Justification and Approval - VSOM - Redacted.pdf

VSOM SAVAHCS CONTROL NUMBER VA-25-00066093

JUSTIFICATION FOR A SOLE SOURCE AWARD

FOR CERTAIN COMMERCIAL ITEMS

1. Contracting Activity: Department of Veterans Affairs Office of Procurement, Acquisition, and Logistics

Technology Acquisition Center 23 Christopher Way Eatontown, NJ 07724

2. Description of Action: The proposed sole source action is for a firm-fixed-price contract for brand name Milestone Systems XProtect software, which is required to operate the existing physical security system, Lighthouse by Network Harbor, Inc.

3. Description of Supplies or Services: The Department of Veterans Affairs (VA) Healthcare Technology Management (HTM) requires the replacement of existing video management software (VMS), application servers, and video storage servers for the current Video Surveillance Operations Manager (VSOM) security program at the Southern Arizona VA Health Care System (SAVAHCS) campus-style hospital

The existing surveillance system, Lighthouse by Network Harbor Inc., is not currently operational due to the VA Office of Information and Technology recently installing software security patches to the network. Lighthouse is the current system of security equipment (servers, monitors, cameras, etc.), and the previous Cisco VMS integrated all the equipment together. However, the security patches have rendered the Cisco VMS incompatible, and now the software is no longer Technical Reference Model approved. As a result, the VA HTM SAVAHCS campus requires new VMS that is interoperable and compatible to connect the cameras, sensors, analytics, and storage servers for all sites within the existing platform. The only VMS that is capable of meeting this requirement while integrating into and working with the existing Lighthouse system and all the currently installed equipment is Milestone’s XProtect software. This security system is used throughout the facility (approximately 573 cameras and associated equipment) and must operate 24/7 without issue, as it has been deemed critical in high alert areas. This replacement software and new server/storage equipment is needed to restore active surveillance capability, as is required by various policies and directives for Police, Pharmacy, Mental Health, Nursing Services, and other related departments. The contractor shall also provide on-site installation and configuration of hardware, software and associated licenses, and related maintenance and support. Technical training will also be provided to ensure all users can properly operate all required aspects of the system.

The brand-name portion of this acquisition is approximately consisting of the Milestone XProtect software, installation and configuration, user training, and 12 months of maintenance/support. There are no option periods or optional tasks.

4. Statutory Authority: The statutory authority permitting other than full and open competition is 41 U.S.C. 1903 as implemented by the Federal Acquisition Regulation (FAR) 13.501, entitled “Special Documentation Requirements”.

5. Rationale Supporting Use of Authority Cited Above: Network Harbor, Inc.

maintains a list of companies that are authorized to sell, install, service and integrate into their Lighthouse platform. While Milestone Systems does not restrict who can purchase and install their software and equipment, or require any type of dealer authorization, Network Harbor’s authorized dealers are the only vendors that can integrate Milestone or other software into the existing Lighthouse platform. These are the only vendors that can provide the required expertise in integrating outside software into the Network Harbor Lighthouse platform, with the requisite knowledge of system architectures, design and development of the system. The recording servers, software and system configuration, custom programming, and ongoing support and maintenance cannot be provided by any vendor other than those authorized by Network Harbor, Inc. Requested hardware, software, on-site programming, and maintenance support can only be provided by an authorized Network Harbor dealer and integrator in order to comply with Network Harbor policies, and provides end users and system integrators with account protection and assurance.

This requirement must utilize Milestone software and servers, as it is the only software and servers fully capable of integrating with the existing physical security system (Lighthouse by Network Harbor, Inc.). No other known software and servers will suffice due to the integration portion of this requirement. Without Milestone software and servers, the SAVAHCS facility will not be able to integrate multiple systems into one workable interface, resulting in multiple platforms requiring their own upgrades and maintenance, as well as the potential need to purchase additional cameras and physical equipment. If different software and servers are used, the VA would need to do a complete replacement of all SAVAHCS surveillance system hardware and components. The existing cameras and monitors are still operational and do not need replacement. If an entirely new system were to be pursued, the anticipated cost would be approximately in additional duplication of cost for the replacement of all cameras. Finally, the continued downtime of the surveillance system is a patient safety and physical security issue, and switching to another vendor would require completely replacing the system, causing additional cost and significant delays estimated to be at least six (6) months.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in the market research section of this document. This effort did not yield any additional sources that can meet the Government’s requirements. Additionally, the proposed action will also be synopsized on the Contracting Opportunities Page in accordance with in accordance with FAR 5.201. A single firm fixed-price contract is proposed via solicitation as a 100% Small Business Set-Aside via Contract Opportunities at www.sam.gov. Any proposals that are received shall be evaluated.

7. Actions to Increase Competition: The Government will continue to conduct market research to ascertain if there are changes in the market place that would enable future actions to be competed.

8. Market Research: The program office subject matter experts conducted market research on similar products from January to March 2025. Specifically, CDW Corporation and Siemens were reviewed, but their VMS products are not interoperable, compatible or authorized with the existing platform currently in place without replacing the entire current infrastructure, to include procurement and reinstallation of all associated hardware as detailed above.

The Technology Acquisition Center (TAC) contracting team also performed market research to determine if competition was available. A search of the AbilityOne Procurement list (https://pl.abilityone.gov/procurement_search/procurement_ product_search.aspx) for “Security Systems Services” was performed, but returned zero results, while a search of “Software” returned only hard drive and storage results. Three

(3) Requests for Information (RFI) were posted in total. Request ID: RFQ1755604 was posted to the General Services Administration (GSA) eBuy Multiple Award Schedule contract vehicle, with only one (1) response received, from Inter-Pacific, Inc. The second RFI, RFI #343061, was posted to the National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP) Government-Wide Acquisition Contract. Two (2) responses were received, from Cynergy Professional Systems, LLC. and Alvarez, LLC. Finally, RFI Notice ID VA2500066093 was posted, unrestricted, to SAM.gov. Six (6) responses were received from: Cahoon & Associates, LLC; GMC TEK, LLC; HurtVet, LLC; Janus Advisory Group, LLC; New Tech Solutions, Inc.; and Siemens Industry, Inc. Amendments to both the GSA and NASA SEWP RFIs were posted informing vendors of the planned solicitation via Contract Opportunities at www.SAM.gov.

Responses from the GSA and NASA SEWP RFIs were sent to the program office technical team and evaluations were provided back to the TAC, with only Janus Advisory Group being deemed qualified. Of the respondents, only Janus is authorized by Network Harbor to integrate the required Milestone XProtect VMS system into the existing Network Harbor Lighthouse security platform. InterPacific, Cahoon, Cynergy, New Tech, Siemens, Alvarez and HurtVet are not authorized by Network Harbor. While Siemens provided an alternative to Network Harbor integration by recommending their own platform, this would require not just the software but a complete replacement of the existing infrastructure.

A total of four (4) Network Harbor authorized re-sellers were identified: Johnson Controls Federal Systems, LLC, Convergint Federal, LLC, DataGarden, Inc., and Janus Advisory Group. Johnson Controls and Convergint Federal are both large businesses, while DataGarden and Janus are small businesses. Milestone Systems does not specify authorized dealers, nor require any special status/requirements for companies to offer their products, and any vendor can work with Milestone to provide the XProtect VMS.

As two (2) small businesses authorized by Network Harbor were identified, and no economically disadvantaged or veteran-owned businesses were identified, this effort will be solicited as a 100% Small Business Set-Aside via Contract Opportunities at www.sam.gov.

9. Other Facts: None

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.

Biomedical Engineer - HTM SAVAHCS

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 anticipated adequate competition from at least two

(2) technically capable vendors.

Contracting Officer

Contracting Officer Certification/Approval

I certify that this justification is accurate and complete to the best of my knowledge and belief.

Contracting Officer

Approval

In my role as the procuring activity Advocate for Competition, based on the foregoing justification, I hereby approve the acquisition of brand name Milestone Systems XProtect software on an other than full and open competition basis pursuant to the authority cited in Section 4 above, subject to availability of funds, and provided that the property and services herein described have otherwise been authorized for acquisition.

Advocate for Competition Technology Acquisition Center Office of Procurement, Acquisition, and Logistics Department of Veterans Affairs