Simplified Acquisition Sole Source Justification (FAR 13.5) - Redacted.docx

JUSTIFICATION REVIEW DOCUMENT FOR COMMERCIAL ITEMS

FAR PART 13 SIMPLIFIED ACQUISITION JUSTIFICATION AND APPROVAL FOR OTHER THAN

FULL AND OPEN COMPETITION

Programs/Equipment: The [Redacted] requires the acquisition of the Evident Scientific SLIDEVIEW VS200 slide scanner.

Authority:

41 U.S.C. 1901(e)(2), implemented by FAR 13.501(a) -- Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements.

Amount: $ 313,315.50

Reviews: I have reviewed this justification and find it adequate to support other than full and open competition.

Program Manager:

Control No: JA-24-Adel-747 Contractor: Evident Scientific, Inc.

Supply: Slideview VS200 Slide Scanner

FAR PART 13 SIMPLIFIED ACQUISITION JUSTIFICATION AND APPROVAL FOR OTHER THAN

FULL AND OPEN COMPETITION

1. Contracting Activity: Adelphi Contracting Division, Army Contracting Command- Aberdeen Proving Ground (ACC-APG), 2800 Powder Mill Road, Adelphi, Maryland, 20783-1138

2. Description of Action: [Redacted] requests a Firm-Fixed Price (FFP) contract with Evident Scientific, Inc. 48 Woerd Avenue Waltham MA, 02453. The Government projects award for September 2024 and Fiscal Year (FY) 2024, OSD R&E customer funds will be used.

X An acquisition plan is not required because this procurement either does not meet the threshold at Defense Federal Acquisition Regulation Supplement 207.103(d)(i) or is an R&D acquisition and does not meet the definition of services in 10 U.S.C. 2330(c)(2).

3. Description of Supplies/Services:

The SLIDEVIEW VS200 research slide scanner is an automatic digital imaging system designed for capturing high-resolution images of biological specimens mounted on slides. It is equipped with high-performance objectives, quality lenses and a sophisticated light source to illuminate the specimen and capture detailed images at magnifications up to 100x. While traditional microscopes require manual focus and manipulation of different fields of views to take whole slide images, the VS200 automates these processes. The motorized stage moves slides precisely and systematically, enabling automated batch scanning of up to six slides in succession before moving to the next slide tray. This automation significantly reduces the time required to image large sets of slides.

Delivery Date: 30 December 2024 Total Value: [Redacted]

4. Authority Cited:

41 U.S.C. 1901(e)(2), implemented by FAR 13.501(a) -- Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements.

5. Reason for Authority Cited:

A VS200 from Evident was used at a collaborative institute to successfully collect over 3,000 slide images for an ongoing project. The performance and execution of this project has been moved [Redacted]. A VS200 is needed for continuity of data collection as this is a continuing project requiring data comparison and file compatibility to that collected with the VS200 at the collaborating institute. The VS200 integrates seamlessly with our existing image databases and analysis software. To continue the work, it is essential to have the VS200 in-house. Switching to a different scanner would disrupt data continuity and impact compatibility between data sets. In addition, different equipment would typically involve a steep learning curve, which can significantly disrupt workflow efficiency and delay progress and milestone completion. The VS200 features intuitive and user-friendly software that our team is already experienced in operating. Not acquiring the VS200 slide scanner and opting to contract an external company for scanning services would result in financial drawbacks. Other scanner models were evaluated including 3DHISTECH P250, Keyence BZX800 Slide Scanning Microscope, and Leica Aperio VERSA. The 3D HISTECH P250 costs more, does not include the correct lasers wavelengths needed for continuing data capture, does not include the necessary objectives, and is not compatible with scientific volume image (VSI) files. The Keyence BZX800 does not meet the required throughput i.e. scanning and processing capabilities and does not have VSI file compatibility. The Leica Aperio VERSA does not meet the slide throughput requirement and would require an additional autoloader. It also does not have VSI file compatibility. The ongoing costs associated with outsourcing slide scanning quickly add up and exceed the cost of purchasing the equipment outright. Turnaround times for contracted scanning services are dependent on availability and schedule of the provider which can lead to extended project times and significantly increase overall cost. The lead time delay for collecting and shipping slides, vendor processing and scanning, and return of data are estimated to double the time it would take if scans were completed in house (i.e. 1,000 slides scanned in house within a month would take a minimum of two months for shipping, processing, and return of data from the vendor).

6. Efforts to Obtain Competition: In an effort to promote competition in accordance with FAR 5.201, the Government posted a synopsis detailing the requirement at www.sam.gov on August 07, 2024 – August 13, 2024 under solicitation number W911QX24Q0275, of the Government’s intent to sole source with a statement that all capable sources will be considered. No responses to the synopsis were received at the time of closing.

7. Actions to Increase Competition: At the current time, we are not seeking competition. We will continue to evaluate and survey the market as new equipment becomes available that may offer the capability and compatibility that is required.

8. Market Research:

Market research involving discussions with vendors and subject matter experts within the Government was conducted between November 2023 and May 2024 by [Redacted] At the Society for Neuroscience 2023 meeting, the above listed were able to meet with multiple vendors such as 3DHISTECH Ltd, Keyence Corporation, and Leica Geosystems and get hands on demonstrations with their equipment and digital pathology scanners. We closely examined factors such as scanning speed, user interface and overall robustness. Among the options evaluated, 3DHISTECH Ltd met the criterion of being able to scan more than 150 slides which is crucial to our operations. However, despite its robustness, it was not cost efficient to outfit their slide scanner to meet the wavelengths and objectives that were already inherent in the Evident VS200. None of the vendors/equipment provided user interfaces matching the ease of use of the VS200. Replication of image capture conditions and file format compatibility for comparison and utilization of previously collected VS200 images for continuity of data integrity of the ongoing funded project was also not possible with other vendors.

9. Interested Sources:

To date, no other sources have written to express interest in the acquisition. However, as required by FAR 5.201, should any other proposals be received, they shall be forwarded to the approving official for consideration.

10. Other Facts: No prior procurement history. VS200 data was collected from a collaborative institute on their equipment. The performance of this ongoing project has been moved to ARL and as such a VS200 is needed to continue progress for data continuity and compatibility.

a. Procurement History: N/A

11. Technical Certification: I certify 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.

Signer’s Title: Research Biologist

12. Requirements Certification: I certify 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.

Signer’s Title: Research Biologist

13. Fair and Reasonable Cost Determination: I hereby determine that the anticipated cost or price to the Government for this contract action will be fair and reasonable.

This determination will be made using the following:

__ Cost analysis __ Price analysis __ Should-cost

_X_ IGE

__ Audit:

__ Other:

As a part of this basis, certified cost or pricing data:

__ will be required.

_X_ will not be required and the following exception applies (FAR 15.403):

__ Prices that will be agreed upon are based on adequate price competition.

__ Prices that will be agreed upon are based on prices set by law or regulation.

_X_ A commercial item is being acquired.

__ A waiver has been granted by the head of the contracting activity (HCA) in accordance with DFARS PGI 215.403-1.

__ The contract action is a modification to a contract or subcontract for commercial item(s).

__ The estimated cost of the contract action is less than the threshold for certified cost or pricing data.

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

Approval Based on the foregoing justification, I hereby approve the procurement of One (1) each Evident Scientific Slideview VS200 Slide Scanner, for an estimate of [Redacted] on an other than full and open competition basis pursuant to the authority of 41 U.S.C. 1901(e)(2), subject to availability of funds, and provided that the services or supplies herein described have otherwise been authorized for acquisition.

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