Emergency Award for Alaris Pumps, PCA & Modules Louis Stokes Cleveland VA Medical Center

Agency: Department of Veterans Affairs
State: Ohio
Type of Contract: Awards
Type of Government: Federal
  • 65 - Medical, Dental, and Veterinary Equipment and Supplies
Posted: Sep 21, 2017
Solicitation No: VA25017Q0932
Publication URL: To access bid details, please log in.
Award Number: VA250-17-P-4111
Award Dollar Amount: $1,806,832.14
Contract Awardee:


14900 Conference Center Dr Ste 100 Chantilly, VA 20151-3813

Phone:703-657-6127 Fax:703-657-6135

Solicitation Number :
Notice Type :
Award Notice
Contract Award Date :
August 3, 2017
Contract Award Number :
Contract Award Dollar Amount :
Contractor Awarded DUNS :
Contractor Awardee :
Synopsis :
Added: Sep 20, 2017 3:34 pm
Chapter VI: Other Than Full and Open Competition (OFOC) SOP

Attachment 3: Request for Sole Source Justification Format >$150K

OFOC SOP Revision 05 Page 1 of 4

Original Date: 03/22/11

Revision 05 Date: 05/02/2016


Justification and Approval (J&A)


Other Than Full and Open Competition (>$150K)

Acquisition Plan Action ID: _VA250-17-AP-6973_

Contracting Activity: Department of Veterans Affairs, VISN 10, Louis Stokes Cleveland VA Medical Center. The purchase request number is VA 2237: 541-17-2-250-0342.

Nature and/or Description of the Action Being Processed: Procurement of the AlarisA PC Units, Pump modules, Syringe modules, PCA modules, and EtC02 modules from Four Points Technology, LLC, a Service Disabled Veteran Owned Business (SDVOSB), on a sole source basis. This contract action will be awarded as a firm-fixed price purchase order. This procurement is in accordance with FAR 13.5 Simplified Procedures for Certain Commercial Items and specifically FAR 13.501 Special Documentation Requirements, where acquisitions conducted under Simplified Acquisition Procedures are exempt from the requirements of FAR Part 6, but still require a justification using the format of FAR 6.303-2.

Description of Supplies/Services Required to Meet the Agency s Needs: The Louis Stokes VA Medical Center(LSCVAMC), Cleveland, Ohio, is procuring the Next generation of 8015 AlarisA PC units - 390 each, 8100 AlarisA Pump modules - 573 each, 8110 Alaris A Syringe modules - 23 each, 810 Alaris A PCA modules - 39 each, and 8300 AlarisA EtC02 modules - 4 each. This contract action will be awarded as a firm-fixed price purchase order. The equipment requested will be an upgrade of the existing medication delivery system, and platform sustainment for the intravenous patient infusion therapy equipment used in the LSCVAMC, Nursing Unit. There are no options for this contract action. The estimated dollar value of this transaction is. The performance period will begin in Fiscal Year 2017, following the award of this contract action.

Statutory Authority Permitting Other than Full and Open Competition:

( ) (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;

FAR13.5 Simplified Procedures for Certain Commercial Items: The authority for apply the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C.1901 and is implemented for restricting competition on this procurement via FAR 13.106-1(b)(2). The authority for the SDVOSB sole source is PL 109-461.

Demonstration that the Contractor s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): This transaction requires the CareFusion Alaris A brand equipment only. The CareFusion AlarisA System and Equipment is the only medication system that satisfies the requirements of VA Directive 6517 Cloud First Policy . This directive is supported by current Federal laws, Office of Management and Budget Mandates, National Institute of Standards and Technology recommendations, and VA Directive 6500, Managing Information Security Risk: VA Information Security Program and VA Handbook 6500, Risk Management Framework for VA Information Systems - Tier 3: VA Information Security Program.

The AlarisA solution is the only product that meets the National Institute of Standards and Technology, Federal Information Processing Standards (FIPS) for the use of cryptographic modules to protect sensitive information stored on devices. This solution is FIPS 140, Security Level 2 certified.

Some components of the AlarisA equipment will serve as replacement and platform sustainment for the exiting AlarisA intravenous patient infusion therapy equipment. The AlarisA PC units and associated module components will be integrated into the existing AlarisA medication delivery system. The requested equipment will be integrated into the VISN 10 consolidated server platform and the Louis Stokes VA Medical Center s secure AlarisA wireless infusion pump platform. The AlarisA equipment will be supported by the existing GuardrailsA Suite MX point-of Care software currently used throughout VISN 10 which includes the Louis Stokes VA Medical Center.

On July 26,2017, the contracting office was notified that the Office of Information and Technology shut down the second wireless network (MDS2) which serviced 392 AlarisA Pumps and 1000 associated modules. Not all the Alaris A pumps, syringes, and PCA were upgraded, and so the old generation equipment stayed on the second wireless server (MDS2). Attempts were made to migrate the old-generation pumps and modules to the new wireless server (MDS1), and reconfigure the old- generation equipment with the 200 AlarisA pumps , 15 AlarisA Syringe, and 20 AlarisA PCA modules purchased in fiscal year 2016, new- generation equipment; however, the attempt failed due to the software, level of expertise, and resources required to migrate the old-generation AlarisA pumps and modules to the new-generation AlarisA pumps and modules.

The AlarisA pumps and modules used throughout the care units in the Louis Stokes Cleveland VA Medical Center (LSCVAMC) interact with the AlarisA system used in the LSCVAMC s Pharmacy Department. As a result, an operational concern and patient safety issue now exists within the LSCVAMC, because of the inability to push updates to drug libraries, effectively and safely manage the administration of drugs including narcotics to veteran patients, control safety setting and correct discrepancies or reported updates to the drug formulary data residing in the pumps.

Previous on-site remediation to manually update all of the pumps and modules cost an average of $50,000.00 over the course of two weeks. The frequency of drug library updates varies, and it s difficult to know how often and how many drug updates will occur for the pumps and module. The expeditious procurement and installation of the new-generation AlarisA pumps and modules are needed to restore the LSCVAMC to its fully operational capacity by allowing the current AlarisA system in VISN 10 and in LSCVAMC to interconnect. More importantly, medical staff will be able to effectively and efficiently manage and administer medication to veteran patients.

Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Due to the urgency of this procurement, it is not practicable to solicit from more than one source, because the delay in the procurement will continuously increase the grave risk of patient care. Four Points Technology, LLC is a SDVOSB concern, who is also an authorized reseller of CareFusion. Four Points, LLC has a successful past performance history of providing similar procurements to the Department of Veterans Affairs.

Determination by the Contracting Officer that the Anticipated Cost to the Government will be Fair and Reasonable: The offeror will be evaluated IAW FAR 13.106-2, the quotation will be evaluated for the following factors: Price and Past Performance. A determination of price fairness and reasonableness will be determined IAW FAR Part 13.106-3(2)(ii) and FAR Part 13.106-3(2)(iii), a comparison of proposed price with prices found reasonable on previous purchases, and current price lists.

Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: In accordance with (IAW) FAR Part 10, market research was conducted by reviewing the history of previous acquisitions, and a review of current Federal Supply Schedule holders was conducted and found that only CareFusion Solutions, a large business, can satisfy this requirement under FSS. Additional market research also revealed that there are four (4) SDVOSB and one (1) VOSB concerns that can meet the requirement open-market as they are authorized distributors for CareFusion. The non-manufacturer rule applies to this procurement, because of the dollar threshold and no current SBA wavier for the assigned NAICS and FSC. Lastly, this procurement will be procured IAW 41 U.SC.1901, implemented via FAR 13.106-1(b)(2)for FAR 13.5 procurements and PL 109-461. This is necessary as FAR Part 6 does not apply to FAR Part 13 procurements and Pl 109-461 is the VA authority to sole source.

Any Other Facts Supporting the Use of Other than Full and Open Competition: CareFusion owns all proprietary rights to all software used with the system and all components of the system. Resellers of this solution must be an authorized reseller of CareFusion.

Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: The original equipment manufacturer, CareFusion, expressed written interest in this acquisition.

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: Due to the technical risks, compatibility requirements of the existing equipment, and proprietary rights of CareFusion Solutions, there are no ways to eliminate the restriction of this requirement. If a future requirement for the same solution is identified, a full and open competition after exclusion of sources, shall be promoted amongst the OEM s resellers and the OEM-CareFusion, if there are subsequent acquisitions.

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 and belief.

____________________________ ________________________

Anthony Lelli Date

Chief, Biomedical Engineering 138(W)

Louis Stoke Cleveland VA Medical Center

Approvals in accordance with the VHAPM, Volume 6, Chapter VI: OFOC SOP. This part if filled out by Contracting Staff as part of the Justification

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.

_____________________________ ________________________

Connie A. McKay Date

Supervisory Contracting Officer

Network Contracting Office (NCO) 10

Director of Contracting /Designee (Required over$150K but not exceeding $700K): I certify the justification meets requirements for other than full and open competition.

_____________________________ ________________________

Terry L. Spitzmiller Date

Director of Contracting

Network Contracting Office (NCO) 10

VHA SAO HCA Review and Approval: I have reviewed the foregoing justification and find it to be complete and accurate to the best of my knowledge and belief and recommend approval (if over $13.5 million) or approve ($700K to 13.5 million) for other than full and open competition.

_____________________________ ________________________

Joseph Maletta

SAO Director, East Region DATE

SAO East Head of Contracting Activity (HCA)
Please consult the list of document viewers if you cannot open a file.
Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
September 20, 2017
Description: VA250-17-P-4111 VA250-17-P-4111_1.docx
Contracting Office Address :
Department of Veterans Affairs;Network Contracting Office (NCO) 10;260 E. University Avenue;Cincinnati OH 45219
Point of Contact(s) :
Ronetta Sweeney
Supply Team 2

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