Single Source Justification MPT to SAT.pdf

VHAPG Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under the SAT

Last Updated: 02/01/22 Page 1 of 2

DEPARTMENT OF VETERANS AFFAIRS

Justification for Single Source Awards IAW FAR 13.106-1 For

Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K)

Acquisition Plan Action ID: 36C245-23-AP-1517

1. Contracting Activity: Department of Veterans Affairs, VISN 05, 36C245 - Baltimore VA Medical

Center

2237: 512-23-2-042-0099

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount: ERBE

Vio300D Electrosurgical Units for the VAMHCS surgical suites, GI Suite, and Cardiac Cath Suite.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: The VAMHCS has predominant ownership and use of ERBE-USA surgical instruments, with a mix of owned and rented ERBE-USA related electrosurgical generator equipment.

According the the VA Medical Center’s Standarization Memo, the surgical Team identified variances between ERBE-USA, Valleylab, and Conmed electrosurgical equipment. Final consensus within the Surgical Team was to standardize to ERBE-USA to minimize surgical errors due to minute differences in equipment. Having various brands of equipment require surgeon and nursing pre-procedure familiarization and control checks. “Stop the line” during surgical procedures due to the different equipment has placed patients at risk.

Team review of the ERBE-USA, Conmed and Valleylab electrosurgical units (equipment) and reusable instruments.

i. SPS confirmed zero additional training or equipment/chemicals for ERBE-USA surgical instruments; Valleylab and Conmed did require additional chemicals with cleaning methods, and maintenance.

1. SPS concurred the ERBE-USA instrumentation associated with the ERBE-USA equipment was easier to clean, inspect, and maintain.

ii. Surgical Team identified variances between ERBE-USA, Valleylab, and Conmed electrosurgical equipment. Final consensus within the Surgical Team was to standardize to ERBE-USA to minimize surgical errors due to minute differences in equipment.

2. Similar foot controls, however; ERBE-USA is larger. Easier for surgeon to “feel” foot placement, accommodates surgeons with large feet (> size men 10.5 and wide shoe size).

iii. Nursing reviewed equipment panel (visual) display, accessibility, and ease of use between ERBE-USA, Valleylab, and Conmed electrosurgical equipment. Final consensus within the Nursing Team was to standardize to ERBE-USA.

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VHAPG Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under the SAT

Last Updated: 02/01/22 Page 2 of 2

3. Conmed and ERBE-USA have similar panels; however, in high light environment, the ERBE USA was easier to visually see and adjust during surgical procedures. Valleylab was difficult to adjust and confirm during procedures and usually utilized a second Nurse to perform the task or confirm.

The electrosurgical units are used during surgical procedures. Surgery can mean life and death, therefore, the continued use of the brand name ERBE is critical.

4. Description of market research conducted and results or statement why it was not conducted:

Since the requirement is brand name only, an email was sent directly to the manufacturer requesting an authorized list of distributors that can provide the electrosurgical units required. Ms.

Susan Tinkle, Sr. Manager of Customer Service for ERBE responded by stating that ProAim Americas is the only authorized distributor for the units.

A standardization memo was submitted with the requirement from Carrie Parons-Dobney stating why the units should be brand name and can be located in the official contract file.

Additional market research was performed by conducting an internet search on the electrosurgical units, querying the units on GSA Advantage (all components required are not offered), performing a search on SAM.gov for SDVOSBs and VOSBs and researching vendors thru the SBA’s DSBS tool.

5. Contracting Officer's Certification: Purchase is approved in accordance with FAR13.106-1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Allison R. Lewis Date Supervisory Contract Specialist https://acquisition.gov/far/current/html/Subpart%2013_1.html#wp1125466