3825--Emergency COVID 19 Tru-D SmartUVC V8 Room Disinfection System

VHAPM Part 808.405-6 Limiting Sources Attachment 2: Request for Limited Sources Justification Format >SAT LIMITED SOURCES JUSTIFICATION ORDER >SAT FAR PART 8.405-6 Acquisition Plan Action ID: 36C245-20-AP-1441 Contracting Activity: Department of Veterans Affairs, VISN 05, DCVA Medical Center, Environmental Management Service, 50 Irving St. NW, Washington, DV 20244. 2237: 688-20-3-085-0011. Description of Action: This acquisition is conducted under the authority of the Multiple-Award Schedule Program (41 U.S.C. 251 and 40 U.S.C. 501). Ultraviolet (UV-C) disinfection system for use in several areas in the Medical Center including patient rooms, exam rooms, operating rooms and in other areas identified by Environmental Management Service and the Infection Control Department. Type of contract planned: firm fixed price Order against: FSS Contract Number: _GS-07F-031CA Name of Proposed Contractor: TRU-D Street Address: 743 South Dudley Street City, State, Zip: Memphis, TN 38104 Phone: +1 (555) 000-0000 Description of Supplies or Services: The estimated value of the proposed action is $ 475,200.00 This requirement is for the purchase of 6 UV Disinfecting Robots for use at the facility to disinfect COVID-19 rooms during pandemic and further disinfecting of rooms after crisis. This is an emergency request due to the need for added terminal cleaning of rooms and the ability to halt the spread of COVID-19. An unclean and unsanitary environment will have a negative effect on the patients, staff and visitors as seen with the recent unsuccessful inspections. (4) IDENTIFY THE AUTHORITY AND SUPPORTING RATIONALE (see 8.405-6(a)(1)(i)(A), (B), and (C) or 8.405-6(b)), AND IF APPLICABLE, A DEMONSTRATION OF THE PROPOSED CONTRACTOR S UNIQUE QUALIFICATIONS TO PROVIDE THE REQUIRED SUPPLY OR SERVICE. (CHECK ALL THAT APPLY AND COMPLETE) An urgent and compelling need exists and following the ordering procedures would result in unacceptable delays. There is an unusual and compelling urgency for UV Disinfecting equipment due to the onslaught of COVID-19 cases at the facility. The facility currently has an entire Ward (estimate 30 rooms) for patients suffering from or at risk for COVID-19. The UV equipment will ensure the rooms are disinfected and sanitized by national standards of 60mins. At the present time with more patients, less staff, and outdated equipment the facility turnaround for terminally cleaning a room is at 2.5 hrs. The increased bed turnaround is making for longer wait times and possible further contamination to other patients. The System will incorporate no more than one emitter to minimize set-up and take-down time. The System shall utilize fully automated and factory calibrated UVC sensors capable of 360o UVC dose measurement throughout the room. Sensors shall be permanently mounted on the device to insure consistent, acceptable outcomes. With the use of the UVC device the spread of infection will be decreased ultraviolet-D dose, validated to adequately This is an emergency contract is being requested due to the overwhelming impact of the COVID-19 virus to the Medical Center. Terminal cleaning request are being required for entire WARDS as well as the emergency room. The current system is not capable of terminal cleaning and the faster pace and requires to many moving parts to even capable of terminal cleaning of small spaces i.e. restrooms. Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized In the interest of economy and efficiency, the new work is a logical follow-on to an original Federal Supply Schedule order provided that the original order was placed in accordance with the applicable Federal Supply Schedule ordering procedures. The original order must not have been previously issued under sole source or limited source procedures. Items peculiar to one manufacturer: A patent, copyright or proprietary data limits competition. The proprietary data is: (If FAR 8.405-6(a)(2)iii before posting. Do not include specific proprietary data. Only mention the type of equipment, procedure, etc. to show that proprietary supplies or services are being procured.) These are direct replacements parts/components for existing equipment. The material/service must be compatible in all aspects (form, fit and function) with existing systems presently installed/performing. Describe the equipment/function you have now and how the new item/service must coordinate, connect, or interface with the existing system. Currently the facility has 3 portable UV systems of which only 2 are operational. The new system offers 6 and the ability to turn in our existing system. The new system will also allow for reporting on how often a room has been sanitize which will allow for better tracking of possible contamination flow. (5) DESCRIBE WHY YOU BELIEVE THE ORDER REPRESENTS THE BEST VALUE CONSISTENT WITH FAR 8.404(d) TO AID THE CONTRACTING OFFICER IN MAKING THIS BEST VALUE DETERMINATION: The order represents the best value due to the ability to decrease the spread of the COVID-19 as well as other Hospital Acquired Infections and increase productivity. The system will allow for the staff to more efficiently clean rooms, bathrooms, and common areas that have possibly been exposed, thus decreasing the spread of infection and keeping staff, patients, visitors safe. If the VA Medical Center does acquire the needed UV equipment it will have a negative impact on hospital staff, patients, and visitors. (6) DESCRIBE THE MARKET RESEARCH CONDUCTED AMONG SCHEDULE HOLDERS AND THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED: Market Research was not conducted. As National Standards for Bed turn around is 60 mins. And the current time is 2.5hrs. (7) ANY OTHER FACTS SUPPORTING THE JUSTIFICATION: The Tru-D (Total Room Ultraviolet Disinfector) is a portable, fully automated surface and air decontamination tool which is used extensively in healthcare facilities across the country as an adjunct to usual cleaning and disinfection to eliminate multi-drug resistant pathogens to include bacteria and viruses. Once positioned in an unoccupied space, it is activated by remote control. It automatically adjusts to the dynamics of a room and the quantity and position of equipment therein. Upon activation, the device delivers a specific dose of ultraviolet-C energy to all exposed surfaces within the room and will not power down until its onboard sensors confirm that the specified dose of UVC has been delivered. All of this is accomplished from a single position and in a single cycle. Competitive offerings either require multiple emitters placed throughout the room or require re-positioning every few minutes in an attempt to disinfect all areas within the room. Doing so is time consuming and places the operator at risk when having to re-enter a room that has not already been completely decontaminated for the purpose of re-positioning the equipment without proper PPE. The critically shortage of PPE does not allow for multiple donning of same to disinfect a single room. Additionally, efficacy in dosing via competitive devices is totally dependent upon the human element. Recall that everything is automatic with the Tru-D. (8) A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO REMOVE OR OVERCOME ANY BARRIERS THAT LED TO THE RESTRICTED CONSIDERATION BEFORE ANY SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR SERVICES IS MADE: Due to the unprecedent circumstances of the pandemic COVID19, there was not time to perform extensive market research. (9) 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. I understand that processing of this limited sources justification restricts consideration of Federal Supply Schedule contractors to fewer than the number required by FAR Subpart 8.4.