Software Hosting and Maintenance Base Year Contract: 9/18/2018 - 9/17/2019

VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP
Attachment 2: Request for Sole Source Justification Format >SAT
OFOC SOP Revision 08 Page 1 of 2
Original Date: 03/22/11
Revision 08 Date: 04/18/2018
DEPARTMENT OF VETERANS AFFAIRS
Justification and Approval (J & A)
For
Other Than Full and Open Competition (>SAT)
Acquisition Plan Action ID: 36C250-18-AP-1831
Contracting Activity: Department of Veterans Affairs, VISN 10, Ann Arbor VA Healthcare System, 2215 Fuller Road, Ann Arbor, MI 48105. 2237 No: 506-18-4-2030-0070
Nature and/or Description of the Action Being Processed: The is a request for a firm fixed price base and four one year option year contract for the hosting and maintenance of the IMedRIS RCMS database that serves the Research Department at the Ann Arbor VA Healthcare System.
Description of Supplies/Services Required to Meet the Agency s Needs: This requirement is for the hosting and maitennace of an IMEDRis fully integrated informatics system that supports the 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 September 27, 2018 September 26, 2019 with four one year option periods. The estimated total is $346,005.00.
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;
FAR13.5 Simplified Procedures for Certain Commercial Items: The authority for applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. 1901 and is implemented by for restricting competition on this procurement via FAR 13.106-1(b)(2).
Demonstration that the Contractor s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): IMedRIS Corporation supplied the software package to support the management of the Ann Arbor VA Healthcare System Research Department s portfolio. This was procured through contract VA251-16-C-0033. The annual maintenance and hosting of the software can only be completed by the developer, IMedRIS Corporation, as they hold the proprietary rights to the software and the system. They also own the Govcloud space on which this system is managed, and they will not allow a third party to access this space.
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 July 27, 2018 (36C25018Q9577) with a response deadline of August 6, 2018. The content of the synopsis asked if there were sources that could provide the hosting and maintenance of an IMedRIS system. Four responses were received. It appears that these vendors are able to provide general services under NAICS code 518210, but IMedRIS owns the proprietary software used to maintain the system. If one of these vendors were awarded the contract, a new system would need to be developed, which would take years and is an investment well beyond the scope of this requirement.
Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The proposed price will be compared to the IGCE to ensure a fair and reasonable price.
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, Vet Biz was queried. Although 927 SDVOSBs came up in a search using the applicable NAICS code only (518210), zero SDVOSBs came up when this search was conducted using NAICS code 518210 and keyword IMedRIS. A search of the SBA s Dynamic Small Business search using NAICS code 518210 and keyword IMedRIS returned one result, WOSB IMedRIS Corporation.
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.
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 fact that the hosting and maintenance must be completed by IMedRIS Corporation due to their proprietary rights to the software makes IMedRIS Corporation the only source available.
Signatures on file.

SPECIAL NOTICE: Department of Veterans Affairs (VA), Ann Arbor VA Healthcare System, Ann Arbor, Michigan is soliciting and intends to award a firm fixed price contract for data hosting and maintenance of the IMedRIS RCMS data system that is used by the Research Department of the Ann Arbor VA Research Department. NAICS Code 518210, size standard $32.5 million. The Government intends, in accordance with FAR 6.302.1 (only one responsible source and no other supplies or services will satisfy agency requirements), to negotiate on a sole source basis with IMedRIS Corporation (446 Missouri Court, Redlands, CA 92373), for this procurement due to the fact that IMedRIS Corporation holds proprietary rights to the software and the RCMS system. No solicitation package is available. A determination not to compete is solely within the discretion of the Government. Any response to this notice must show clear and convincing evidence that competition would be advantageous to the Government. Responses must be received NLT 3:30 Eastern on 8/22/2018. No telephonic inquiries, faxed or mailed responses will be accepted. All responses must be emailed to Kelly.poole@va.gov..