V--TAC-18-50151 VetRide Transportation Solution bridge contract

VetRide Hosted Solution Maintenance and Support Control Number: TAC-18-50151 2 VetRide Hosted Solution Maintenance and Support Control Number: TAC-18-50151 JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION 1. Contracting Activity: Department of Veterans Affairs (VA) Office of Procurement Acquisition and Logistics Technology Acquisition Center 23 Christopher Way Eatontown, NJ 07724 2. Description of Action: The proposed action is to award a bridge contract for VetRide subscription services to include maintenance and technical support of the Veterans Transportation Program (VTP) VetRide Transportation Scheduling Software System. 3. Description of Supplies or Services: A bridge contract is needed from September 9, 2018 to March 8, 2019 with two 6-month option periods. The contractor shall provide continued maintenance and software support of the currently deployed VetRide Transportation Scheduling Software System. VetRide is a comprehensive transportation management software solution that serves as the system integrator for all elements of the system that directly links to the VA network via proprietary software owned by Kevadiya. VetRide s software licenses enable multiple transportation coordinators and other users (e.g. systems administrators) to access server software across multiple VAMC s without degradation of performance. VetRide provides interactive routing and re-routing planning for vehicles which has the ability to calculate a large distance matrix, up to 500x500 way points, for route planning and optimization. The existing VetRide provides an Administrative Portal which contains a single pane of glass using integrated software codes and source code to combine information from multiple sources into a unified display. VetRide also maintains an embedded user manual within the administrative portal which includes a .pdf download for offline reading, the ability to view training videos, automated cost avoidance for Beneficiary Travel Special Mode of Transportation (SMT) i.e., wheelchair transport, Basic Life Support (BLS), stretcher, and Advanced Life Support (ALS). In addition, VetRide provides for authentication of VA employees using the Personal Identity Verification (PIV) card. VetRide meets the requirements outlined in the National Institute of Standards and Technology (NIST) 800-53 security controls and VA 6500 information security handbook and provides a mutli-tenancy architecture where all VA sites can have their own operation autonomy. The SMT tracker tracks all rides and costs related to special mode transport (wheel chair, ALS, BLS, Stretcher), the Beneficiary Travel Eligibility and upcoming expiration of eligibility with weekly reminders beginning at four weeks out, and those SMT trips that are assigned to third party service providers. Due to emerging requirements that were unforeseen by VA, the competitive contract has been delayed. Specifically, the Office of Information Technology (OIT) had informed the VTP that they would assume operational control of the program. As part of the transition process from OIT to VTP, VA had to address new transfer of operational control requirements (e.g. IT/Non-IT board, program review by IT/Non-IT governing board). Additionally, a new requirements review for VA owned systems maintenance and support arose as a result of the transfer. Once the process was finalized in February 2018 the VA determined that the solution was a non-IT product and that VTP is responsible for maintenance and support of the system. In addition, emerging requirements were discovered that had to be captured in any new competitive contract. These included security and functional requirements that were discovered in May 2018. Specifically, the extent of code redesign and possible data corruption was addressed in the new competitive procurement. The competitive procurement is currently underway and award is anticipated September 2018. The Period of Performance will be September 9, 2018 to March 8, 2019 with two 6-month option periods. 4. Statutory Authority: The statutory authority permitting other than full and open competition is 41 U.S.C. 3304(a)(1) as implemented by the Federal Acquisition Regulation (FAR) Subpart 6.302-1 entitled, Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. 5. Rationale Supporting Use of Authority Cited Above: The proposed source is Kevadiya, Inc., 2001 Centerpoint Parkway, Suite 111, Pontiac, Michigan 48341. The original contract was awarded on a competitive basis to Kevadiya. VA is currently in the process of competing this requirement, however, any other source would require significant ramp-up time to meet VA s needs. Specifically, use of any other brand name software other than VetRide would result in extensive redesign and redevelopment of existing modules that currently only communicate with the existing VetRide solution. This is due to the proprietary code that VetRide operates under with which these modules have been designed to interoperate. Specifically, approximately 400,000 lines of software code would have to be rewritten by any other source to work with any other brand name software. VA anticipates that this redesign effort would take any source approximately 6-12 months. In addition, the existing VetRide software stores and maintains Veterans personal data through its administrative portal. Specifically, this data is stored through Kevadiya s proprietary infrastructure application framework. Redesigning the existing lines of code runs a high risk of data corruption and therefore, any other source must ensure the aforementioned redesign is properly configured. This timeframe falls under the 6-12-month redesign mentioned above. The data stored consists of the Veteran s name, ethnicity, gender, phone number, special needs, date of birth, geocoded address, mobility, Beneficiary Travel eligibility, VA member ID, medical documentation for SMT, trip history, homeless status, Do Not Resuscitate /Do Not Intubate, Operation Enduring Freedom/Operation Iraqi Freedom/Operation New Dawn service, service animal, catastrophic eligibility, marital status, emergency contact, miles served and last four digits of the social security number. It is critical that all ride operators have access to the Veteran s data so that a Veteran receives the type of care specified. Any loss of data could result in non-application of Veteran care directives. With respect to security requirements, currently only VetRide can provide PIV access which contains the necessary data for access to federal facilities and information systems and complies with the Homeland Security Presidential Directive 12. This is a critical VA security requirement for all federal employees and contractors to access VA systems, and also meets Federal Information Processing Standards. Additionally, only VetRide provides the ability to read the Veterans Health Identification Cards (VHIC) assigned to Veterans for verification of ridership matching a unique member identification number to Veterans registered social security numbers. The VHIC card allows for positive identification of the Veteran being transported. Any other source, must develop this capability to meet VA s needs. The ability to read VHIC s has been listed in the competitive contract as a functional requirement. VA anticipates another source would require at least 3-6 months to develop this capability. Failure to provide seamless support for this system will result in loss of vital access to Veterans healthcare by removing essential transportation to VA medical centers. The system is vital to Veterans by ensuring safe and seamless transportation by tracking vehicle movement for each vehicle throughout the entire trip for each Veteran transported. Additionally, VetRide provides critical data metrics that impact patient care by analyzing the needs of the Veterans and using that data to provide dramatically improved Veterans access to care. 6. Efforts to Obtain Competition: Market research was conducted, details of which are in the market research section of this document. This effort did not yield any additional sources that can meet the Government s requirements. There is no competition anticipated for this acquisition. Additionally, the proposed action will be synopsized on the Federal Business Opportunities Page in accordance with FAR 5.201. Any responses received will be evaluated. 7. Actions to Increase Competition: VA is now in the process of competing for a transportation software solution. VA is now finalizing the requirements and anticipates award by September 2018 with deliveries beginning 6-12 months after award to any other source other than the incumbent, based on the analysis conducted in paragraph 5 of this Justification. However, if deliveries can be made early VA will transition all of its requirements and cease using this proposed action. 8. Market Research: A Request for Information (RFI) was issued on March 29, 2018 via Federal Business Opportunities (FBO) to ascertain if there were any other sources that could meet the Government s requirements for an end-to-end transportation software solution. VA received responses from five sources as follows: Forward Federal Systems, LLC. (FFS), Tkacz Engineering, LLC., AJS Cloud, Favor Tech Consulting, LLC. (FTC) and Kevadiya, Inc. (Kevadiya). The RFI stated that the existing VA KMTS system is provided by Kevadiya. All of the RFI respondents, except for the incumbent, acknowledged the ramp-up time needed to meet VA s requirements as outlined in Section 5 of this Justification. The RFI yielded that only the incumbent, Kevadiya, would be able to satisfy the requirements in the timeframe required. In June 2018 VA contacted all of these RFI respondents and advised them of the Government s assessment that they could not meet VA s needs in the timeframe required. No objections were received. 9. Other Facts: None. 10. Technical and Requirements Certification: I certify that the supporting data under my cognizance, which are included in this justification, are accurate and complete to the best of my knowledge and belief. Name: Kevin Bergan Date: ________________________________ Title: Management Analyst Signature: ____________________________ 11. Fair and Reasonable Cost Determination: I hereby determine that the anticipated price to the Government for this contract action will be fair and reasonable based on price analysis developed from historical contract pricing and cost and pricing data. The proposed price will also be compared to the Independent Government Cost Estimate. Name: Debra G. Clayton Date: ________________________________ Procuring Contracting Officer Signature: ____________________________ 12. Procuring Contracting Officer Certification: I certify that this justification is accurate and complete to the best of my knowledge and belief. Name: Debra G. Clayton Date: ________________________________ Procuring Contracting Officer Signature: ____________________________ Approval 13. In my role as procuring activity Advocate for Competition, based on the foregoing justification, I hereby approve the acquisition of VetRide subscription services to include maintenance and technical support of the VTP VetRide Transportation Scheduling Software System, on another than full and open competition basis pursuant to the statutory authority cited in paragraph 5 above, subject to availability of funds, and provided that the services herein described have otherwise been authorized for acquisition. Date: ____________ Signature: _________________________________ Ronald J. Bakay Advocate for Competition Technology Acquisition Center Office of Procurement Acquisition and Logistics