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FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 10, 2015 FBO #4885
DOCUMENT

J -- Varian Aria Eclipse (Software) Maintenance - Justification and Approval (J&A)

Notice Date

4/8/2015
 

Notice Type

Justification and Approval (J&A)
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Ann Arbor Healthcare System;Network 11 Contracting Office;2215 Fuller Road;Ann Arbor MI 48105
 

ZIP Code

48105
 

Solicitation Number

VA25115Q0249
 

Archive Date

7/8/2015
 

Point of Contact

THOMAS AUTEN
 

E-Mail Address

.AUTEN@VA.GOV<br
 

Small Business Set-Aside

N/A
 

Award Number

VA251-15-P-1272
 

Award Date

3/31/2015
 

Description

JUSTIFICATION FOR SINGLE SOURCE AWARDS IAW FAR 13.106-1 (OVER MICRO-PURCHASE THRESHOLD($3K) BUT NOT EXCEEDING THE SAT ($150K)) IAW FAR13.104, COs must promote competition to the maximum extent practicable to obtain supplies and services from the source whose offer is the most advantageous to the Government, considering the administrative cost of the purchase. When competition is not practicable, IAW FAR13.106-1(b), COs solicit from a single source for purchases not exceeding the simplified acquisition threshold. COs may solicit from one source if the CO determines that the circumstances of the contract action deem only one source reasonably available (e.g., urgency, exclusive licensing agreements, brand-name or industrial mobilization). IAW FAR13.106-3(b)(3),COs are required to include additional statements explaining the absence of competition (see 13.106-1 for brand name purchases) if only one source is solicited and the acquisition does not exceed the simplified acquisition threshold (does not apply to an acquisition of utility services available from only one source) or supporting the award decision if other than price-related factors were considered in selecting the supplier. This template when completed can be used to document single source awards IAW FAR13.106-3(b)(3). Note: Statements such as "only known source" or "only source which can meet the required delivery date" are inadequate to support a sole source purchase. 1. PURCHASE REQUEST OR REQUISITION NUMBER: 553-15-3-139-00501A. PROJECT/TASK NUMBER N/A1B. ESTIMATED AMOUNT: $30,687.75 2. BRIEF DESCRIPTION OF SUPPLIES OR SERVICES REQUIRED AND THE INTENDED USE: Varian Medical will provide emergency and non-emergency service repairs/replacement to the ARIA/Eclipse (Serial # H484288) equipment and software (as specified in maintenance Agreement DOR201140916-001A. The reference maintenance agreement is for the Varian Premier Assurance Essentials Maintenance Plan which carries a 97% up-time guarantee, mandatory upgrades coverage, Firmware and software upgrades coverage, comprehensive parts coverage, discounted labor rates etc. This is a full service coverage plan. The ARIA/Eclipse is the software and hardrives which run the linear accelerator used to provide treatment to cancer patients used in radiation. This is Temporary order for continuous service for the period of 4/1/2015 to 6/30/2015 while a new contract is completed for approval. 3. UNIQUE CHARACTERISTICS THAT LIMIT AVAILABILITY TO ONLY ONE SOURCE, WITH THE REASON NO OTHER SUPPLIES OR SERVICES CAN BE USED: Varian Medical Systems is the original equipment manufacturer. Only Varian Medical Systems can perform the required maintenance, upgrades and repairs to this equipment. The vendor has access to their servers with a VA national agreement to access them via VPN communication which means that they are able to log into our servers remotely and be able to resolve any software issues as well as provide software upgrades and system diagnostics. In addition, the software and hardware components make the system impossible to work on without manufacturer training and service keys. Accordingly, Varian Medical is the only firm capable of providing the supplies and services components described in Section 2 above without the Veteran's Health Administration experiencing substantial duplication of cost that could not be expected to be recovered through competition. 4. REASON THAT SUGGESTED SOURCE IS THE ONLY SOURCE, WHICH CAN PROVIDE THE SUPPLIES OR SERVICES: Currently working on a new contract with a Base Year and four (4) option years. Only Varian Medical Systems can perform the required maintenance, upgrades and repairs to this equipment since they are the manufacturer of this system. The vendor has access to their servers with a VA national agreement to access them via VPN communication which means that they are able to log into our servers remotely and be able to resolve any software issues as well as provide software upgrades and system diagnostics for the system they designed and manufactured. 5. DESCRIPTION OF MARKET RESEARCH CONDUCTED AND RESULTS OR STATEMENT WHY IT WAS NOT CONDUCTED: Robert Hijazi searched GSA advantage.gov and the internet for applicable FSS contract or an open market contractor that could provide the services and supplies required and was unable to locate one. He also obtained a quote from Varian Medical for the proposed services so that the VA would know exactly what was covered and what was not. The Contracting Officer searched the internet and found no other vendors that could provide the services or supplies and contacted Varian Medical via phone and e-mail to verify whether the service plan was available on FSS or not.According to Donald Rubino, of Varian Medical, it is not available under any FSS contract. The contracting officer also issued an intent to sole source announcement on FBO on 12/18/2014 and only one source replied, Varian Medical. 6. Contracting Officer's Certification: Purchase 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. Signature: ______________________________ Date:____________________ Name:__________________________________ Title:___________________________________ Facility:_________________________________
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAHCS506/VAAAHCS506/VA25115Q0249/listing.html)
 

Document(s)

Justification and Approval (J&A)
 

File Name: VA251-15-P-1272 VA251-15-P-1272_2.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1969807&FileName=-5583.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1969807&FileName=-5583.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03693327-W 20150410/150408235051-633f70b515e852a4cbef6e54020014b9 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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