipment from the contract. All work is executed during specified hours with procedures for after-hours repairs and offsite equipment handling, ensuring minimal disruption to hospital operations.

Base Year: 08/01/2025 – 07/31/2026 cos Option Year 1: 08/01/2026 – 07/31/2027 co Option Year 2: 08/01/2027 – 07/31/2028 co Option Year 3: 08/01/2028 – 07/31/2029 co Option Year 4: 08/04/2029 – 07/31/2030 co Total Cost:

4. Statutory Authority Permitting Restricted Competition:

Effective Date: 11/15/24 Page 2 of 4

REVISION: 01

Acquisition ID#:

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 Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): The acquisition of support services for the Hill-Rom, Inc. Centrella and Progressa hospital beds at the Robley Rex VA Medical Center necessitates the use of only one responsible source due to several unique qualifications and the specialized nature of the services required:

a. Original Equipment Manufacturer (OEM) Expertise:

Hill-Rom, Inc. is the original equipment manufacturer of the Centrella and Progressa hospital beds. As the OEM, Hill-Rom, Inc. possesses exclusive and comprehensive knowledge of the design, operation, and maintenance requirements of their proprietary technology.

b. Factory-Trained Technicians:

Hill-Rom, Inc. provides factory training to their technicians, ensuring that all maintenance and repair work is performed by individuals with the highest level of expertise and familiarity with the equipment. This specialized training is crucial for maintaining and servicing the beds to manufacturer specifications, which is unattainable by any other vendor.

c. Proprietary Diagnostic Tools and Software:

The maintenance and repair of Centrella and Progressa beds require proprietary diagnostic tools and software that are exclusively available to Hill-Rom, Inc.- certified technicians. These tools are essential for accurate diagnostics, timely repairs, and updates, ensuring the beds operate safely and efficiently.

d. Access to Genuine OEM Parts:

Hill-Rom, Inc. guarantees the availability of genuine OEM parts necessary for all repairs and preventive maintenance. The use of authentic parts is critical to maintaining the beds’ performance, reliability, and compliance with manufacturer guidelines. No other vendor can provide the same assurance of part authenticity and availability.

Effective Date: 11/15/24 Page 3 of 4

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Acquisition ID#:

e. Regulatory and Compliance Obligations:

Ensuring compliance with various regulatory requirements, such as those dictated by the Joint Commission and the AL24-07 Patient Safety Alert, necessitates detailed knowledge and documentation specific to the equipment. Hill-Rom, Inc.’s familiarity with these compliance obligations ensures that all maintenance and audit activities adhere strictly to the required standards.

f. Comprehensive Service Documentation:

Hill-Rom, Inc. provides detailed and precise service documentation, which is critical for maintaining compliance with healthcare regulations. This includes thorough records of all maintenance activities, which are essential for audits and inspections.

Given these unique qualifications, Hill-Rom, Inc. is the only vendor capable of meeting the specific and stringent requirements for maintaining and servicing the Centrella and Progressa hospital beds at a level that assures patient safety, regulatory compliance, and operational efficiency. Therefore, the use of only one responsible source is justified and necessary for this acquisition.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: A sole source/proprietary letter has been provided by Hill-Rom, Inc. stating they are the only vendor qualified and capable of providing this service. An Intent to Sole Source will be posted to Contract Opportunities through eCMS.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: Based on the proprietary nature of this requirement it is being sole sourced to, Hill- Rom, Inc., the only vendor qualified and capable of completing the service at a fair and reasonable price for the government.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Limited Market Research was conducted due to the proprietary letter provided by the vendor, Hill-Rom, Inc. Due to the proprietary nature of this requirement, no vendors found in any socioeconomic group are capable and qualified to provide this service. The chosen vendor, Hill-Rom, Inc, has an active SAM registration confirming eligibility to conduct business with the government.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: This procurement for proprietary service for OEM equipment only available by the manufacturer Hill-Rom, Inc. that will adhere to the mandated equipment maintenance standards.

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

Hill-Rom, Inc.

Effective Date: 11/15/24 Page 4 of 4

REVISION: 01

Acquisition ID#:

1069 STATE ROAD 46 E

BATESVILLE, IN 47006-7520

SAM UEI: KNLGMBCHK347

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: there are few potential actions that could be undertaken to remove the barriers to competition that have been identified in this justification due to the proprietary nature of the needed requirement.

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.

Anthony Shanklin Date Supervisory Biomedical Equipment Support Specialist Robley Rex VAMC

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

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

Date

Diane Ziegler Contracting Officer, NCO

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.

Roxie Ann Keese Date Branch Chief-Facilities Support, NCO 9

DIANE ZIEGLER Digitally signed by DIANE ZIEGLER Date: 2025.05.15 15:43:07 -05'00'

ROXIE

KEESE

Digitally signed by

ROXIE KEESE

Date: 2025.05.15 16:59:10 -04'00'