Queuing Kiosk JNA redacted.pdf

Brand Name Qmatic New Patient Queuing Kiosk Solution VA-26-00075155

SOLE SOURCE JUSTIFICATION

1. Contracting Activity: Department of Veterans Affairs (VA) Office of Procurement, Acquisition, and Logistics Technology Acquisition Center 23 Christopher Way Eatontown, NJ 07724

2. This requirement will be accomplished via:

[ X ] New Purchase Order [ ] Modification No.

[ ] Purchase Card

Purchase Order will be:

[ X ] Firm Fixed Price [ ] Cost Type Contract:

[ ] Time and Materials [ ] Other (Specify):

Type of Funds (e.g., Supply Fund, Franchise Fund, IT, etc.):

[ X ] Medical Support funds

3. Description of Supplies or Services.

[ X ] Supplies Item name: Brand name Qmatic Patient Queuing Kiosk Solution (Hardware, Software, Licensing, Installation, Integration, and Testing) Part of or used with: Existing brand name Qmatic Patient Queuing System and Orchestra 7 infrastructure at the North Las Vegas VA Medical Center Quantity being procured: 19

Estimated total cost:

[ X ] Services Install Brand name Qmatic compliant patient queuing kiosks and integrate into existing Brand name Qmatic Orchestra based infrastructure, as well as provide warranty support.

Estimated total cost:

Other Information: N/A

4. Authority Cited.

[ X ] RFO 12.102(a)

New Patient Queuing Kiosk VA-26-00075155

For acquisitions valued at or below the simplified acquisition threshold (SAT), document the decision that only one source is available and the basis for the decision.

[ ] Other FAR Authority _________________

5. Reason for Authority Cited.

The proposed source for this action is authorized resellers of Qmatic.

[ X ] Explain exclusive licensing agreements: The brand name Qmatic Orchestra 7.1 operating platform is proprietary. The existing patient queuing infrastructure at the North Las Vegas VA Medical Center is built on the Qmatic platform. The replacement kiosks must integrate with the existing infrastructure without requiring replacement of the installed Qmatic system. Only OEM certified retailers and technicians can sell and/or install the equipment listed in the requirement.

[ X ] Explain need for brand name: Brand name Qmatic products are required to ensure compatibility with the existing Qmatic Orchestra 7.1 infrastructure, software, licensing, and proprietary patient queuing environment. The Elo Touch Solutions kiosks are the only Qmatic compliant kiosks that have the integrated capabilities to allow the Qmatic proprietary Orchestra platform to operate without a complete revamp of the infrastructure network.

[ X ] This is a follow-on contract. Awarding this contract to a new source will result in approximately of duplication of cost as follows: If the brand name Qmatic proprietary based platform kiosks and supporting equipment listed on this procurement is not adhered to, a complete replacement of the existing patient queuing infrastructure would need to be accomplished to prove the same effort we currently have for our Veteran patient queueing operations. Any cost savings would not be re-couped through competition.

6. Efforts to Obtain Competition.

[ X ] There is only one responsible source for this item. Efforts made to locate additional sources are described under the “Market Research” paragraph of this document. There is no competition anticipated for this acquisition. Procurement data does not include any unnecessary requirements that may inhibit competition.

[ ] The sources proposed above are the only sources that can meet the urgent requirements for the reasons given above. Procurement data does not include any unnecessary requirements that may inhibit competition.

7. Actions to Increase Competition.

[ ] A competitive technical data package (TDP) is being prepared by______________.

It will not be available for this procurement; however, it is forecast to be available by

[ X ] The solicitation will contain requirements for the acquisition of a competitive TDP that will allow for future full and open competition.

[ ] Other actions that will be accomplished to increase competition

8. Market Research.

Market research was conducted by the Government Technical Expert (GTE) during January through March 2026 and Contract Specialist (CS) in July 2026. The methods used and results are as indicated below:

[ X ] A notice soliciting additional sources of supply was published in the Contracting Opportunities Page and an Request for Information (RFI) was posted on NASA SEWP on July 14, 2026.

The CS conducted market research in July 2026. On July 14, 2026, a RFI was issued on NASA SEWP and on Contract Opportunities via SAM.gov, under NAICS code 541519. The RFI closed on July 21, 2026, and four (4) responses were received: two (2) were SDVOSBs and two (2) were Small Businesses. The GTE evaluated the responses and determined that one (1) respondent, Alvarez LLC, demonstrated the capability to provide the required brand name Qmatic solution and perform the necessary installation and integration. The remaining respondents did not demonstrate an authorized relationship with Qmatic, relevant Qmatic experience, or the capability to integrate the proposed solution with the existing Qmatic Orchestra

7.1 infrastructure. Details of the results of the technical evaluation of the RFI submissions are included in the following table:

Company Name Company Size Capability of

Meeting Government Requirement

ACF Technologies Small Business No Alvarez LLC SDVOSB Yes

North End Advisory LLC Small Business No semperMade LLC SDVOSB No

[ ] No response was received.

[ ] _______ companies expressed interest but did not submit any data supporting that they can supply the item.

[ X ] The following companies submitted data claiming that they can supply the item. However, the government evaluation of the data resulted in a negative determination. According to the GTE’s evaluation, ACF Technologies makes no mention of their capabilities to provide the Original Equipment Manufacturer (OEM) product required for this solution. They proved no evidence of having any Qmatic OEM patient queuing knowledge. North End Advisory LLC has never executed this type of solution. They appear to be more of a patient intake and healthcare system platform integrations, rather than Qmatic based patient queuing. Lastly, semperMade LLC, is a sub-contractor type installer with no real capability to act as a prime Qmatic

OEM vendor for this requirement. They have provided no evidence of past experience with any patient queuing functions.

[ ] The following companies were contacted by telephone and each one stated they did not make a product that would be interchangeable in form, fit and function with the item being procured.

[ X ] The market research consisted of the following:

The GTE conducted market research beginning in January 2026 through March 2026 to identify commercially available patient queuing kiosk solutions capable of integrating with the existing Qmatic Orchestra 7.1 patient queuing infrastructure deployed at the NLVMC. The GTE conducted web-based product research, communicated with Qmatic representatives, and reviewed manufacturer information regarding Qmatic hardware, software, licensing, and authorized sources. The GTE also evaluated 22-inch floor-standing kiosks, a Qmatic Patient Queuing Hub, and associated ancillary equipment required to support the existing infrastructure. Based on this research, the requiring activity determined that a brand name Qmatic solution is required to maintain interoperability with the existing proprietary Qmatic Orchestra 7.1 platform.

The CS conducted additional market research, in July 2026, by identifying three (3) NASA SEWP V contract holders that are resellers of brand name Qmatic products by utilizing the NASA SEWP V GWAC Market Research Tool. Of these three (3) resellers, two (2) are verified SDVOSBs (Alvarez LLC and New Tech Solutions, Inc.), and one (1) is a Large Business (Insight Public Sector). Furthermore, NASA SEWP V has a dynamic catalog that allows contract holders to add line items, provided the products or services are within the scope of their contract. Accordingly, additional competition may be achieved. In addition, the CS obtained written confirmation from Qmatic identifying its authorized federal resellers. The OEM confirmed that the two (2) authorized SDVOSB resellers that the CS identified through the NASA SEWP V GWAC Market Research Tool are capable of providing the required brand name Qmatic solution through NASA SEWP V.

[ ] Market research was not conducted because:

[ X ] Other, as follows: Conversations with industry SMEs indicate that no other patient queuing platform would integrate into the proprietary Brand name Qmatic Orchestra based infrastructure we have. Alternative vendor support and/or equipment were evaluated, but were found to be lacking in specific functionalities. They could also not provide any equipment, programming services, and follow on support agreement without completely removing the current Brand name Qmatic system and in installing their own system. This would prove highly ineffective and cost prohibitive.

9. Interested Sources.

[ ] No other source has expressed written interest in supplying this item.

[ ] The following companies have expressed written interest in supplying this item and/or service. However, they are not being considered for this procurement for the reasons given below.

[ X ] Solicitation covering this procurement will be synopsized in the Contracting Opportunities Page and any bids/proposals received shall be evaluated.

[ ] Solicitation covering this procurement will not be synopsized in the Contracting Opportunities Page pursuant to FAR 5.202_________.

Technical/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.

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 adequate price competition among eligible SDVOSB NASA SEWP contract holders, with comparison of proposed prices to the IGCE and other available market pricing, as appropriate.

Contracting Officer Certification/Approval I certify that this justification is accurate and complete to the best of my knowledge and belief.