Sole Source BNO Mpls Lifts Redacted FINAL.pdf

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

VHAPM Part 813.106 Page 1 of 3 Original Date: 08/30/17 Revision 02 Eff Date: 03/31/2020

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:____36C263-20-AP-3169__________________

1. Contracting Activity: Department of Veterans Affairs, NCO23, 4801 Veterans Drive, St. Cloud MN

56303-2099. Organizational Activity: US Department of Veterans Affairs, Minneapolis VA Health Care System, One Veterans Drive, Minneapolis MN 55417.

2237 Number: 618-20-3-6040-0033

2. Brief Description of Supplies/ Services required and the intended use/Estimated Amount: To establish a firm fixed price purchase order for the BRAND NAME ONLY procurement of HandiCare (formerly MedCARE) ceiling lifts. Items will be included as part of the construction project number/Contract: 36E77620C0058. This order is for equipment only, no installation.

1. C625 Manual Traverse (Medcare) 64 EA Stock# 323120

2. 4 Point Hanger System 1" 64 EA

Stock#: 400602

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used:

There are currently 300+ HandiCare (formerly MedCare) installations at the Minneapolis VA HCS. To change Vendors at this time will cause compatibility issues for VA Staff that are maintaining the existing lift equipment. Any other Vendors that would continue future project installations cannot provide a 100% interchangeable lift motor with the existing installed infrastructure at the Minneapolis VA HCS, thus limiting our ability to immediately change a lift motor in a patient care area that has malfunctioned. If a motor exchange is required, the entire track infrastructure must be changed to match another vendor’s lift equipment. This would be an extremely invasive process within a patient care environment and disrupt the continuity of patient care, particularly within an intensive care unit. Using other Vendors equipment requires additional staff training to maintain, inspect, test, and repair. Additional parts inventory and spare motors will be required beyond what is currently stocked at the Minneapolis Medical Center. Currently annual lift testing is contracted with the Vendor. Adding a different Vendor would require a testing contract with another Vendor, which adds another level of complexity for the Safe Patient Handling Coordinator to manage. Lastly, several other Vendors require the use of their specific Vendor supplied patient slings and will not accept responsibility for the VA’s use of another manufacturer’s products. This alone would create

VHAPM Part 813.106 Page 2 of 3

Revision 02 Eff Date: 03/31/2020 unnecessary hardship for the VA Laundry Service to launder and SPS Service to stock over 800 additional slings for an additional manufacturer. Most importantly, the possibility of the VA nursing staff using a different manufacturers’ sling on another manufactures’ lift motor would create unnecessary risks to patient safety.

To change Vendors at this time will cause compatibility issues with parts for VA Staff that are maintaining the existing lift equipment. Additional parts inventory increases maintenance costs of VA owned equipment.

This project increases the lift inventory by approximately 22%. This is significant enough of an increase that incompatible pieces of equipment could be mixed between vendors within patient care areas. This becomes a patient safety risk.

Training for maintenance staff will be greatly reduced with a single vendor, due to a system they have previously been trained for.

Down time for motor replacement will be minimized.

The quality of the on-going maintenance support will be greater by a vendor that has extensive history and experience with the medical center campus.

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

Historically, opportunities have been offered to other vendors that can provide patient lift systems, to present their equipment at the Minneapolis VA HCS facility. Each vendor’s system was reviewed by Engineering, Nursing, and Safe Patient Handling for compatibility. Although these vendors could provide a similar product, they would not be able to install a system that is 100% interchangeable with the existing HandiCare (formerly MedCare) lifts. The new system would potentially cause issues with both VA staff and patient safety should lift motor changes be needed. To date the existing system has required lift motor changes approximately four times per month.

An extensive investigation was completed by the Engineering Projects Section and the Minneapolis VA HCS Safe Patient Handling Coordinator regarding the use of a different manufacturer’s sling with the currently installed HandiCare (formerly MedCare) system. While HandiCare (formerly MedCare) has indicated compatibility on their equipment with another manufacturer, some other vendors require the use of their specific vendor supplied patient slings and will not accept responsibility for VA use of another manufacturer’s products. This alone would create unnecessary hardship for the VA Laundry Service to launder and SPS Service to stock over 800 additional slings for a second manufacturer. Additionally, the possibility of the VA nursing staff using a different manufacturers’ sling on another manufactures’ lift motor would create unnecessary risks to patient safety.

The Minneapolis VA has experienced that no matter how carefully supplies are labeled for specific manufacturer’s equipment, mixing similar equipment requiring specific supplies within a Unit ends up being more difficult than anticipated. The possibility of VA’s nursing staff using a different manufacturers’ sling on another manufactures’ lift motor creates questionable levels of patient safety. This fact single-handedly creates doubt if another vendor’s system is truly equal with existing installed equipment.

VHAPM Part 813.106 Page 3 of 3

Revision 02 Eff Date: 03/31/2020

A VIP search of NAICS 339112 yielded 354 matches. Another VIP search using NAICS 339112 and the keyword ‘medcare’ yielded no matches. The manufacturer ‘Handicare’ was contacted regarding potential authorized small business distributors and he stated that they have two SDVOSB authorized small business distributors: however, the NAICS code for this procurement is 339112- Surgical & Medical Instrument Manufacturing. As there is no SBA class waiver for NAICS 339112, and the manufacturer of the product (Handicare) is a large business, the procurement cannot be set aside for SDVOSBs, but rather it will be set aside for Small Businesses to be in compliance with the Non-Manufacturer Rule.

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.

__May 21, 2020__________ Date