RFP Attachment 11 - FINAL Brand Name JA Rad Onc NOLA.pdf

Project No.: 629-335

Establish Radiology Oncology Program at SLVHCS

VHAPG Part 806.3 OFOC Page 1 of 7 Revision: 02 Effective Date: 11/15/23 Acquisition ID#: 36C776-24-AP-0817

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) for Other Than Full and Open Competition

Acquisition Plan Action ID: 36C776-24-AP-0817

1. Contracting Activity:

Veterans Health Administration (VHA), Program Contracting Activity Central

(PCAC)

The proposed procurement, Request for Proposal (RFP) 36C77624R0107, is for the Establish Radiology Oncology Program at SLVHCS at the New Orleans VA Medical Center (VAMC) in New Orleans, LA.

2. Nature and/or Description of the Action Being Processed:

This justification is to support the Establish Radiology Oncology Program at SLVHCS in the New Orleans VAMC, that will be awarded as a firm-fixed price contract. This justification is for other than full and open competition for the procurement of certain construction materials. The use of a particular brand name for the items listed below accommodate standardization of these items throughout the facility.

a. Physical Security Access Control System

- Johnson Controls - CCure 9000

b. Fire Alarm System

- Honeywell - Notifier

c. Nurse Call System

- Ascom

d. Building Automation System

- Johnson Controls - Metasys

e. Temperature Tracking System

- TempTrac

f. Door Hardware Cores and locksets

- BEST- 1C core

g. Medical Gas Panel

- Tri-tech

h. Real-Time Location System (RTLS)

- Centrak

3. Description of Supplies/Services Required to Meet the Agency’s Needs:

This procurement is for the New Orleans VAMC. The scope includes everything necessary to complete the Establish Radiology Oncology Program at SLVHCS project that meets the requirements of the Department of Veterans Affairs. There are eight (8) brand name items listed for which the VA is not able to accept equal or alternate items. The value of the items are listed below. The VAAR

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Acquisition ID#: 36C776-24-AP-0817

Construction magnitude for the entire project is between $20,000,000 and $50,000,000.

a. Physical Security Access Control System

i. Johnson Controls - CCure 9000

ii. Value: $274,362

iii. Description: Complete installation and programming of card readers and communication components matching existing to ensure and maintain proper operation of the existing physical access control system (PACS). Safeguarding access to all areas of the medical center to only authorized personnel only.

b. Fire Alarm System

i. Honeywell - Notifier

ii. Value: $17,070

iii. Description: Complete installation and programming of fire alarm initiating and notification appliances matching existing to ensure and maintain proper operation of the existing fire alarm system.

c. Nurse Call System

i. Ascom

ii. Value: $16,413

iii. Description: This product is the current system in use at the Medical

Center. New nurse call components must tie into the existing system, and only Ascom components are compatible. Having multiple nurse call systems within the facility is not cost effective or practical for patient safety. The Medical Center doesn’t have the correct headend or master stations to work with other nurse call system brands.

d. Building Automation System – HVAC Controls

i. Johnson Controls - Metasys

ii. Value: $257,278

iii. Description: The Johnson Controls Metasys Building Automation and

HVAC Control System is the only product that allows for a single HVAC control system for the Medical Center. Johnson Controls Metasys control system is the campus-wide building and HVAC control system. The equipment to be installed will be monitored and controlled by Johnson Controls Metasys Building Automation and HVAC Control System. A new panel and necessary controllers will be installed and tied into the existing system, to be monitored and controlled by VA’s ‘HVAC’ shop.

e. Temperature Tracking System

i. TempTrac

ii. Value: $10,000

iii. Description: TempTrak is a monitoring system and software that allows users to remotely conduct equipment temperature monitoring.

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Acquisition ID#: 36C776-24-AP-0817

This software provides preset monitoring conditions that are defined by the user and can additionally provide alert notifications when temperatures exceed defined limits. TempTrak will perform automatic multi-level escalation of notifications if action is not taken on an alert within specified time periods.

f. Door Hardware Cores

i. BEST – Interchangeable Cores (1C) cores and locksets

ii. Value: $80/core for 83 total units = $6,640

i. Description: The hospital has BEST – 1C cores throughout the facility.

These are “removable by special key or tool” and are required to be interchangeable into the core housings of all mortise, rim and cylindrical locks per VA specification section 08 71 00.

g. Medical Gas Panel

i. Tri-tech

ii. Value: $6,801

iii. Description: A medical gas alarm panel is a device used to monitor the levels and flow of medical gases in an entire hospital. It is typically installed in a central location, such as a nurses’ station or hospital control room.

h. Real-Time Location System (RTLS) - Asset Tracking

i. Centrak

ii. Value: $77,000

iii. Description: RTLS is a real-time asset tracking system. It is used on equipment to track where an item is located within a large facility such as this, which is over one million SF. Multiple devices can exist in one room on several pieces of equipment. Connectivity devices are located throughout the facility. This facility is in the process of engaging services with a firm that will be installing and maintaining this system throughout the hospital.

4. Statutory Authority Permitting Other than Full and Open Competition:

(X) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per 41 USC §3304(a)(1) as implemented by FAR 6.302-1;

( ) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by

FAR 6.302-2;

( ) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3;

( ) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4 ( ) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by

FAR 6.302-5;

( ) National Security per 41 USC §3304(a)(6) as implemented by FAR 6.302-6;

( ) Public Interest per 41 USC §3304(a)(7) as implemented by FAR 6.302-7;

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Acquisition ID#: 36C776-24-AP-0817

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the

Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

These items have been standardized throughout the New Orleans VAMC.

Installing a different manufacturers’ systems will create significant duplication in costs for the facility, and the equipment will not function properly with existing systems. The specific impact for not using the brand name items is listed below:

a. Physical Security Access Control System

i. Johnson Controls – CCure9000

ii. Impact: Any other devices and equipment not of the existing manufacturer may not provide correct interface and operability with existing PACS. The PACS is vital for authorized personnel to access key areas to provide direct patient care and safeguard critical operations of the facility. Modifications of the existing without the correct OEM components and service can compromise the integrity of the entire system. Factory trained and authorized service must be located and supported by OEM within a limited travel time to provide emergency service support.

b. Fire alarm system

i. Honeywell - Notifier

ii. Impact: Any other devices and equipment not of the existing manufacturer may not provide correct interface and operability with the existing fire protection system. The fire protection system is critical for safeguarding patients, visitors, staff, and the facility. Modifications of the existing without the correct OEM components and service can compromise the integrity of the entire system. Factory trained and authorized service must be located and supported by OEM within a limited travel time to provide emergency service support.

c. Nurse Call System

i. Ascom

ii. Impact: The Medical Center staff are currently trained in the maintenance and operation of the Rauland system, and spare parts for that system are kept on hand. If other systems are brought into the facility, patient safety will be at risk because the staff may not understand how to respond to multiple systems and another system would potentially cause patient safety issues. Repairs will also be more complicated and take longer.

d. Building Automation System (BAS) – HVAC Controls

i. Johnson Controls - Metasys

ii. Impact: This product, the Johnson Controls Metasys Building

Automation and HVAC Control System, is the only product that allows for a single HVAC control system for the Medical Center. Johnson

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Acquisition ID#: 36C776-24-AP-0817

Controls Metasys control system is the campus-wide building and HVAC control system. An incompatible system may require installation of new “front-end” and remote workstations as well as new software and programming. Additionally, installation of components that match the existing building automation system minimizes maintenance costs and bench stock requirements. It is necessary to match the existing system to ensure there are no interface problems, impacts to patient safety and familiarity of the product to the staff and maintenance personnel. This is the only way to ensure complete compatibility and that the campus will not have two HVAC control system.

e. Temperature Tracking System

i. TempTrac

ii. Impact: An alternate manufacturer would require reprograming and licensing certification of entire facility’s temperature controls system and subsequent retraining of facility staff on operation.

f. Door Hardware - Cores

i. BEST – 1C

ii. Impact: Each manufacturer has their own cylinder design and diameter and their own cylinder pinning rules. The BEST – 1C core system has a 7-Pin uncombinated SFIC which allows for the greatest number of key combinations. Multiple shear lines allow a keying system to have multi-level access. This accommodates the sophisticated keying system of the VA Medical Facility. A different manufacturer would be incompatible with the facilities keying system and not work with existing door hardware. Additionally, installation of components that match the existing door hardware and locksets minimizes maintenance costs and bench stock requirements. It is necessary to match the existing system to ensure there are no problems, impacts to patient safety, and familiarity of the product to the staff and maintenance personnel. It would be extremely cumbersome and expensive to maintain completely separate locking systems.

g. Medical Gas Panel

i. Tri-tech

ii. Impact: The medical gas panel is designed to alert healthcare staff to potential problems or issues with the medical gas supply. A separate gas panel and applicable controls for notification will be installed in this project. The same panel manufacturer would ensure a seamless communication between this new panel and the central notification hub.

h. Real-Time Location System (RTLS) – Asset Tracking

i. Centrak

ii. Impact: Each brand of RTLS has its own GPS software and mapping system. The brands do not cross communicate. Having multiple

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Acquisition ID#: 36C776-24-AP-0817 brands would require multiple systems and would make the RTLS network cumbersome and increase the potential of asset loss.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable:

In accordance with the Competition in Contracting Act (CICA), the components listed above are identified as brand name. The overall procurement will be competed as an unrestricted solicitation. Justification for Other Than Full and Open Competition for required Brand Name products will be posted to Contract Opportunities with the solicitation. General Contractors will have opportunity to compete brand name requirements among authorized retailers, if available.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable:

The Government estimate was prepared by the VA team and confirmed by the Contracting Officer’s Representative (COR). The anticipated price to the Government for the items requested to be brand name is approximately $665,564.

The items for which brand name approval is being requested are subsequent components to the overall construction project. This procurement will be competed and based on competition; the CO will make a determination of fair and reasonable pricing prior to award.

8. Description of the Market Research Conducted and the Results, or a

Statement of the Reasons Market Research Was Not Conducted:

The market research for the equipment was conducted and prepared by the COR and shared with the CO for further review. The CO was in concurrence with information provided in the estimate that supported the brand name items.

Approval of the items as brand name only is critical for the overall efficiency of the completed project and the entire New Orleans VAMC.

9. Any Other Facts Supporting the Use of Other than Full and Open

Competition:

The new components (software and servers) must be able to tie into the existing and operational systems including the use of existing hardware. At this time, there are no competing vendors who have the programming rights to the systems, and products must be fully compatible with the existing systems being used at the New Orleans VAMC.

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

Not applicable. It is the responsibility of the offerors and the general contractor awarded the project to locate suppliers and obtain pricing for all materials and components, including the items listed in this justification.

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Acquisition ID#: 36C776-24-AP-0817

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 will be competition for the overall procurement. It will be the responsibility of the offerors to obtain pricing from the suppliers of the items and to submit a competitive proposal for the project.

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.

Angela McKenzie Smith Date Engineering Chief New Orleans VAMC

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

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

Jennifer Braaten Date Contracting Officer Program Contracting Activity Central

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.

Megan Dohm Date

Supervisory Contracting Officer Program Contracting Activity Central https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPM/VHAPM_Part_806.3.aspx