Description
The Department of Veterans Affairs, VA Boston Healthcare System, had awarded a sole source contract for Audiology /Speech Pathology equipment (complete digital strobe) that includes DICOM software which would allow for the capability of images from the evaluations done on this equipment to be transferred into the Computerized Patient Record System (CPRS) / Veterans Health Information Systems & Technology Architecture (VISTA) IMAGING System. A fixed price contract was awarded. It is the Governments belief that only KayPENTAX, a division of Pentax Medical Company possessed the required capabilities to successfully meet this requirement. Please refer to the Sole Source Justification. This is not a solicitation or a request for information; it is a notice of a sole source contract award. JUSTIFICATION AND APPROVAL VA241-P-1177 AUDIOLOGY/SPEECH PATHOLOGY EQUIPMENT SOLE SOURCE AWARD JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION 1. Identification of the agency and the contracting activity: VA Medical Center, Audiology and Speech Pathology Service, West Roxbury, MA This document constitutes a justification and approval for use of other than full and open competition for the acquisition described herein. It is executed on behalf of the VA Boston Healthcare System, Boston, MA. 2. Nature and/or description of the action being approved. Sole Source Procurement for Audiology/ Speech Pathology equipment from: KayPentax 3. The description of the supplies or services required to meet the agencys needs (including the estimated value). Complete Digital Strobe recommended and funded by Central Office for the Polytrauma Program. Total cost: $53,770.00 (including shipping) Qty ITEM Price 1 Rhinolaryngeal Stroboscope (Model 9100B) $15,995 1 Rigid Endoscope (Model 9106) $4,320 1 Camera, 3-CCD (Model 9212) $7,925 1 22-37mm Zoom Lens Coupler (Model 9118) $1,575 1 Digital Video Capture Module (Model 9200C) $16,995 1 Printer, Color (Model 9264C) $325 1 Electroglottograph (Model 6103) $2,195 1 Cart (Model 9272) $2,595 1 Set-up & Training $1,195 4. Identification of the statutory authority permitting other than full and open competition. FAR 6.302-1, 41 USC 253 (1) only one responsible source. 5. Demonstration of the contractors unique qualifications: - This equipment includes DICOM software which would allow for the capability of images from the evaluations done on this equipment to be transferred into CPRS/VISTA IMAGING. Other vendors/contractors of similar equipment do NOT include DICOM software. - This equipment integrates with 6 fiberoptic endoscopes that we currently use, that can be used with this system. If other equipment were to be purchased, it would result in the equipment not being compatible these endoscopes that we currently use and we would have to purchase new scopes. The integration and compatibility of our equipment allows for more efficient patient care as our clinicians are already trained and familiar with this equipment and it allows for the most optimal situation for obtaining quality images during evaluations. - We currently have a standard operating procedure for the reprocessing of Kay/Pentax scopes (which this equipment includes). Our staff is trained and demonstrates competencies in this reprocessing procedure. Obtaining different equipment would require that an additional standard operating procedure for reprocessing be developed and retraining for each staff member be completed. 6. Description of efforts made to ensure that offers are solicited from as many potential sources as is practicable, including whether a FedBizOpps notice was or will be publicized as required by subpart 5.2 and, if not, which exception under 5.202 applies. A sole source notice will be published in FedBizOps.gov. 7. Determination by the contracting officer that the anticipated cost to the government will be fair and reasonable. Kay/Pentax has a Federal Supply Service contract with the VAs National Acquisition Center. While these pieces of equipment are not on that schedule, the vendor has offered government discounted pricing. 8. Description of the market survey conducted (i.e., names of firms and date(s) the firms were contacted) and the results or a statement of the reasons a market survey was not conducted. This is the only contractor that includes DICOM software, which allows for transferring of images to CPRS/VISTA IMAGING. 9. Any other facts supporting the use of other than full and open competition, such as an explanation why technical data packages, specifications, or engineering descriptions, statements of work, or purchase descriptions suitable for full and open competition have not been developed or are not available. - Our department currently uses the Digital Swallowing Workstation from Kay/Pentax, which has a similar set-up and also includes DICOM software. All our clinicians are trained with this equipment and therefore becoming familiar with this new equipment would require less training in comparison to purchasing a completely different system from another vendor. This equipment was recommended by Central Office with the following rationale: This is an advanced laryngeal imaging system that digitally records stroboscopic and other endoscopic exams to a fully-integrated video capture and playback workstation. It includes a high quality imaging system for comprehensive assessment of the vocal folds structure and vibratory characteristics. It can also be used to record other endoscopic procedures (e.g., transnasal esophagoscopy) with superior image quality). 10. A listing of the sources, if any, that expressed, in writing, an interest in the acquisition. None. 11. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required. Contracting activity will continue to encourage full and open competition whenever possible.