WVAMC JUSTIFICATION FOR SOLE SOURCE ACQUSITION For Sentry 8501 Portal Radiation Monitoring System 1. CONTRACTING ACTIVITY. Veterans Administration Medical Center, Wilmington DE, 1601 Kirkwood Highway 2. NATURE AND/OR DESCRIPTION OF ACTION BEING PROCESSED. Purchase & installation of Sentry 8501 Portal Monitoring System for ionizing radiation to prevent inadvertent disposal of materials contaminated with radioactive isotopes. 3. DESCRIPTION OF THE SUPPLIES/SERVICES REQUIRED MEETING THE AGENCYS NEEDS. JRT Instruments Model 8501-CE, self contained, high efficiency radiation monitoring system that includes installation, additional utilities and/or renovation of space to support equipment. 4. STATUTORY AUTHORITY PERMITTING SOLE SOURCE ACQUSITION. 10 USC 253(c)(2), Unusual and Compelling Urgency 5. DEMONSTRATION THAT THE CONTRACTORS UNIQUE QUALIFICATIONS OR NATURE OF THE ACQUISITION REQUIRES THE USE_OF UNUSUAL AND COMPELLING URGENCY AUTHORITY. Instrument is essential to prevent inadvertent disposal of materials contaminated with radioactive isotopes. Attempts to control this material administratively have not been successful, resulting in multiple incidents of contaminated materials being detected at the disposal facility. Failure to purchase and install a monitoring instrument will require patient care service providers to continue to control disposal of some patient-soiled items administratively. Investigation of the most recent incident indicated that efforts to increase the diligence with which administrative controls are practiced have already resulted in increased workload for care givers and have created a negative impact in the quality of patient care, in addition to the potential for HIPAA violations. Based on prior experience and the professional judgment of health physicists, it is considered unlikely that even the most diligently practiced administrative controls will prevent another incident without monitoring. In response to the incident investigation, leadership at the VAMC Wilmington Medical Center directed Facilities Service to purchase radiation detection equipment and install it as quickly as possible. In order to expedite the request from leadership, we are requesting emergency sole source acquisition of the subject equipment, as it has the sensitivity and security features to meet our needs. Further research or investigation in an attempt to locate additional sources will increase the likelihood of another incident of inadvertent disposal, such that the Government would be seriously injured. 6. DESCRIPTION OF EFFORTS MADE TO ENSURE THAT OFFERS ARE SOLICITED FROM AS MANY POTENTIAL SOURCES AS DEEMED PRACTICABLE. The proposed source custom builds this detection equipment based on the clients needs and as such, possesses unique qualifications to guarantee that the equipment will meet the Governments needs. At present no other source is known that can provide this guarantee and continued efforts to find such are counter to use of the authority cited. This requirement was posted on fedbizopps on 3/10/2010 for seven days stating the Wilmington VA Medical Center intended to enter into a sole source contract with JRT Associates. There was only one response from Radiation Measurement & Security Instruments. The COTR (Jim Rasmussen) stated the system from Radiation Measurement & Security Instruments lacked a camera to record the image of someone violating the disposal policy. It also did not have a touch display at the location where the alarm is located. The CCR was also searched on 3/10/2010 and this type of radiation system could not be found by any other vendor. 7. DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE. The contracting officer determines that the anticipated price(s) will be fair and reasonable based on another contract that JRT Associates was awarded on 1/19/2010 from Capital Health System for $21,010.00 for the same system. This system was also found fair and reasonable by the professional judgment of health physicists and they found the sole source acquisition under the unusual and compelling urgency authority to be justified. 8. DESCRIPTION OF THE MARKET RESEARCH CONDUCTED AND THE RESULTS, OR A STATEMENT OF THE REASONS MARKET RESEARCH WAS NOT CONDUCTED. See #6 above. 9. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION. None 10. A LISTING OF SOURCES, IF ANY, THAT EXPRESSED, IN WRITING, AN INTEREST IN THE ACQUISITION. Radiation Measurement & Security Instruments. See Item #6 above. 11. A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO REMOVE OR OVERCOME ANY BARRIERS TO COMPETITION BEFORE MAKING ANY SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR SERVICES REQUIRED. Post future requirements for radiation equipment on fedbizopps for contractors to respond. 12. CONTRACTING OFFICERS CERTIFICATION. I certify that the data supporting the recommended use of other than full and open competition is accurate and complete to the best of my knowledge and belief. ---Signed--- 3/24/2010 CHARLES H. PECK, JR. Contracting Officer Concur ---Signed--- 24 Mar 2010 ROBERT F. DEL CAMPO, SR. Supervisory, Contract Specialist
