Compliance Module Services

Added: Oct 07, 2015 3:29 pm Modified: Dec 21, 2015 3:27 pmTrack Changes DEPARTMENT OF VETERANS AFFAIRS



Justification and Approval (J&A)

For

Other Than Full and Open Competition (>$150K)







Acquisition Plan Action ID: VA251-15-AP-4906



1. Contracting Activity: Department of Veterans Affairs, VISN 11, Ann Arbor VA Healthcare System Order 506-16-1-1375-0001

2. Nature and/or Description of the Action Being Processed: This is a request for a firm fixed price one year contract for an externally hosted research grants and project management software system tailored to VA research requirements and the Ann Arbor VA Healthcare System.



3. Description of Supplies/Services Required to Meet the Agency's Needs: This requirement is for a fully integrated informatics system to support oversight of the Ann Arbor VA Healthcare System's research portfolio, including all research reviews, authorities, and approvals. The proposed vendor is iMedris Data Corporation, 446 Missouri Court, Redlands, CA 92373; 909-798-9100. Period of performance is January 1, 2016 - December 31, 2016. Total is $345,418.00.



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 FAR 6.302-1;

( ) (2) Unusual and Compelling Urgency per FAR 6.302-2;

( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability

or Expert Services per FAR 6.302-3;

( ) (4) International Agreement per FAR 6.302-4

( ) (5) Authorized or Required by Statute FAR 6.302-5;

( ) (6) National Security per FAR 6.302-6;

( ) (7) Public Interest per 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 required system must integrate with TMS and CITI to auto-upload training data, be capable of changes driven by regulations and/or business practice changes, as well as form and field requirements by user interface controls not dependent on vendor modifications. The system must also provide comprehensive management reporting and integration between various modules. The program must support the entire Research Program at the Ann Arbor VA Healthcare System and its partnering sites for oversight of research and development under the purview of the Ann Arbor VA Healthcare System. It has been found that only one source, IMedRIS, meets these requirements and offers a system that does not embed business logic into the system, but instead supplies a system where rules and regulations are set through user interface.



6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: A sources sought synopsis was issued on FBO on August 19, 2015 (VA251-15-A-0558) with a response deadline of August 26, 2015. The content of the synopsis asked if there were sources that could provide a fully integrated informatics system to support the oversight of the VA Ann Arbor Healthcare System's research portfolio, including all research reviews, authorities, and approvals. This system must integrate with the VA Talent Management System (TMS) and CITI systems to auto-upload training data, be capable of changes driven by regulations and/or business practice changes, as well as form and field requirements by user interface controls not dependent on vendor modifications. The synopsis asked that essentially, the system must not embed business logic into the system, but must instead supply a system the rules be set through the user interface.

No responses were received to the sources sought notice - see documentation in briefcase.



7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: The proposed vendor is a WOSB. They were contacted to see if they offer any kind of discount to the government. They did respond that their offer includes a 20% discount to the VA. Please see documentation in briefcase of correspondence from the vendor.



8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: In addition to a sources sought notice being posted to FBO, the end user held teleconferences with four other vendors, and discussed whether they could provide a system that allows user modification, but is already built specific to VA policies and regulations. These other vendors could not provide a system that met these requirements.



9. Any Other Facts Supporting the Use of Other than Full and Open Competition: Another system could be developed, but it would take years and is an investment well beyond the scope of this proposed procurement.



10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: iMedris Data Corporation

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: There are many research management products in the field, but the requirement that it has to have a user interface already built to VA requirements narrows the field dramatically. Removing those requirements does open the field, but these systems are not very utilitarian for the VA.











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.





Signatures on file