VA-26-00006111 JA - Redacted.pdf

CONTROL NUMBER VA-26-00006111

LIMITED-SOURCES 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. Description of Action: The proposed action is for a firm-fixed price, Sole Source Delivery Order to be issued under the terms and conditions of General Services Administration (GSA) Multiple Award Schedule (MAS) GS-07-187GA to Government Marketing and Procurement, LLC located at 13350 Ranch Road 12 Wimberly, TX 78676-5075 for the procurement and renewal of brand name QGenda Schedule Automation FR and QGenda On-Call FR licenses, maintenance, and support.

3. Description of the Supplies or Services: VA Veterans Health Administration (VHA), Central Virginia Health Care System (CVHCS) has a requirement to renew existing Software-as-a-Service (SaaS) subscription for brand name QGenda Schedule Automation FR software licenses and maintenance support, brand name QGenda On- Call FR term license and maintenance and support, and the procurement/activation of 11 new brand name QGenda Schedule Automation FR software licenses with maintenance and support. Specifically, VA seeks to renew 226 QGenda Schedule Automation FR term licenses with software maintenance and support, 140 QGenda On- Call FR term licenses with maintenance and support, and the activation of 11 new QGenda On-Call FR term licenses with maintenance and support for multiple VA CVHCS locations. VA seeks renewal of the QGenda Schedule Automation FR and QGenda On-Call FR software licenses and software maintenance and support as the deployed brand name solution that is part of its larger, overarching scheduling system.

VA utilizes QGenda Schedule Automaton FR Term licenses and On-Call FR licenses to provide VA with automated notifications for significant provider changes, prompt operational adjustments due to cancellations, and for clinician planning capability and scheduling foresight while accommodating monthly, quarterly, and annual planning timeframes. The QGenda On-Call FR and Schedule Automation software provides comprehensive accessibility and seamless integration with existing CVHCS network infrastructure so as to provide online access to schedules, online requests, shift trades, work summaries, and productivity. The brand name QGenda Schedule Automation FR Term licenses and QGenda On-Call FR Term licenses permit web-based messaging over pager networks and interface with third-party communication systems used throughout the VA.

The contractor shall provide software maintenance and support for brand name QGenda Schedule Automation FR and QGenda On-Call FR software that includes new release updates, new release support fixes, security alerts, critical patch updates, upgrade scripts, and technology releases. Technical support and troubleshooting shall be available 24 hours per day, 7 days per week, 365 days per year. The contractor shall maintain VA Authority to Operate (ATO) and Federal Risk and Authorization

QGenda On-Call and Advanced Scheduling Services CONTROL NUMBER VA-26-00006111

Management Program (FedRAMP) certification throughout the period of performance (PoP).

The base period of performance shall be one 12-month base period with one 12-month option period, if exercised. The estimated base year value of this procurement is

The total estimated value of this procurement is , if the option period is exercised.

4. Authority: This acquisition is conducted under the authority of the Multiple Award Schedule Program. The specific authority providing for a limited source award is found in United States Code (USC) 41 USC 3304(a)(1) “Use of Noncompetitive procedures (1) the property or services needed by the executive agency are available from only one source and no other type of property or services will satisfy the needs of the executive agency”.

5. Rationale Supporting Use of Authority Cited Above: Based on market research, as detailed in Section 8 of this justification, there is no expectation of competition, limited or otherwise, available for this brand name requirement.

In fiscal year 2018, VA first deployed the existing brand name QGenda platform and has maintained the solution since that time. Since that time, CVHCS has developed custom reports, processes, and systems that rely on the brand name QGenda platform.

Additionally, VA has worked to integrate the brand name QGenda platform with several existing VA systems. Based on VA’s market research, there are no other brand name solutions that can provide, out of the box, all of the functional and technical requirements currently provided by the required brand name QGenda software being renewed under this effort. The unique brand name QGenda functional requirements/capabilities that are inherent to this solution are critical in providing timely care. For example, QGenda is inherently an “on-call” software that allows for capabilities such as intuitive shift-swapping and the capability to direct calls, messages, or alerts to the user. The software additionally provides other unique features, such as basic and advanced reporting tools for on-shift coverage, individual work history, and subspecialty coverage, and easily identifies employees who have been inactive for a specified time period. Additionally, the brand name QGenda software provides simplification of administrative processes to manage the solution, thereby providing efficiencies in scheduling and personnel management. Additionally, no other solution provides necessary security, control, and oversight of the software. Finally, no other solution provides the aforementioned unique capabilities out-of-the-box without significant development costs and re-baselining of commercial offerings. While VA’s market research did identify potential, like solutions that have some, but not all of the required functionality and technical capability, QGenda remains the only solution that provides the appropriate core functionality and technical capability to service VA's varied patient care specialties and legacy electronic health records (EHR) systems. For instance, one solution primarily fulfills the function of a residency program but could not support the complex and dynamic environments within VA. Another solution was found to be optimized towards modern EHR platforms, which presents an unacceptable risk specific to its capability to integrate with VA’s legacy EHR platform.

Additionally, no other solution can meet the Government's timeliness requirements necessary to continue this capability within the Government’s time parameters. Of note, based on the Government's market research, no other solution has the required FedRAMP and VA ATO authorizations necessary to provide this capability as a true, externally hosted, Software-as-a-Solution. Based on historical information, VA estimates that it would take another solution, if determined to be technically acceptable, between 2 years to 3 years to achieve to receive FedRAMP and VA ATO approval. Additionally, VA also has further security and identity access management requirements that any solution would need to complete which historically have taken between 3 to 6 months from the ATO approval.

Even if the functional and technical issues identified above could be overcome, there would still be a lag in the transition to any new SaaS. During that time, VA would still need to maintain the deployed QGenda scheduling SaaS in order to remain operational and efficient in an effort to avoid disruption to direct and indirect clinical care. This would create duplication of effort and costs as VA would be paying to maintain/deploy two duplicative and disparate systems. These costs would not be recuperated through competition. The use of another brnd software introduces risks to provider data as it is transferred across multiple SaaS platforms in differing cloud environments. Additionally, there would be required system downtime necessary to complete transition to a new SaaS platform, rebuild the backend logic, customize the environment, and integrate with the current communications tools used by VA, increasing the aforementioned patient care impacts. Finally, administrative burdens such as training on the use of the new platform will slow patient care response as providers learn the complexities or system deficiencies to undertake functions necessary for scheduling, oversight, and management of the new SaaS.

Also, as part of this requirement, VA has a requirement to obtain an additional 11 brand name QGenda Schedule Automation FR software licenses. This is necessary to augment and increase its schedule management and oversight capabilities in providing patient care. These new licenses must be seamlessly interoperable with the current deployed brand name QGenda SaaS. The use of another brand software would introduce interoperability and communication risks between the two distinct and differing solutions. The brand name QGenda licenses are based on proprietary code, and access to that code is inherently restricted to only the Original Software Developer.

Access to the proprietary software and software code is paramount to perform maintenance and support and ensure that the software is fully functional and secure.

Attempting to integrate an alternative brand solution would introduce not only interoperability risks, but also avoidable duplicative costs, undue complexity as a result of duplicative scheduling platforms, and the loss of immediate and directed communication across the SaaS platforms. As such, VA must obtain these additional licenses consistent with the deployed brand solution.

In summary, failure to renew brand name QGenda SaaS would have a real-world impact on the health care provided to the Veteran as noted above. VA would be unable to accurately manage and deploy health care resources in an efficient manner thus diminishing its ability to complete the mission. Further, this introduces patient safety and health risk concerns which are wholly unacceptable and avoidable. As such, VA must renew its existing Brand Name QGenda SaaS and obtain the noted additional licenses to support mission requirements.

6. Efforts to Obtain Competition: Market research was conducted, details of which are in section 8 of this justification. This effort did not yield any additional sources that can meet the Government's requirements. The undersigned VA technical representative determined that competition is limited to a single, authorized reseller for brand name QGenda licenses, as well as software maintenance and support. In accordance with FAR 8.405-6(a)(2), this justification will be made publicly available within 14 days of award. Furthermore, in accordance with 41 USC 3304(f), this justification will be posted with the Request for Quotation.

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 completed. Specifically, the Government will continue to monitor the marketplace to determine whether other brand name software could integrate into VA's existing suite of applications.

8. Market Research: In November 2025, VA’s Subject Matter Experts conducted market research through several methods which include review of company websites, live demonstration, and other associated search engines. VA specifically looked at similar functioning scheduling software solutions, such as Lightning Bolt (Lightning Bolt Solutions), Amion (by Doximity), UKG Advanced Scheduler (UKG), and TigerConnect Physician Scheduling software. As noted in Section 5, none of these software solutions can provide all of the functional, technical, and timeliness requirements of the Government. Additionally, none of these software developers have access to the proprietary QGenda software code.

In October 2025, the contract specialist conducted additional market research to assess the market for potential resellers of the required QGenda software. Specifically, a Request for Information (RFI) was posted to the General Services Administration (GSA) E-Buy website under Request ID RFI1785711 with VA Reference RFI 36C10B26Q0040. Only one response was received from Government Marketing & Procurement, LLC which stated they were the only authorized reseller of brand name QGenda software to the Government. This was validated by QGenda in an email sent to the Contracting Officer in October 2025. As such, there is no anticipation of competition, limited or otherwise, for this procurement action.

9. Other Facts: None

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.

Best Value Determination I hereby determine that the proposed contract action will represent the best value to the Government consistent with FAR 8.404(d). GSA has already determined that the prices on the FSS contract are fair and reasonable. Further price analysis, to include an analysis of proposed level of effort and mix of labor, will be conducted and subsequent negotiations held as necessary. Additionally, price discounts will be sought.

Procuring Contracting Officer Certification

I certify that this justification is accurate and complete to the best of my knowledge and hereby approve the acquisition of QGenda On-Call Scheduling Automation software, QGenda On-Call FR software, QGenda maintenance and support, and QGenda license activation.