R799--Records Scanning | Access Information MGMT | Bridge Contract POP: 3/1/25 - 2/28/26

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Request for Limited Sources Justification Format >SAT
VHAPG Part 808.405-6 Limiting Sources Page 1 of 4
Revision: 01 Effective Date: 09/01/2024
Acquisition ID#: 36C261-25-AP-0099
LIMITED SOURCES JUSTIFICATION

ORDER >SAT

FAR PART 8.405-6

Acquisition Plan Action ID: 36C261-25-AP-0099

(1) Contracting Activity: Department of Veterans Affairs, Network Contracting Office 21 located at 6900 North Pecos Road, North Las Vegas, NV 89086 on behalf of VA Northern California Healthcare System at 10535 Hospital Way, Mather, CA 95655. PR# 612-25-2-5712-0008

(2) 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 action being review and approved is a new requirement for patient medical records scanning, indexing, web repository, and storage services for the VA Northern California Health Care System.

Order against: FSS Contract Number: 47QSMA23D08PZ
Name of Proposed Contractor:
 Access Information Management (LG Business)
Street Address:
  500 Unicorn Park Drive, Suite 503  Â
City, State, Zip:
  Woburn, MA 01801-3377  Â
Phone:
  978-882-2010  Â
(3) Description of Supplies or Services:
The estimated value of the proposed action is $652,548.60
The VA Northern California Health Care System (VANCHS) requires records storage, retrieval, and disposition services from a National Archives and Records Administration (NARA) Approved Commercial Records Storage Facility. This facility must be and maintained by all NARA standards in accordance with 36 CFR 1220 and 36 CFR 1234, as well as be in compliance with all other Federal Records and Privacy Acts.) The vendor provides web repository, document scanning into Vista Imaging, electronic indexing of medical records, pick up of medical records at designated locations, quality monitoring, as well as providing trained staff to perform release of information services as needed.

Base period: March 01, 2025 February 28, 2026

(4) 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.

FAR 8.405-6(a)(1)(A): An urgent and compelling need exists and following the ordering procedures would result in unacceptable delays:

FAR 8.405-6(a)(1)(B): 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.

These services are imperative to continuously maintaining complete and accessible medical records. Access Information Management (AIM) houses physical records and documents, as well as maintains 21.6 million electronic images in the web repository. Pursuant to VHA s Health Information Medicine (HIM) Health Record Documentation Program Guide, Active or inactive health records must be readily accessible to authorized clinical and administrative staff . The Joint Commission standards also require the hospital maintains complete and accurate medical records for each individual patient (RC.01.01.01) and the hospital retains its medical records (RC.01.05.01). The AIM currently houses physical records and documents, as well as maintains 21.6 million electronic images in the web repository. The cost and time of those involved to acquire a new vendor, rehouse physical documents to a new facility, and retrieve the electronic documents would not be cost effective to the Government.

As mentioned above, the storage of Federal records must be strictly regulated and requires National Archives and Records Administration (NARA) Approved Commercial Records Storage Facility and be in conformance with 36 CFR 1220 and 36 CFR 1234, as well as be in compliance with all other Federal Records and Privacy Acts.

Due to the unique nature of this service (geographic and Federal law), this service can only be performed by the incumbent vendor, Access Information Management, a large business. They are fully capable and are already performing successfully.
FAR 8.405-6(a)(1)(C): 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.

FAR 8.405-6(b): Items peculiar to one manufacturer:

A patent, copyright or proprietary data limits competition. The proprietary data is:

These are direct replacements parts/components for existing equipment.

The material/service must be compatible in all aspects (form, fit and function) with existing systems presently installed/performing.

(5) Describe Why You Believe the Order Represents the Best Value consistent with FAR 8.404(d) to aid the contracting officer in making this best value determination:

Based on comparing the proposed pricing to the previous prices the Government paid in the same location during fiscal year (FY) 24 for contract GS-25F-0005P- 36C26123F0289 which was awarded in the amount of $707,463.60 for a 12-month period of performance. Government Service Administration (GSA) has determined the prices to be fair and reasonable.

(6) Describe the Market Research Conducted among schedule holders and the results or a statement of the reason market research was not conducted.

Veteran Small Business Certification Check using NAICS code: 518210 found 1,940 SD/VOSBs. A request for information (sources sought) posted to GSA ebuy, RFQ 173470 on November 22, 2024 - November 29, 2024.

A Special Notice of Intent to (36C26125Q0191) was posted to the SAM.gov Contract Opportunities January 03, 2025 responses due January 07, 2025, zero (0) responses received.

(7) Any Other Facts Supporting the Justification:
There are 12 vendors nationwide capable of performing these services. While none are Service-Disabled Veteran Owned Small Business (SDVOSBs) or Veteran Owned Small Businesses (VOSBs), there is one NARA-certified small business. However, this business is located out of state.
Should a new contractor be selected, the transfer of the web repository would incur estimated cost of approximately $2,00,000.00. Furthermore, transferring physical records from the current storage facility would be impractical, as these records must remain readily accessible to ensure timely retrieval for ongoing operations.

(8) 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:

The Government will continue to conduct market research to ascertain if there are changes in the marketplace that would enable future actions to be competed.

(9) Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge. I understand that processing of this limited sources justification restricts consideration of Federal Supply Schedule contractors to fewer than the number required by FAR Subpart 8.4. (This signature is the requestor s supervisor, fund control point official, chief of service or someone with responsibility and accountability.)

Nezzera Tackett, HIM Manager
Benefits and Data Management Services
VA Northern California Healthcare System
(10) Approvals in accordance with the VHAPM Part 806.3 OFOC SOP:

a. Contracting Officer s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

___________________________
James Postell
Contracting Officer, Services II
Network Contracting Office (NCO 21

b. One Level Above the Contracting Officer (Required over the SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition.

____________________________
Jason T. Hill
Branch Chief, Services II
Network Contracting Office (NCO) 21

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