WBIS J_A 36C263-26-AP-0280_HCA Fully Signed.pdf

This is a Justification and Approval (J&A) document for a sole-source contract award by the Department of Veterans Affairs (VA). The contracting activity is the Sioux Falls VA Health Care System, Network Contracting Office 23, located in Sioux Falls, South Dakota. The requiring activity is the Veterans Integrated Service Network (VISN) 23 VA Health Care System in Eagan, Minnesota, with Purchase Request number 499-26-2-6809-0002. The acquisition is for a new firm fixed-price 5-year Indefinite-Delivery Indefinite-Quantity (IDIQ) contract with ordering periods, valued at approximately $4,181,277.44, covering maintenance and support services for the Weight-Based Inventory Management System (WBIMS). The anticipated performance period runs from February 1, 2026, to January 31, 2031.

The justification establishes that PAR Excellence Systems, Inc., located in Cincinnati, Ohio, is the only responsible source capable of providing the required WBIMS maintenance, monitoring, onsite support, and facility-specific services. The document details that VISN 23 relies on PAR Excellence's proprietary hardware, software, weight-sensitive bins, firmware, and communication protocols that are fully integrated into the VA's Generic Inventory Package (GIP) system. Market research, including a Notice of Intent to Sole Source posted to SAM.gov from October 2 to October 7, 2025, yielded no vendor responses demonstrating capability to provide the required services. The justification emphasizes that transitioning to an alternative provider would require complete system replacement and re-integration with VA networks, causing significant operational disruption, extended downtime, and substantial additional costs. The contract is authorized under 41 U.S.C. § 1901 and RFO 12.102, restricting competition based on only one responsible source. The document includes certifications from the VISN Acquisition Utilization Specialist, the Contracting Officer, management chain approvals, and VHA RPO HCA review and approval.