SSJ - Freezerworks_JA_06-23-23 signed.pdf

Sole Source Justification Checklist Template_NOVEMBER_22_2019

SOLE SOURCE JUSTIFICATION

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

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

2. This requirement will be accomplished via: a new Firm-Fixed Price Purchase

Order using OIT Funds.

3. Description of Supplies or Services.

[X] Supplies

Item name:

CLIN 0001: Freezerworks 2022 Ascent Edition Server Part #22AN-CS CLIN 0002: Ascent Standard Named User-10 Part #UAS-10

Quantity being procured:

CLIN 0001: 1 EA; Estimated Unit Cost: $49,125.00 CLIN 0002: 1 LO; Estimated Unit Cost: $7,500.00

Estimated total price (Supplies): $56,625.00

[X] Services Customer Care Program-Ascent Server CLIN 1001: Option 1 Customer Care Program-Ascent Server; 1 LO; Unit Price:

$12,075.00 CLIN 2001: Option 2 Customer Care Program-Ascent Server; 1 LO: Unit Price:

$12,679.00 CLIN 3001: Option 3 Customer Care Program-Ascent Server; 1 LO; Unit Price:

$13,313.00 CLIN 4001: Option 4 Customer Care Program-Ascent Server; 1 LO; Unit Price:

$13,979.00

Estimated total price (Services): $52,046.00

Estimated total price (including all options): $108,671.00

Other Information:

This is a combination of the initial supplies with 4 option years service/customer care program agreement. The first year of the service/customer care program is included at no additional cost with the initial purchase of the supplies. Initial supply cost is $56,625.00 and the service plan cost for all option years is $52,046.00 for an overall total of $108,671.00.

Freezerworks Inventory Control Software (CSP Little Rock) VA-23-00048153

4. Authority Cited.

[X] FAR 13.106-1(b)(1)

For purchases not exceeding the simplified acquisition threshold. Contracting officers may solicit from one source if the contracting officer determines that the circumstances of the contract action deem only one source reasonably available.

5. Reason for Authority Cited.

The proposed source for this action is Dataworks Development, Inc, 6608 216th St SW #100th, Mountlake Terrace, WA 98043.

[X] Explain need for brand name:

Freezerworks software is a Laboratory Information Management System (LIMS).

It is a one-time, stand-alone software purchase with optional yearly customer care services. Freezerworks is designed to track sample storage, real-time monitoring of sample retrieval and aliquoting, and record keeping of ancillary laboratory consumables stored in freezers, refrigerators and ultra-low -80C freezers. Distinguishing Freezerworks from other software used for tracking freezer contents, it can be configured to track much more. With Freezerworks, the VA lab will be able to track all laboratory items such as: shelved lab supply inventories (kits/solutions with expiration dates and nonperishable supplies), paperwork such as yearly service agreements with renewal dates, yearly equipment Preventative Maintenance (PM) schedules, laboratory chemical inventory, educational laboratory training certificates, and laboratory Standard Operating Procedures (SOPs) and Job Aides (JAs).

Freezerworks software is an approved VA software system and is currently used by the Boston Biorepository and Albuquerque Coordinating Center. The VA’s utilization of the software would provide continuity between laboratories.

Other benefits shared by laboratories that already have the Freezerworks software up and running:

• Configurability – Freezerworks provides and easy to use interface to allow for complete configurability of the software without the need for experience in the field of software programming

• Security – Freezerworks is hosted within you’re the VA’s network, so data is owned by the VA. The company has no access to laboratory data and there is no external access to data unless allowed by local IT team

• Visual Freezers – Freezerworks provide a visual representation of storage units with capacity analysis and auto-assigning of aliquots positions

[X] Explain exclusive licensing agreements:

Dataworks Development, Inc. is the author, exclusive owner, and sole provider of all Freezerworks® laboratory database products. This software is manufactured and distributed exclusively by Dataworks Development, Inc. Maintenance services for Freezerworks® products must be purchased directly from Dataworks.

6. Efforts to Obtain Competition.

There is only one responsible source for this item. Efforts made to locate additional sources are described under the “Market Research” paragraph of this document. There is no competition anticipated for this acquisition. Procurement data does not include any unnecessary requirements that may inhibit competition.

7. Actions to Increase Competition.

The Government will continue to conduct market research to learn if there are changes in the marketplace that would enable future actions to be competed.

8. Market Research.

VA technical personnel conducted market research during June 2022, which consisted of a review of similar software for Laboratory Information Management Systems listed in the VA TRM: Flow Jo (developed for Flow Cytometry, Pathology & Lab Medicine Services), Aperio ImageScope (slide viewing software for Pathologists), TapeStation (Agilent Technologies software for running electrophoresis 4150 sytems to determine DNA and RNA integrity scores), Lab Track LIMS (developed for tracking experiments in the lab not storage of biorepository specimens) and STARLIMS (another electronic laboratory notebook and instrumentation controlling software). Freezeworks provides unique qualifications including an IQ/OQ Validation Package, consulting in validation planning and strategies, management of requests for Aliquots from internal and external customers, SQL views of data, LDAP Authentication, and managing samples for pooled tests. It was determined that no other software could meet the needs of the Pharmacogenomics Analysis Laboratory, Cooperative Studies Program (CSP), Little Rock VAMC for biorepository, reagents, chemicals and instrumentation inventory tracking based on the results of the market research.

The VA conducted additional market research in March 2023 by using the NASA SEWP Provider Lookup Tool. This search determined none of the NASA SEWP V GWAC holders were capable of meeting the full requirement.

Finally, a Request for Information (RFI) was issued via the Contract Opportunities site under SAM.gov during May 2023. Prime contractors under

Transformation Twenty-One Total Technology Next Generation suite of contracts (T4NG) were also notified of the RFI on SAM.gov. On May 26, 2023, this RFI closed with no formal responses received. Dataworks Development, Inc, did respond to the RFI informally confirming their interest in the acquisition.

9. Interested Sources.

No other source has expressed written interest in supplying this item.

The request for quotations covering this acquisition will be synopsized under the Contracting Opportunities site on SAM.gov and any quotes received shall be evaluated.

10. Technical and Requirements 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.

Preparer

Name: Annjanette Stone Title: Acting Laboratory Director, Pharmacogenomics Analysis Laboratory, CAVHS

Signature: _________________________________

11. Determination of Fair and Reasonable Price. I hereby determine that the anticipated price to the Government for this contract action will be fair and reasonable based on (insert the methods that will be used to determine a fair and reasonable price).

Name: Jessica Bieberbach Date:

Title: Procuring Contracting Officer

Signature: _________________________________

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

Name: Jessica Bieberbach Date:

Title: Procuring Contracting Officer

Signature: ___________________________

ANNJANETTE

STONE

Digitally signed by ANNJANETTE

STONE

Date: 2023.06.23 09:08:08 -05'00'

JESSICA

BIEBERBACH

Digitally signed by JESSICA

BIEBERBACH

Date: 2023.06.23 11:34:44 -05'00'

JESSICA

BIEBERBACH

Digitally signed by JESSICA

BIEBERBACH

Date: 2023.06.23 11:34:56 -05'00'