R702--R&D Data Capture Services compatible with Qualtrics study data analytics software

VHAPG Part 813.106 Simplified Acquisition Procedures: Soliciting from a Single Source Attachment 1: Single Source Justification for SAP under the SAT Last Updated: 02/01/22 Page 1 of 2 DEPARTMENT OF VETERANS AFFAIRS Justification for Single Source Awards IAW FAR 13.106-1 For Streamworks, INC Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K) Acquisition Plan Action ID: 36C248-22-AP-4985 Contracting Activity: Department of Veterans Affairs, VISN 08, Bruce W. Carter, VA Medical Center (VAMC), Miami VA Caribbean Healthcare System (MVACHS), located at 1201 N.W. 16th Street, Miami, FL 33125. Brief Description of Supplies/ Services required and the intended use/Estimated Amount: The Miami VA Caribbean Healthcare System (MVACHS), Geriatric Research Education and Clinical Center Services, has a requirement for data capture services. Service will be for a base year, plus (+) four (4), one (1) year option periods. The MVACHS, Geriatric Research Education and Clinical Center Services department conducts studies of many different chronic conditions and assessment of needs relevant to our Veteran population. Data capture services are required for completion of a national survey of Veterans, titled: Elizabeth Dole Center of Excellence in Veteran and Caregiver (EDCoEiVC) research study. The research study cannot be completed within the funding timeline without the required services. This is a request for Other than Full and Open Competition for the procurement of the required services from incumbent Streamworks, LLC, Blaine, MN. Streamworks, LLC is a small/disadvantaged business (SDB). Anticipated contract type is firm fixed price. Anticipated period of performance is base year, plus (+) four (4) one (1) year option periods. Total estimated amount for base plus four option periods is $211,480.35. This requirement is being procured under the authority of Title 38, U.S.C. 8153 Health Care Resources Sharing Authority in conjunction with FAR Part 12 Acquisition of Commercial Items and FAR 13.106- 1(b) Soliciting from a Single Source. Independent Government Cost Estimate (IGCE) is $42,296.07 for base year; see chart below: Services required Period of Performance Unit Estimated Cost Data Capture Services compatible with Qualtrics study data analytics software Base Year: 09/30/2022 to 09/29/2023 Year $42,296.07 Option Year I (1): 09/30/23 to 9/29/2024 Year $42,296.07 Option Year II (2): 09/30/24 to 9/29/2025 Year $42,296.07 Option Year III (3): 09/30/25 to 9/29/2026 Year $42,296.07 Option Year IV (4): 09/30/26 to 9/29/2027 Year $42,296.07 Est. Total Cost: $211,480.35 Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: The Geriatric Research Education and Clinical Center (GRECC) Services is currently using Streamworks for it s data security and data management requirements for completion of a national survey of Veterans, titled: Elizabeth Dole Center of Excellence in Veteran and Caregiver (EDCoEiVC) research study. Streamworks is currently mid-stream in the data collection process. GRECC is requesting a follow-on contract to ensure continued data collection with no substantial duplication of cost to the Government or unacceptable delays in fulfilling the requirement. GRECC must be able to capture the data from the returned surveys and import into Qualtrics analytics software. It must also maintain and track any missing surveys and send timed follow-up reminders to increase response rate. Streamworks, LLC is valuable for their experience in survey distribution and processing, including data capture. Streamworks, LLC can complete data capture and provide an electronic data file compatible with Qualtrics study data analytics software to capture data using a secure solution for all mail and data management requirements. Streamworks is the only company found capable of doing all the complex functions mentioned below: Offers data security and offer secure solution for all mail and data management requirements; Offers data capture services compatible with Qualtrics, our already contracted VA approved FISMA capable platform to capture data using a secure solution (mentioned below); Track all surveys responses, send timed reminders. Offers print and mail solutions as mentioned below: The Vendor offers data security and offer secure solution for all mail and data management requirements: SOC2 Type 2 Audit + HITRUST Opinion HIPAA compliant ISO 27002 International Standards The Vendor offers print and mail solutions concept to delivery: Creative design services for all paper survey and package components. Mail File Data Standardization for USPS Postal Discounts; NCOA (National Change of Address) Variable Data Print Intelligent Mail Production Barcode personal information for data capture on survey Match personalized components within each mail package, via our Intelligent camera-match Insertion equipment 100% mail verification reporting Lettershop Services On-site US Post Office station for mailing The Vendor offers complete survey processing and data capture services include: Only vendor that we know to captures data into Qualtrics. The Miami VAMC research service already has an existing contract with Qualtrics, a FISMA compliant platform approved by VA R and D. State of the art image scanning combines automated OCR (Optical Character Recognition) and human review to provide data quality that matches 100% key verification. Open end Comment Processing Verbatim comment capture and coding Translation services in over 30 languages Data file matches online Qualtrics file layout for easy upload to Qualtrics platform for reporting and analysis Description of market research conducted and results or statement why it was not conducted: Streamworks, LLC is required as a follow-on contract for continued delivery of highly specialized services. This study cannot be completed within the funding timeline without this service. Vendor Information Portal (VIP): Market Research was conducted via the Vendor Information Portal (VIP) using NAICS code 518210, Data Processing, Hosting, and Related Services and key words Data Capture Services . The mentioned research within VIP yielded 693 potential SDVOSBs/VOSBs. A Request for Information (RFI)-Sources Sought was published via SAM Contract Opportunities (36C24822Q1536) on 7/30/2022. The RFI-Sources Sought explicitly mentioned the requirement of data conversion compatible with Qualtrics analytics software. The RFI yielded three (3) responses. Contractor POC Socio- economics Capability Statement Jamison Professional Services, Inc. Elton Ruffin (contact@example.gov) Prime: SDVOSB No Confidence. - Does not provide digital files compatible with Qualtrics software. Joeanne Thomas- Joseph (dba: JEBS Biometrics Enterprise) Joeanne Thomas (contact@example.gov) EDWOSB No confidence. - Does not provide digital files compatible with Qualtrics software Stonewall Analytics, LLC Chad Smith (contact@example.gov_ SDVOSB No confidence. - Does not provide digital files compatible with Qualtrics software Review of capability statements for the above three RFI responding companies, shows no indication that the companies have experience with Qualtrics software that is compatible with the existing VA approved FISMA capable platform with Qualtrics study data analytics software to capture data using a secure solution for all mail and data management requirements. Based on a review of the SDVOSBs/VOSBs' VIP profiles and/or websites there's no confidence that offers will be received from two (2) sources capable of meeting the unique/specialized needs of this requirement to provide digital files compatible with study data analytics Qualtrics software. General Service Administration (GSA) Market Research: Research within GSA FSS Contractor Listing using CAT 518210DC-Document Conversion Services resulted in 77 small businesses. On 7/29/2022, RFI-Sources Sought for Data Capture Services was sent via email to all 77 GSA FSS small businesses identified. The RFI-Sources Sought explicitly mentioned the requirement of data conversion compatible with Qualtrics analytics software. The RFI yielded four (4) responses: Contractor Point of contact /GSA FSS Socio- economic status Capability Statement Melken Solutions, LLC Lisa Wilis (contact@example.gov) GSA FSS: GS03F027GA SDVOSB No confidence. - Does not provide digital files compatible with Qualtrics software LaBranche Blockchain Market Exchange & Property Management, LLC Wendy Lebranche (contact@example.gov) GSA FSS 47QSMD20R0001 EDWOSB No confidence. - Does not provide digital files compatible with Qualtrics software United Systems of Arkansas, Inc. Sherman Parker (contact@example.gov) GSA FSS GS25F0001U VOSB No confidence. - Does not provide digital files compatible with Qualtrics software Navitas Intel Group, LLC Kwami Fox (contact@example.gov) GSA FSS 47QTCA20D00EN SDVOSB No confidence. - Does not provide digital files compatible with Qualtrics software Review of capability statements for the above four RFI responding companies, shows no indication that the companies have experience with Qualtrics software that is compatible with the existing VA approved FISMA capable platform with Qualtrics study data analytics software to capture data using a secure solution for all mail and data management requirements. Based on a review of the small businesses profile and/or their websites, the contracting officer has determined theirs is no confidence that the surveyed small businesses are unable to meet the specialized needs of this requirement to provide digital files compatible with study data analytics Qualtrics software. The mentioned market research yielded the seven (7) contractors referenced above; review of all seven capability statements did not mention any experience or work knowledge of Qualtrics analytics software to capture data using a secure solution for all mail and data management requirements. In addition to the mentioned market research being conducted - pricelist were also requested from all seven identified contractors. Two (Jamison Professional Services, Inc./Stonewall Analytics, LLC) out of the seven (7) contractors provide pricelist. The incumbent Streamworks, LLC's price list reflects the lowest annual price for the required service; low price is attributed to continued data collection with no substantial duplication of startup cost to the Government. Below, market research price list results for the mentioned contractors - Contractor Price List (annual) Jamison Professional Services, Inc. POC: Ruffin, Elton contact@example.gov $76,132.23 Stonewall Analytics, LLC POC: Chad Smith contact@example.gov $99,956.90 Streamworks, LLC POC: Vickie Whiteley contact@example.gov $42,296.07 Contracting Officer's Certification: Procurement is approved in accordance with FAR13.106- 1(b). I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. Supporting documentation uploaded separately to eCMS contract briefcase as PO2 Market Research and PO3 J&A. RAIMUNDO Digitally signed by RAIMUNDO RIVERA 299960 RIVERA 299960 Date: 2022.09.07 13:07:55 -04'00' 9/07/2022 Contracting Officer Date