RayStation treatment planning software

Part 806.3 Other Than Full and Open Competition (OFOC)
Attachment 7: Request for Sole Source Justification Format >SAT
Rev: 13
Effective Date: 02/01/22 Page 1 of 3
DEPARTMENT OF VETERANS AFFAIRS
Justification and Approval (J&A)
For
Other Than Full and Open Competition (>SAT)
Acquisition Plan Action ID:__36C262-23-AP-1917______________________________
1. Contracting Activity:
Department of Veterans Affairs, VISN 22, Network Contracting Office on behalf of the VA Greater
Los Angeles Healthcare System (VAGLAHCS), Engineering.

2. Nature and/or Description of the Action Being Processed:
Adjustments, calibrations, software upgrades, testing, license renewals, clinical applications
support, disassembly, checkout, and replacement of worn and/or defective parts. The above shall
be performed as necessary as required to keep equipment in optimal working condition. This refers
to the RayStation Treatment Planning System.
3. Description of Supplies/Services Required to Meet the Agency’s Needs
Provide Software Licensing and Software Support services on Government Owned RayStation
treatment planning software at the Greater Los Angeles VA Healthcare System. The RayStation
Treatment Planning System is a highly specialized system as it provides detailed radiation treatment
plans for each one of our cancer patients receiving radiation therapy.
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 RayStation Treatment Planning System is a highly specialized system as it provides detailed
radiation treatment plans for each one of our cancer patients receiving radiation therapy. RaySearch
Americas, Inc., a Deleware Corporation, is the only provider of support services for the RayStation
Treatment Planning System in North America. No third parties have access to the proprietary
information or software components to provide support and/or training. Accordingly, RaySearch
Americas, Inc., is the only firm capable of providing the supplies and services described in Section III
Part 806.3 Other Than Full and Open Competition (OFOC)
Attachment 7: Request for Sole Source Justification Format >SAT
Rev: 13
Effective Date: 02/01/22 Page 2 of 3
above without the Veteran’s Health Administration experiencing unacceptable delays in fulfilling its
requirement.
6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as
deemed practicable:
Due to the RayStation Treatment Planning System being a highly specialized system we are unable
to source the requirement out as RayStation Americas, Inc., has proprietary on the equipment and
no other company can work on the equipment and on the Software.
7. Determination by the CO that the Anticipated Cost to the Government will be Fair and
Reasonable:
The requiring service provided the Independent Government Cost Estimate to cover the funds for
the requirement.
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 on 02/07/2023 utilizing VetCert and found that there are 3,008
using NACIS Code 541519. VetBiz showed that there are 2,119 SDVOSB’s and 319 VOSB’s. GSA
eLibrary showed various amounts of contracts but none with similar scope. Utilizing NAICS Code
541519 and Treasury Code 160, FPDS found 11,604 contracts but none with similar scope for the
equipment. GSA Advantaged shows 172 contracts but none for the equipment needing the service.
9. Any Other Facts Supporting the Use of Other than Full and Open Competition:
RaySearch Americas, Inc., has proprietary rights on the RayStation Treatment Planning System.
10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition:
None.
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:
Proprietary rights for RayStation Treatment Planning System for base plus four (4) option years.
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.

13. Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:
Part 806.3 Other Than Full and Open Competition (OFOC)
Attachment 7: Request for Sole Source Justification Format >SAT
Rev: 13
Effective Date: 02/01/22 Page 3 of 3
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.

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.

Awarded contract 36C26223P0808 to unknown vendor for unknown amount on 2023-02-14.