SSJ-Weight Based Inventory Mgt System (003).pdf

Part 806.3 Other Than Full and Open Competition (OFOC) Attachment 7: Request for Sole Source Justification Format >SAT

Acquisition Plan Action ID: 36C247-22-AP-2592 (Columbia) & 36C247-22-AP-2600 (Dublin)

Rev: 12 Effective Date: 02/01/22 Page 1 of 4

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For

Other Than Full and Open Competition (>SAT)

1. Contracting Activity: Department of Veterans Affairs, VISN 7, Stations 544 and 577, Columbia VA

Heath Care System, Columbia, South Carolina 29209 & Dublin VA Medical Center, 1826 Veterans Blvd, Dublin, Georgia. Purchase Request #s: 544-22-3-056-0046 and 557-22-2-2443-0037

2. Nature and/or Description of the Action Being Processed: This is a sole source, firm-fixed price procurement for a licensing and storage solution that is a weight-based inventory management supply system that will serve the Columbia and Dublin VA Health Care System and corresponding community based outpatient clinics (CBOC).

This is a new contract to replace an existing inventory management supply system (PYXIS) that is not compliant with VHA Directive 1761 (Supply Chain Inventory Management). The current system prevents required monitoring of supplies in real-time.

3. Description of Supplies/Services Required to Meet the Agency’s Needs: The agency is requesting a new firm-fixed price award for an inventory system that is real-time. The contractor shall provide licensing, installation, and training on the weight-based inventory management system at the following CBOC locations (to include all bins, scales, and accessories):

• COLUMBIA VAMC Locations o WJB Dorn VA Medical Center, 6439 Garners Ferry Road Columbia, South Carolina 29209 o Anderson Community Based Outpatient Clinic (CBOC) 3030 North Highway 81, Anderson, South Carolina 29621 o Florence Community Based Outpatient Clinic (CBOC) 1822 Sally Hill Fams Road, Florence, South Carolina 29501 o Greenville Community Based Outpatient Clinic (CBOC) 41 Park Creek Drive, Greenville, South Carolina 29605 o Orangeburg Community Based Outpatient Clinic (CBOC) 151 Magnolia Village Parkway, Orangeburg, South Carolina 29118 o Spartanburg Community Based Outpatient Clinic (CBOC) 279 North Grove Medical Park Drive, Spartanburg, South Carolina 29303 o Sumter Community Based Outpatient Clinic (CBOC) 407 North Salem Avenue, Sumter, South Carolina 29150

• DUBLIN VAMC Locations o Albany CBOC, Albany Marine Corps Logistics Base 814 Radford Blvd., Building

7000 Albany, GA 31701 o Brunswick CBOC, 1111 Glynco Parkway, Bldg. 2, Suite 200 Brunswick, GA 31525 o Macon CBOC, 5566 Thomaston Road Macon, GA 31220

Effective Date: 02/01/22 Page 2 of 4 o Milledgeville CBOC, A Wing - 1st Floor Pete Wheeler Bldg 2249 Vinson Hwy SE Milledgeville, GA 31061 o Perry CBOC, 2370 S. Houston Lake Road Kathleen, GA 31047 o Tifton VA CBOC 1824 Ridge Avenue North Tifton, GA 31794 o Robins Air Base, Warner Robins, Georgia

Estimated cost: $4,841,418.00 Columbia ($3,365,467.00), Dublin ($1,475,951.00)

Location Period Of Performance Estimated Cost Columbia VAMC 5 July 2022- 4 July 2023 $3,365,467.00

Dublin VAMC 5 July 2022-4 July 2023 $1,475,951.00

4. Statutory Authority Permitting Other than Full and Open Competition:

(X) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per 41 USC §3304(a)(1) as implemented by FAR 6.302-1;

( ) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3;

( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4 ( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by FAR 6.302-5;

( ) (6) National Security per 41 USC §3304(a)(6) as implemented by FAR 6.302-6;

( ) (7) Public Interest per 41 USC §3304(a)(7) as implemented by FAR 6.302-7;

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): The suggested source, PAR Excellence is the original manufacturer of the only real-time weight-based inventory management system. However, they have one Service-Disabled Veteran Owned distributor, SDV Medical, who can provide the system that will meet the Government’s need. The current supply chain inventory management system is non-compliant with VHA Directive 1761. Current systems in place do not permit barcode reading for scanning purposes of inventory management. The facility was cited in the recent inspection for this non-compliant issue.

Market research was conducted with various sources on the market who provide inventory management storage solution/systems; however, the weight-based system is deemed to be the most accurate and ensures compliance with all requirements under VHA Directive 1761. This particular weight-based system is essential to meeting the Governments need for compliance.

Additionally, the facility researched how other VA facilities were able to gain a better inventory tracking system that reduced stock outs and costs and it was noted they transitioned to a weight based inventory management system that automatically tracks the inventory.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: An RFI was posted to Beta.SAM from 5/5/2022 to 5/13/2022 in order to locate potential offerors. The manufacturer was also contacted to confirm their list of authorized

Effective Date: 02/01/22 Page 3 of 4 distributors. Efforts were made to obtain capability from other vendors (Identi Medical and CareFusion Solutions); however, they do not offer a weight-based inventory management system that would meet the needs of the Government.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: Anticipated price will be determined as fair and reasonable based on a comparison of the Independent Government Cost Estimate, previous purchases and historical prices paid.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research was conducted (as described in paragraph 6 above) and based on that research it was determined that only PAR Excellence has a weight-based inventory management system that will meet the Government’s needs and ensure automatic tracking accurately.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: As noted in the suggested source (PAR Excellence) sole source letter, PAR Excellence is the only vendor in North America to have a weight-based inventory management system that is specific for healthcare applications. Further, they are compatible with the required IFCAP, GIP, and VISTA programs. The VA is transitioning to the Defense Medical Logistics Standard Support (DMLSS) in the future and this weight-based system is also compatible with that program as well, thus negating the need to replace the system when the next transition occurs.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: The following vendors were contacted and expressed interest; however, they do not have a weight-based inventory management product that will meet the Government’s need.

- CareFusion Solutions

- Identi Medical

11. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required:

The facility will continue to conduct market research to identify viable sources who can meet the needs of the Government; unfortunately at this present time, the only provider on the market who can provide a weight-based inventory management system is PAR Excellence/SDV Medical.

12. Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and 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.

Mark West Date Logistics Management Specialist WJB Dorn VAMC

Effective Date: 02/01/22 Page 4 of 4

Rejeana Holsey Date Inventory Management Specialist Carl Vinson VA Medical Center, Dublin GA

13. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer or Designee’s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

LaToyer Furbush Date Contracting Officer Ralph H Johnson VA Medical Center, Charleston SC

b. One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition.

Maurice D. Ross Date Division Chief

Network Contracting Office 7

c. VHA RPO HCA Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and recommend approval (if over $75 million) or approve ($750K to $75 million) for other than full and open competition.

Joseph P. Maletta Date Executive Director- RPO East VHA Head of Contracting Activity (HCA) https://dvagov.sharepoint.com/sites/VHAProcurement/VHAPM/VHAPM_Part_806.3.aspx VHADUBHolseR Typewritten Text 6/23/2022