RFO 12_JA Under SAT_SAP_SJ Dental Delivery Systems_Redacted.pdf

DEPARTMENT OF VETERANS AFFAIRS

RESTRICTING COMPETITION USING SIMPLIFIED PROCEDURES

FOR COMMERCIAL ITEMS IN ACCORDANCE WITH RFO 12.102

Acquisition Plan Action ID:

1. Contracting Activity: Department of Veterans Affairs, VISN 8, Network Contracting Office 8, VISN 8

South Team, in support of VA Caribbean Healthcare System (VACHS), located at 10 Casia Street, San Juan, Puerto Rico, 00921.

2. Nature and/or Description of the Action Being Processing: This procurement is a brand-name requirement for A-DEC Dental Delivery Systems, conducted under RFO Part 12 for commercial products and commercial services. Competition will be restricted to verified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) that are authorized distributors of A-DEC products. This approach is fully consistent with the VA Rule of Two and VAAR 819.7005. The award will result in a firm-fixed-price purchase order.

3. Brief Description of Supplies/Services required and the intended use/estimated amount: The VA Caribbean Healthcare System (VACHS), Dental Services, requires the procurement of three (3) A-DEC Dental Delivery Systems manufactured by A-Dec, Inc. These systems include integrated dental chairs, ceiling-mounted dental lamps and installation. The Dental Delivery Systems will be used to support dental cleanings, routine dental procedures, and emergency dental care.

Estimated Total Dollar Amount:

4. Demonstration that the Contractor’s Unique Qualifications: VACHS Dental Service operatories are fully designed around the A-DEC utility configuration, which includes specialized electrical, plumbing, and integrated delivery system infrastructure. Clinicians, dental assistants, and biomedical technicians are already trained and certified on the A-DEC platform, ensuring standardized workflows and minimizing patient care downtime.

Introducing a different manufacturer would:

- require substantial reconfiguration of operatories, including electrical and plumbing modifications;

- mandate additional training for clinicians, dental assistants, and biomedical technicians;

- create non uniform workflows across treatment rooms;

- increase the risk of equipment downtime, patient delays, and compatibility failures;

- result in duplication of costs—estimated at over —that would not be recoverable through competition.

To address this further, VACHS currently has 17 dental operatories. Fifteen (15) A-DEC Delivery Systems were installed in mid-2024, and two (2) additional units were added in late 2025. Replacing all existing A-DEC Delivery Systems with an alternative manufacturer would cost approximately inclusive of installation. This estimate does not account for additional attachments and instruments that may also require replacement, nor the cost of mandatory re-training, which would increase the total expenditure significantly.

A-DEC systems are the only dental delivery systems that satisfy the Government’s clinical, ergonomic, technical, and interoperability requirements while ensuring continuity of care, equipment uniformity, and patient safety.

5. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research was performed in accordance with FAR Part 10, VAAR 810.001-70, and VA’s Market Research Guide to identify capable SDVOSB/VOSB sources under NAICS 339114 (Dental Equipment and Supplies Manufacturing). An initial Small Business Search identified sixteen small businesses, including five SDVOSB/VOSB firms; however, capability reviews showed these vendors were unlikely to submit viable quotations due to limited online presence, lack of dental delivery system offerings, or unrelated product focus.

A Sources Sought Notice (36C24826Q1151) posted on August 18, 2026, resulted in three SDVOSB vendors—Contemporary Product Solutions, Inc.; Proalliance Corp.; and Fidelis Sustainability Distribution—demonstrating capability to supply the required brand-name A-Dec Dental Delivery Systems. A Nonmanufacturer Rule waiver exists for NAICS 339114, permitting SDVOSBs to supply A-Dec equipment.

Additional research in ADDS UP-SCMC and GSA eLibrary identified several FSS and open-market vendors offering dental delivery systems; however, none were verified SDVOSBs authorized to provide the required A-Dec brand-name configuration. Henry Schein was noted as an authorized distributor but not an SDVOSB and not offering A-Dec on FSS.

Overall, market research confirmed three SDVOSB sources capable of supplying the required A-Dec brand-name equipment. Given that VACHS operatories are built around A-Dec systems, procuring brand-name A-Dec equipment as an SDVOSB set-aside is in the Government’s best interest.

6. 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.