Sole Source Justification_.pdf

This is a Justification and Approval (J&A) document for a sole source acquisition by the Department of Veterans Affairs.

The Department of Veterans Affairs, Network Contracting Office 8 in Orlando, seeks a full-service maintenance agreement for Canon Aquilion Prime SP 80 imaging equipment located at the Lake Baldwin VA Clinic under the Orlando VA Healthcare System. The contract will be firm and fixed-price with a 12-month base period (6/1/26–5/31/27) and four optional 12-month extension periods through 5/31/31. Canon Medical, the Original Equipment Manufacturer (OEM), is identified as the only responsible source capable of providing the required services, which include OEM preventive maintenance, technical and application support, repairs with OEM parts and labor, recall updates, software updates, telephone support for biomedical engineering, and emergency support within designated contractual hours. The contracting officer determined the anticipated cost to be fair and reasonable based on comparison with previously proposed prices for similar maintenance agreements and historical repair costs. A Notice of Intent to Sole Source was posted on March 12, 2026, with responses due March 23, 2026, and no competing contractors expressed capability to meet the requirements. The sole source authority cited is 41 USC §3304(a)(1)—Only One Responsible Source—as the Canon equipment systems are proprietary, and maintenance must be performed directly by the OEM to maintain integrity and avoid liability from third-party damage. The acquisition was certified and approved by the Contracting Officer and one level above.