Spacelabs JA - FINAL Redacted.pdf

Spacelabs Telemetry Software Maintenance VA-26-00016206

JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION

1. Contracting Activity: Department of Veterans Affairs (VA)

Office of Procurement, Acquisition, and Logistics Technology Acquisition Center 23 Christopher Way Eatontown, NJ 07724

2. Description of Action: This proposed action is for a sole-source firm-fixed price (FFP) contract for brand name Spacelabs Healthcare, LLC (SpaceLabs), Intesys Clinical Suite (ICS) software maintenance directly awarded to the Original Software Developer, SpaceLabs Healthcare, LLC, located at 35301 SE Center Street, Snoqualmie, WA 98065.

3. Description of the Supplies or Services: The Richard L. Roudebush VA Medical Center has a requirement for renewal Spacelabs ICS software maintenance. The proposed action is to provide continued technical and remote support for the Spacelabs ICS software currently installed on the Richard L. Roudebush VA Medical Center’s Telemetry system. The contractor shall provide maintenance for all 353 software licenses currently installed on VA’s hardwire (305 licenses) and mobile telemetry (48 licenses) units under this architecture established by the Original Equipment Manufacturer and Medical Facility. The contractor shall also provide any and all updates and upgrades for Spacelabs ICS software licenses. No new hardware or software will be procured as a result of this action. This action is for software maintenance only. The period of performance shall include a base period of 12 months with four (4) 12-month option periods, if exercised.

4. Authority: The statutory authority permitting other than full and open competition is 41 U.S.C. 3304(a)(1) as implemented by the Federal Acquisition Regulation (FAR) 6.103-1 entitled “Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements.”

5. Rationale Supporting Use of Authority Cited Above: Based on extensive market research, as described in section 8 of this document, it was determined that only SpaceLabs can provide the software maintenance support to meet the Government’s requirements.

In fiscal year 2018, through a competitive, open market procurement, VA obtained a new telemetry system comprised of the brand name Spacelab components and licenses. This system has remained the unaltered and has been routinely maintained by Spacelabs since its inception. The current Richard L. Roudebush VA Medical Center Telemetry system is built on Spacelabs proprietary technology and code, which includes hardware and software. Any other software maintenance would be unable to support the currently fielded brand name Spacelabs ICS perpetual software licenses as no other vendor has access to the proprietary source code necessary to provide software maintenance such as pushes, patches, root cause analysis and remote incident responses, of the Spacelabs ICS software licenses nor be seamlessly interoperable with current Spacelabs environment. Using an alternative brand software with the current system would cause undue and unnecessary risk to the integrity of the data being transmitted. This can cause misleading or incorrect readings of critical health data to be shared, which is used in the acute and long-term care of Veterans. Further, any responsible source would require access to the proprietary source code in order to maintain the system.

Specifically, the only provider who currently can support, troubleshoot, and resolve Spacelabs software issues is Spacelabs Healthcare.

If any other vendor’s software maintenance was procured, the entirety of the Spacelabs infrastructure would need to be replaced with an alternative brand. This would include a complete replacement of all hardware and software. The software inventory includes ownership of 353 Spacelabs ICS software licenses that support the current Telemetry environment, for which maintenance support is being sought. If the system were replaced, the current system would still need to run and be maintained while the new system was being procured and eventually deployed. VA estimates that these duplicative costs would exceed well over $9M, based on historical data for like efforts to procure, deploy and maintain both environments. VA would be unable to recuperate these costs based on competition.

Finaly, if the required Spacelabs ICS software maintenance is not procured, that would result in loss of troubleshooting any software issues for the current Spacelabs ICS software licenses. Without this required maintenance, the Richard L.

Roudebush VA Medical Center would not be able to monitor patients’ vitals, thereby introducing intolerable risk of harm to Veteran’s health as well as potential loss of lives and impacting the capability of VA to fulfil mission requirements. As such, VA must renew the required brand name maintenance as proposed.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in the market research section of this document. This effort did not yield any additional sources that can meet the Government’s requirements. There is no competition anticipated for this acquisition. Additionally, the proposed action will be synopsized on the Federal Business Opportunities Page in accordance with FAR 5.201. Any proposals that are received shall be evaluated.

7. Actions to Increase Competition: The Government will continue to conduct market research to ascertain if there are changes in the marketplace that would enable future actions to be competed. In addition, VA networking Subject Matter Experts regularly review industry trade publications and conduct internet research to ascertain if any other brand name software licenses and maintenance support packages are available.

8. Market Research: The Government's technical experts conducted market research in October 2025 by reviewing other similar Telemetry software products to ascertain if these items could meet VA's requirements. Specifically, the Government’s technical experts conducted web-based research and discovered that while other telemetry software from alternative manufacturers such as Phillips IntelliVue Patient Monitoring and General Electric Carescape Patient Monitoring System exist, those products do not meet VA’s requirements because they are full systems with hardware and software.

Only Spacelabs has access to the proprietary database specific to the requirement to be interoperable with the current VA Telemetry environment; if one of those other systems were used, the full telemetry system would need to be replaced. Therefore, there is no other software or maintenance support available in the marketplace that can meet this requirement. Based on these market research efforts, the Government’s technical experts have determined that only the aforementioned brand name Spacelabs ICS software maintenance support can meet all of VA’s needs.

Additionally, in November 2025, the Contract Specialist contacted Spacelabs to verify if there were additional Government distribution channels for the required software maintenance. Spacelabs responded with an email dated November 26, 2025 confirming that no other contractor can currently provide the required brand name Spacelabs ICS software maintenance and that it does not partner with other firms. Based on this market research, it was determined that there are no other vendors that would be capable of providing the Government with the required Spacelabs ICS software maintenance support. As a result, this effort will be solicited as a sole source to SpaceLabs directly.

9. Other Facts: None.

10. Technical/Requirements Certification I certify that the supporting data under my cognizance, which are included in this justification, are accurate and complete to the best of my knowledge and belief.

11. Fair and Reasonable Cost Determination I hereby determine that the anticipated price to the Government for this contract action will be fair and reasonable based on analysis of the proposal against the Independent Cost Estimate and historical prices paid for the same or similar services.

12. Contracting Officer Certification/Approval I certify that this justification is accurate and complete to the best of my knowledge and belief. This contract action exceeds the simplified acquisition threshold, but does not exceed $900,000, therefore, the certification required by FAR 6.104(a)(12) serves as the Contracting Officer’s approval.