signed J and A PeriOptimization FAR 13 Signed.pdf

DEPARTMENT OF VETERANS AFFAIRS

SOLE SOURCE JUSTIFICATION UNDER SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS IN ACCORDANCE WITH FAR 13.5

Acquisition Plan Action ID: 36C244‐20‐AP‐3975

1. Contracting Activity: Department of Veterans Affairs, VISN 04, Lebanon VA Medical Center, 1700

South Lincoln Ave., Lebanon, PA 17042. Purchase Order (2237) Number 595‐20‐4‐039‐0172

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

The Lebanon VA Medical Center (VAMC) has a requirement for a complex, interactive perioperative Software system for the Operating Room (OR) and Dental Suites. Switchlane Inc., is the sole source vendor For the perioperative software. The perioperative system is a computer program which provides a secure method of scheduling procedures of all types, including surgical and dental procedures as well as visits for Veterans in an operatory setting. Provide the web and database server to host the program which meets all Technical specifications and approvals by the VA. This purchase request is for a new sole source firm fixed price contract, base with four (4) year options.

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

The Lebanon VAMC needs to implement a computer program which provides a secure method of scheduling procedures of all types, including surgical and dental procedures as well as visits for Veterans in an Operatory Setting. The requirement is for the Switchlane Perioperative Optimization Management System. The service provided will be implemented in four phases.

Analysis Phase:

During this phase the Switchlane team will be spending its time working on the following tasks:

Analysis of two‐way data synchronization between VistA and the PeriOptimization system working with (OI&T).

The business analysts will again meet representatives/business users from the Lebanon VA Medical center to understand and document their current processes and configuration needs.

Produce system requirements, mockups and workflows for the new peri‐operative system.

At the end of the analysis phase, the VA will sign off and approve the scope of work.

Pre‐Implementation Phase:

Test two‐way data synchronization between VistA and the PeriOptimization system by integrating with HealthShare. Requirements gathering is confirmed with OI&T.

Implementation Phase:

During the implementation phase, the vendor will be configuring their base platform PeriOptimization system to meet the requirements of the VA.

PeriOptimization System Yearly Enterprise License The estimated cost of the system, base $135,000.00, Four option years $51,000.00 per year, total contract amount $339,000.00.

4. Statutory Authority Permitting Restricted Competition:

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):

Switchlane Inc. is the only responsible source that can provide the Preoperative Optimization Management System. The Lebanon VA has been in search for this specific service for over two years.

They have worked with the Information Technology (IT) department at length, utilizing many man hours in an effort to find a program that will provide the services that they need to have with their OR and Dental Operatory scheduling. The Lebanon facility had purchased a previous system that indicated it would work/integrate with VISTA. That system did not work with VISTA and was discontinued. Other systems were researched and demonstrated at the facility, the Switchlane system was the only system in two years that has shown the ability to meet the Lebanon VA requirements.

The PeriOptimization is proprietary software built by Switchlane, Inc. No other entity is authorized to sell or copy this software unless authorized by Switchlane, Inc. The Lebanon VA has determined Through in‐house demonstrations of other systems Switchlane’s is the only program able to provide for all the scheduling and integration needs of the Lebanon VA. The Switchlane system provides a secure method of scheduling procedures for the OR and Dental department and its software complies with VA workflow, process flow for the entire perioperative spectrum. The Switchlane system can submit Lebanon’s surgery consults request forms. No other programs had effective safety features for time‐outs and special checklists in a comprehensive and integrated manner, and the other programs evaluated were not scalable and not built for enterprise capability. The Switchlanne product is being utilized in the acquisition because it is essential to the Government’s requirements; thereby, precluding consideration of a product manufactured by another company.

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

The Sources Sought was issued July 20, 2020 and closed July 22, 2020. One large business, DSS, Inc.

responded as a manufacturer not quoting the sole source. Also, the Lebanon VAMC had multiple vendors including the respondent present their systems over an eight to nine‐month time frame.

The other systems presented had significantly less features and functionality than the Switchlane software.

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

The anticipated cost to the government is fair and reasonable based on price comparison with the Independent Government Cost Estimate (IGCE) and any similar systems found in the Federal Procurement Database‐ Next Generation (FPDS‐NG).

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

Market Research Was Not Conducted:

A search on the Vendor Information Page (VIP), General Service Administration eLibrary database, National Acquisition Center (NAC), and Strategic Acquisition Center (SAC) resulted in no applicable findings. A search on the Federal Procurement Database‐ Next Generation (FPDS‐NG) resulted in some findings of procurement history for similar perioperative systems. A sources sought was issued on Contract Opportunities dated July 20, 2020 and closed July 22, 2020. The sources sought was issued to determine if there were any Service‐Disabled Veteran Owned Business (SDVOSB), Veteran Owned Small Business (VOSB), Small or Large companies capable of providing the requirement as a dealer or distributor. One large business responded as a manufacturer not quoting the sole source.

The respondent was one of the companies that Lebanon VA had demonstrated their product and their system was found to be less than acceptable and not able to meet the expectations of the peri‐ op process.

The Lebanon VAMC had conducted market research by having different companies demo their perioperative systems. They had worked with IT, OIT, etc. at length, utilizing an extensive amount of duty time and effort to purchase a program that will provide the services they need to satisfy their OR and Dental Operatory Scheduling. They purchased a previous system that indicated it would work with/integrate with VISTA, and unfortunately it did not. Also, it was not safe, therefore they discontinued its use. They have researched a variety of systems (as indicated in section 6), and this is the only system in two years that has shown the ability to satisfy the facilities needs in both performance and capability with the current information technology.

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

None

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

Switchlane, Inc. and DSS, Inc.

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:

For any future procurements of supplies or services, market research will be conducted to determine if any innovations or improvements have been made on any similar systems.

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.

Christine Strohmeyer_ 7/29/2020 Procurement Liaison Date Lebanon 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.

Donna Toliver Contract Officer

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $700K): I certify the justification meets requirements for other than full and open competition.

Andrew Taylor Acting Branch Chief

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