J--Nurse Call Service Contract - 695

DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition (>$150K) 1. Contracting Activity: Department of Veterans Affairs, NCO12, Great Lakes Acquisition Center, Suite 101, Milwaukee, WI 53214-1476. Transaction 695-16-1-6134-0001, Jeron Nurse Call System Maintenance Services. 2. Nature and/or Description of the Action Being Processed: This procurement is for preventative maintenance and repair of the Jeron Nurse Call System located at the Milwaukee VA Medical Center in accordance with FAR 13.5 Test Program for Certain Commercial Items. This is a new requirement for a firm-fixed price base plus three option year contract. 3. Description of Supplies/Services Required to Meet the Agency's Needs: Repair, preventative maintenance and maintenance (emergency and non-emergency) of the Jeron Nurse Call System. Must be able to provide labor, parts and services needed to maintain the system. Vendor must be able to provide and install all software updates, upgrades and consumables. The total estimated cost of the contract is $480,000.00. 4. 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. 5. Demonstration that the Contractor's Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): The Milwaukee VA Medical Center needs to be able to provide software updates and upgrades to the existing system. No other vendors are able to access the proprietary system to allow for upgrades. 6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Posted the statement of work with a request for information (VA69D-15-N-1247) on Federal Business Opportunities. The request was posted form 8/6/15 to 8/13/15 to identify vendors that could provide maintenance, preventative and emergency, labor, supplies and equipment to include travel and expenses for the care of the Jeron Nurse Call System located at the Milwaukee VA Medical Center. Upon closing, only the incumbent responded. 7. Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: Pricing has been compared to current contract VA69D-P-1475. Base pricing is the same for option year four of the current contract which was determined fair and reasonable by the Contracting Officer at time of award. The remaining option years one through three are priced at $115,000, $122,000 and $128,000 respectively, to reflect economic adjustment and increase in maintenance costs for aging equipment. The anticipated cost is considered fair and reasonable by the contracting officer for the base and three option years. 8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: A request for information with an attached statement of work was posted to Federal Business Opportunities (FBO) from 8/6/15 - 8/13/15. Upon closing, only one response was received; the incumbent did respond with their capabilities statement. Conducted a Small Dynamic Business Search which revealed two businesses, Vitel Communications and Systec Ltd. The incumbent, Systec provided their capabilities statement however; Vitel Communications only services the Texas pan handle area. GSA Advantage revealed four vendors but these vendors only provided the nurse call systems and supplies and not services. CVE Government-wide database and Ability-One revealed no results. 9. Any Other Facts Supporting the Use of Other than Full and Open Competition: The system was installed under a construction contract from the Great Lakes Acquisition Center. Since the installation, the system has been expanded due to patient care area renovations. It would not be cost effective to remove the entire system to include the renovations to install another system from a different vendor. Given this information, at this time a new statement of work will not be developed to procure a new system. 10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: The only source that expressed interest in the posting VA69D-15-N-1247 to FBO was the incumbent, Systec Ltd., of Wisconsin. 11. 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: The Acquisition Center will continue to monitor the marketplace for new opportunities. The software upgrades may be accessed by other technicians in the future to allow for competition. At this time it is more cost effective to put a longer contract in place. Market research dictated that only one source is still available and no others have come forward at this time. The option years will provide continued services for the veterans until such time as a new system can be put into place or another vendor is made available.