A--Electron Microscopy and Histology Services

VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP Attachment 2: Request for Sole Source Justification Format >SAT Page 5 of 5 DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition (>SAT) Contracting Activity: Department of Veterans Affairs, VISN 5, Hershel Woody Williams VA Medical Center 2237 Number: _304-429-6755 x2924___ Nature and/or Description of the Action Being Processed: Electron Microscopy Services Description of Supplies/Services Required to Meet the Agency s Needs: Serial sectioning Serial sectioning involves cutting 200 sequential ultrathin 50-70 nanometer sections with a special diamond knife using an ultramicrotome instrument positioned on an air table. The instrument is incased in a plexiglass enclosure to ensure that no vibration or air currents will disturb the sectioning process while the 200 sections are cut. The long ribbon of 200 sections are then separated into 10-15 section links and picked up on 3mm pioloform coated copper slot grids (support mechanism.) The sections are picked up in numerical order with no missing sections. The copper grids are then stained with heavy metal solutions, allowed to dry, and then put into the electron microscope for imaging. Staining slides - When a specific region of interest is required for electron microscope imaging, producing a 1 micron section of the tissue, putting it on a glass slide, staining the slide, and viewing the section in a light microscope enables the region of interest to be tracked for serial sectioning. Process via electron microscopy Tissue for electron microscopy is placed in a special fixative reagent which preserves the tissue s intracellular details to appear in the electron microscope as close to the lifelike state as possible. Then the tissue is placed in several reagents containing heavy metals which bind to the cellular membranes to allow electron microscopic resolution at high magnifications. The tissue is then dehydrated (all liquid removed) and is embedded in an epoxy resin which is polymerized in an oven to form a hard block of tissue capable of ultrathin sectioning. Providing digital images of the results Serial section imaging requires aligning each section in the 200 section series in a precise orientation for the sections to be aligned to each other from first section to last section. This requires a special adaptive grid holder, called a rotational holder which enables the sections to be properly positioned in the cameral field before imaging. This alignment procedure requires much time and skill utilizing electron microscope optics. Digitally imaging 200 serial sections in this manner involves many hours for focusing and capturing images. Images are then transferred to the investigator via ftp server software. Statutory Authority Permitting Other than Full and Open Competition: 41 USC - 3304(a)(1), as implemented by FAR 6.302-1. (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; Demonstration that the Contractor s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): The electron microscopy technicians that will be assigned to this project have been specially trained to produce the serial sections required to obtain the necessary project data. There are a very limited number of individuals with this type technical skill in electron microscopy. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Dr. Risher s project involves the electron microscopy technique of serial sectioning in which hundreds of sections are created sequentially using a diamond knife (Diatome US) and a specialized ultramicrotome (Leica Microsystems) which was constructed specially for this technique. The technician doing this project has been specially trained to produce the serial sections required to obtain the necessary project data. There are a very limited number of individuals with this type technical skill in electron microscopy. Also, the electron microscopists taking the serial sectioned images have been specially trained in the positioning and alignment of the individual serial sections in the electron microscope to deliver the necessary project data. The electron microscope has been fitted with a specially designed rotating specimen holder to align the sections so that hundreds of sections can be imaged at exactly the same region of interest. Additionally, Dr. Risher worked peers utilizing this technology and facility prior to coming to HWWVAMC and in research, consistency and continuity are priorities. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: None due to the limited number of facilities that provide this level of technical expertise while maintaining known data consistency. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: (Leave Blank. Line 7 will be completed by the Contracting Officer) Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Dr. Risher wishes to engage in a professional working relationship with the vendor in order to secure consistency and integrity within her study. A technology as precise as this cannot be compromised as the results are base on specific timing of her work leading up to the submission of the samples as well as the data produced. Any Other Facts Supporting the Use of Other than Full and Open Competition: Per Doctor Risher s submitted astract and awarded grant: this proposed work uses a novel cellular approach to unravel the mechanisms of brain injury and dysfunction that occur after alcohol abuse mplicating astrocytes as potential targets for innovative therapeutic strategies in line with the VA mission. Due to this approach, a highly technical sectioning process is required with highly trained techicians. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: N/A 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: N/A Requirements Certification: _____________________________ ________________________ Name: Date Title: Facility: Approvals in accordance with the VHAPM Part 806.3 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. _____________________________ ________________________ Name: Date Title: Facility: