6515-- ScriptPro Prescription Medication Filling Robot Replacement

Award Notice Award Notice Page 3 of 8 Award Notice *= Required FieldAward Notice Page 1 of 8 DESCRIPTION Competition: Sole Source This order was awarded on a sole source basis under the authority of the contractor s existing Federal Supply Schedule contract. The Justification & Approval (J&A) supporting this determination is attached to this award notice in accordance with FAR 6.305 and FAR 13.501 requirements. Description of Requirement: The VA Boston Healthcare System requires replacement and upgrade of ScriptPro automated prescription dispensing systems and related equipment at the West Roxbury, Brockton, and Jamaica Plain campuses. Work includes delivery, installation, Workflow Management System 2.0 upgrades, workstation replacement, robotic components, and associated support. All items are ordered under FSS Contract 36F79719D0135. Place of Performance: VA Boston Healthcare System West Roxbury, Brockton, Jamaica Plain










DEPARTMENT OF VETERANS AFFAIRS
GSAM/R 538.7104-3(b) Sole Source Justifications Exceeding Simplified Acquisition Threshold (SAT)
Page 1 of Acquisition ID: 36C241-26-AP-3255 Page 8 of 8
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Page 1 of This justification aligns with the deviation outlined in the Revolutionary FAR Overhaul (RFO) for Part 8.4 - Ordering under the Federal Supply Schedule and GSAM/R 538.71, as required by Executive Order (E.O.) 14275, Restoring Common Sense to Federal Procurement, signed April 15, 2025. Deviation effective date: November 3, 2025.
Acquisition Plan Action ID: 36C241-26-AP-3255 ScriptPro Prescription Medication Filling Robot Replacement.
Contracting Activity: Department of Veterans Affairs, Network Contracting Office 01, located at 555 Willard Avenue, Newington, CT, In support of VISN 01_VA Health Care Systems. Brockton VAMC, 940 Belmont St., Brockton, MA 02301-5596 Jamaica Plain VAMC, 150 South Huntington Ave., Boston, MA 02132-4924 West Roxbury VAMC, 1400 VFW Parkway, West Roxbury, MA 02132-4927
2237: 523-26-3-1484-0036 Description of Action: This acquisition is conducted under the authority of the Multiple-Award Schedule Program (41 U.S.C. 152(3) and 40 U.S.C. 501). The VA Boston Health Care System (VABHS) is requesting replacement of the existing ScriptPro Equipment at all three campus locations. This is a new firm-fixed price order to replace the existing equipment that is at the end of its useful life (>15 years), and replacement will mitigate future degradation of services.
Order against: FSS Contract Number: 36F79719D0135 Name of Proposed Contractor: ScriptPro USA, Inc. Street Address: 5828 Reeds Road City, State, Zip: Shawnee Mission, KS 66202 Phone: 800-606-7628
Description of Supplies or Services:
The estimated value of the proposed action is $1,171,788.09
The VA Boston Healthcare System (VABHS) utilizes the ScriptPro prescription dispensing system to automate the repetitive, manual dispensing tasks most subject to human error and automatically collates all prescriptions for each patient for pickup or mail. ScriptPro interfaces with VistA to fill, label, and collate up to 150 prescription vials per hour. The system holds 200 frequently used medications to improve operational efficiency. The system enforces barcode scanning throughout the process for accuracy, safety, and quality control. The system provides real-time inventory tracking, order generation, electronic transmission to the prime-vendor, and inventory receiving for the outpatient pharmacies. This order includes 124-line items and 42 equipment uninstalls. [Reference]
Item BR JP WR Total ScriptPro 200/CCC (6 Slot) 1 1 1 3 Workflow Management System Software 2.0 (WMS 2.0) 1 1 1 3 Pharmacy Workstation 10 13 10 33 Notice Board 40 1 1 1 3 Remote Access Server for WMS 1 1 1 3 Robot Cell Multiplexor 3 3 3 9 Robotic Inspection Camera 1 1 1 3 Platform to Expanded Platform Conversion 2 1 1 4 Full Disk Encryption (per server computer/HCI VM) 1 2 2 5 Customer Hard Drive Retention HCL 1000 / HCL 2000 / Workflow Platform Server 1 1 1 3 Customer Hard Drive Retention Robotic Systems 1 1 1 3 Endpoint Security Management (per pharmacy) 1 1 1 3 Endpoint Security (per server/client computer) 15 18 15 48 SPCE On-Site Upgrade, Gen 9, Server OS 2019, SQL 2019 1 0 0 1 Totals 40 45 39 124
ScriptPro retains exclusive rights to perform system upgrades, major hardware updates, software enhancements, and configuration changes. These OEM exclusive services include Platform to Expanded Server upgrades, GEN9 upgrades, and WMS 1.0 to 2.0 transitions functions that authorized distributors, such as Veterans Healthcare Supply Solutions (VHSS), are not permitted or qualified to perform under ScriptPro s commercial business model. This structure aligns with typical industry practices where distributors may sell new equipment but are not authorized to execute proprietary installation, modification, or upgrade work.
ScriptPro holds active patents covering: Prescription storage and retrieval systems with proprietary robotics and transport mechanisms (U.S. Patent 10,346,590). Its CRS/CRS-150 robots include features such as direct-to-vial dispensing, cross-contamination safeguards, integrated labeling and barcode verification, and workflow interface not offered by other manufacturers.
The VA Boston Pharmacy has utilized ScriptPro equipment, technology, and support services for over 20 years. The equipment has been reliable and has a proven history of success and switching to another system would require: Full replacement of hardware/software modules. Switching systems mid-operation would disrupt direct patient care including inability to process prescriptions if systems fail or are replaced. Extensive retraining Revalidation of workflows and integrations (e.g., with RPMS, Cerner). ScriptPro s uptime (>99%) and accuracy (~99.7%) are integral to maintaining reliable dispensing operations Increased downtime and cost risk.
Identify the Authority and Supporting Rationale (see below and if applicable, a demonstration of the proposed contractor s unique qualifications to provide the required supply or service.
GSAM/R 538.7104-3(b)(1)(i): An urgent and compelling need exists and following the ordering procedures would result in unacceptable delays:
GSAM/R 538.7104-3(b)(1)(ii): 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;
GSAM/R 538.7104-3(b)(1)(iii): 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.
GSAM/R 538.7104-3(b)(1)(iv): It is necessary to place the order with a particular FSS contractor to satisfy a minimum guarantee established in the FSS BPA; or
GSAM/R 538.7104-3(b)(1)(v): A law expressly authorizes or requires that the purchase be made from a specified source.
GSAM/R 538.7104-4: Items peculiar to one manufacturer.
The required replacement equipment, system upgrades, and software enhancements for the VA Boston Healthcare System s automated prescription dispensing systems are peculiar to ScriptPro as the sole manufacturer. ScriptPro maintains exclusive proprietary rights over the system architecture, hardware components, software platforms, and all major configuration and upgrade processes necessary for continued safe and effective operation of the pharmacy automation systems currently in use.
ScriptPro retains ownership of all patents associated with its robotic dispensing, storage, and vial-handling technologies, including features such as direct-to-vial dispensing, integrated labeling, barcode verification, and contamination-prevention mechanisms. These patented capabilities are not offered by any other manufacturer, and no alternate vendor can provide equipment compatible with ScriptPro s proprietary system design.
Describe Why You Believe the Order Represents the Best Value consistent with GSAM/R 538.7102-2(b)(4) to aid the contracting officer in making this best value determination:
The proposed order represents the best value to the Government in accordance with GSAM/R 538.7102-2(b)(4) because it ensures continuity of operations, system compatibility, and compliance with OEM exclusive technical requirements essential to maintaining safe, accurate, and efficient pharmacy services. ScriptPro systems currently in use at all three VA Boston campuses have been fully integrated with VistA and pharmacy workflows for more than 20 years, and the equipment performs critical dispensing, labeling, barcoding, inventory, and workflow management functions that directly affect patient safety and service delivery. Replacement of these end of life systems with the OEM s upgraded hardware and software ensures seamless compatibility with existing interfaces, preserves patient safety driven automation features, and prevents service disruptions that would occur if alternative systems were introduced.
Price reasonableness was validated through comparison with ScriptPro s current VA Federal Supply Schedule pricing, and market research confirmed that quoted prices align exactly with the established FSS price list. However, IAW GSAM/R 538.7102-2(c)(2), further price discounts or other concessions should be sought before placing an order or establishing an FSS BPA.
Only ScriptPro can perform the required OEM exclusive upgrades, including Platform to Expanded Server upgrades, GEN9 upgrades, and the WMS 2.0 transition. These upgrades are proprietary and cannot be performed by authorized distributors such as VHSS, nor by any alternative source. Selecting any vendor other than the OEM would create substantial risks of operational downtime, invalid warranty coverage, cybersecurity noncompliance, and failure of critical patient care systems.
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 conducted in accordance with RFO Part 10 and VAAR 810.001 70, as required for acquisitions under the Federal Supply Schedule ordering procedures referenced in GSAM/R 538.7104 3(b). The Contract Specialist performed extensive research to determine whether any sources other than ScriptPro could fulfill the VA Boston Healthcare System s requirement for replacement pharmacy automation systems and OEM exclusive system upgrades. This research included a review of historical VA acquisitions for ScriptPro equipment across multiple VISN 1 facilities, analysis of prior contract vehicles, and verification of available vendors in SAM.gov and SBA s SBS database under NAICS 339112. The search identified 983 SDVOSB/VOSB entities under the NAICS code; however, no verified firms were found that manufacture ScriptPro compatible systems or possess authorization to perform the proprietary upgrades required for continued pharmacy operations. Further review of schedule holders confirmed that ScriptPro remains the only FSS contractor capable of meeting the VABHS requirement under FSS Contract 36F79719D0135, consistent with MAS ordering authorities under 41 U.S.C. 152(3) and 40 U.S.C. 501.
Direct engagement with ScriptPro representatives validated that all required upgrades including the Platform to Expanded Server upgrade, GEN9 upgrade, and Workflow Management System (WMS) 1.0 to 2.0 transition are OEM exclusive, proprietary services. ScriptPro maintains the sole rights to its system architecture, software code, firmware, robotic mechanisms, and configuration utilities, and no third party distributor (including VHSS) is authorized or qualified to perform these tasks. This proprietary limitation is reinforced by ScriptPro s active U.S. patents covering vial handling robotics, direct to vial dispensing, integrated barcode verification, and contamination prevention features capabilities not offered by any other domestic manufacturer. Because the required upgrades involve access to source controlled elements of ScriptPro s system, only the OEM can legally and technically perform the effort, meeting the criteria for limited source justification under GSAM/R 538.7104 3(b)(1)(ii) and GSAM/R 538.7104 4.
Market research further demonstrated that replacing ScriptPro with an alternate automation platform would require a full divestiture of existing hardware, software, and workflow interfaces. Such a conversion would entail months of operational downtime, extensive staff retraining, revalidation of inventory workflows, reintegration with VistA and VA pharmacy systems, and acceptance testing of a new robotic dispensing architecture all of which would severely disrupt outpatient pharmacy operations. The risk is especially unacceptable given the essential nature of reliable, high volume prescription dispensing in support of direct patient care. ScriptPro s systems have been used successfully by VA Boston for over 20 years with demonstrated uptime exceeding 99% and accuracy above 99.7%, and replacing this mature ecosystem with unfamiliar technology presents significant patient safety, cyber security, warranty, and operational reliability hazards.
Pricing provided by ScriptPro aligns exactly with its published VA Federal Supply Schedule price list, supporting price reasonableness under GSAM/R 538.7102 2(b)(4). The requirement was also evaluated in accordance with the hierarchy of preferences established under the Veterans First Contracting Program (VAAR 819.70), but no SDVOSB or VOSB exists that can perform the OEM exclusive upgrades or provide compatible equipment. Based on all available evidence, the results of market research conclusively demonstrate that ScriptPro is the only responsible source capable of meeting the Government s minimum needs without introducing unacceptable mission critical risk. Accordingly, the market research fully supports a sole source action to ScriptPro under FSS Contract 36F79719D0135.
Any Other Facts Supporting the Justification:
Additional supporting facts reinforce the need to limit consideration to ScriptPro. The existing pharmacy automation systems at the VA Boston Healthcare System have reached end of life after more than 15 years of continuous use, and failure to replace or upgrade these systems would result in significant degradation of outpatient prescription services, workflow disruptions, and increased risk to patient safety. ScriptPro equipment is fully integrated with VistA and existing pharmacy operations, and the VA Boston pharmacies rely on ScriptPro s established automation capabilities including barcode verified dispensing, real time inventory tracking, and automated vial filling and collating to maintain accuracy, efficiency, and uninterrupted prescription processing.
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:
To reduce barriers to competition in future acquisitions, the agency will continue to monitor the automated pharmacy systems marketplace to identify whether alternative manufacturers develop solutions that are interoperable with VA pharmacy platforms or capable of meeting VA Boston s high volume, high accuracy dispensing needs. The agency will also reassess the market during future technology refresh cycles to determine whether proprietary constraints have changed or whether third party vendors gain authorization to perform upgrades, maintenance, or system modifications.