Sole_Source_Justification_eVideon_Annual_Subscription_Redacted_FBO.pdf

FAR Subpart 13.5 Sole Source Justification and Approval

Control No: Hood-2018-9

Contractor: Optimal Solutions INC.

Program/Equipment:

JUSTIFICATION REVIEW DOCUMENT

FAR SUBPART 13.5 SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL

ITEMS-SOLE SOURCE JUSTIFICATION AND APPROVAL

Program/Equipment: Carl R Darnall Army Medical Hospital, eVideon Annual Subscription

Authority: Simplified Procedures for Certain Commercial Items, 41 U.S.C. as implemented by FAR Subpart 13.5.

Amount: $86,940.00 for the base year / $434,700.00 including options.

Prepared by:

Contracting Officer:

Technical Requirements:

FOR OFFICIAL USE ONLY

Control No:Hood-2018-9

Contractor: Optimal Solutions INC.

Program/Equipment:

FAR Subpart 13.5 Simplified Procedures for Certain Commercial Items - Sole Source Justification and Approval

1. Contracting Activity: Fort Hood - M/CC, Bldg., 36000, Dama/I Loop, Fort Hood, TX 76544

2. Description of Action: Carl R Dama/I Army Medical Hospital, requests a firm-fixed price contract with Optimal Solutions, Inc. The Government projects award for August 2018 and fiscal year 2018, Operations and Maintenance, funds will be used.

An acquisition plan is not required because this procurement does not meet the threshold at Defense Federal Acquisition Regulation Supplement 207.103(d)(i)(8).

3. Description of Supplies/Services:

a. The total estimated dollar value of the proposed action is $86,940.00, however, the total cost, base year plus 4 option years (5 years total) totals to $434,700.00.

b. The item needed is: Four option years for service level agreement for eVideon (252 ea.) Annual Subscription for maintenance and support, phone and email support, software updates, 24 hour after hours emergence phone, remote access support medical homes (off site licenses) for Darnall interactive Patient Care System.

c. eVideon is the platform/network in which the cable television signal is transported throughout the hospital. When the hospital was built, ITV/eVideon was the selected platform in which the cable signal was to travel though to provide cable throughout the hospital to the patient rooms and other locations.

d. Proposed vendor: Optimal Solutions, Inc. 1055 Gezon Parkway, SW, Grand Rapids, Ml 49509

e. Period of Performance: 15 SEP 2018 - 16 SEP 2019 and option years 15 SEP 2019 -16

SEP 2023.

For Actions with Options*:

Base Period: 15 SEP 18 to 16 SEP 19 Option Period 1: 15 SEP 19 to 16 SEP 20 Option Period 2: 15 SEP 20 to 16 SEP 21 Option Period 3: 15 SEP 21 to 16 SEP 22 Option Period 4: 15 SEP 22 to 16 SEP 23

Version - March 2017 FOR OFFICIAL USE ONLY

Value: $ 86,940.00 Value: $ 86,940.00 Value: $ 86,940.00 Value: $ 86,940.00 Value: $ 86,940.00 Total: $434,700.00

Control No:Hood-2018-9

Contractor: Optimal Solutions INC.

Program/Equipment:

4. Authority Cited: Simplified Procedures for Certain Commercial Items, 41 U.S.C. 1901 (or 41 U.S.C. 1903 for Special Emergency Procurement) as implemented by FAR Subpart 13.5: Exclusive licensing agreements

5. Reason for Authority Cited:

(a) Address why the proposed acquisition MUST be accomplished through a sole source solution, and why the authority in paragraph 4 applies.

• eVideon is a product of Optimal Solutions, Inc. All development and support of the eVideon platform is proprietary to Optimal Solutions, Inc. There are no other 3rd party entities that can provide the product, software update and support other than Optimal Solutions.

• Television services and training videos will not be provided to patient and non patient areas of Carl R. Darnall Army Medical Center (CRDAMC). Not having television service will have a negative impact on patient satisfaction and also require increase in staff to provide training throughout all areas of CRADMC

• Without ITV/eVideon cable service, cable service will not be sent throughout the hospital to the patient rooms which could affect the hospital overall customer satisfaction and lower the customer satisfaction score due to the loss of cable. eVideon is needed to continue receiving and retransmitting cable service. In addition, patient's ability to view educational content on TVs and monitors assist patients with comfort and eases the burden of their stay within the hospital or awaiting medical appointments.

• Without TV service in CRDAMC, there is a potential for an increase of patient complaints. Patient complaints impact CRDAMC's reimbursement for services rendered. An attempt was made to provide historical dollar figures, but no information was provided back to /MDC. It is estimated the loss to CRDAMC would be significant (excess of $300K/yr)

(b) Alternatives: Decommission the ITV system and install cablelsplitterslsignal boosters throughout CRDAMC. Decommissioning is not feasible at this time due to the timeline for install and no previous budget request was made for this effort.

Estimated cost for installing a replacement infrastructure is believed to be in excess of $200k. Another option would be to have no service-maintenance contract and pay for repairs as they occur. This is not a best practice because UFRs are not always guaranteed to be available. Also the time to get a repair contract executed can exceed 30 days.

Version - March 2017 FOR OFFICIAL USE ONLY

FAR Subpart 13. 5 Sole Source Justification and Approval

(c) The ITV system was delivered as part of the CRDAMC Replacement MIL CON project. The system in its entirety is the cable equivalent infrastructure plus other audio/video delivering capabilities. The Health Facility Planning Agency (HFPA) had this requirement added to the project requirement.

(d) The ITV system's hardware is at least four (4) years old and has been operating

24ll since implemented. There is a higher risk of failure. Ensuring adequate maintenance coverage prior to any failures would be highly desireable.

6. Efforts to Obtain Competition: There are no other 3rd party entities that can provide the product, software update and support other than Optimal Solutions. To consider the potential for competition, this requirement was posted on Fed Biz Opps, no other vendors responded for consideration to fulfill this requirement.

7. Actions to Increase Competition: Not required due to exclusive license agreements owned by Optimal Solutions. eVideon is a product of Optimal Solutions, Inc. All development and support of the eVideon platform is proprietary to Optimal Solutions, Inc.

There are no other 3rd party entities that can provide the product, software update and support other than Optimal Solutions.

8. Market Research: No other source can satisfy this requirement. Market research as required by FAR 10.001 (a) (3) (i) determination is not possible due to exclusive license agreement of eVideon software by Optimal Solutions.

9. Interested Sources: Optimal Solutions, Inc.

10. Other Facts:

a. Procurement History: This is a new requirement.

11. Technical and Requirement 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. Requirements Certification:!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.

Version - March 2017 FOR OFFICIAL USE ONLY

Control No: Hood-2018-9

Contractor: Optimal Solutions INC.

Program/Equipment:

FAR Subpart 13. 5 Sole Source Justification and Approval

13. Fair and Reasonable Cost Determination: The final price to the Government for this contract action will be fair and reasonable.

This determination will be made using price analysis:

Contractor is providing a 5% discount off commercial listing.

As a part of this basis, certified cost or pricing data is not required because the item and/or services being acquired are considered commercial.

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

Date: 24 AUG 18 Typed Name: Wolf G Jouett Title: Contracting Officer

Signature:

Version - March 2017 FOR OFFICIAL USE ONLY

Control No: Hood-2018-9

Contractor: Optimal Solutions INC.

Program/Equipment: