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FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 08, 2015 FBO #5067
DOCUMENT

R -- VISN 11Radiology PACS Limited Source Posting - Justification and Approval (J&A)

Notice Date

10/6/2015
 

Notice Type

Justification and Approval (J&A)
 

NAICS

511210 — Software Publishers
 

Contracting Office

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

ZIP Code

48105
 

Solicitation Number

VA25115Q0475
 

Archive Date

11/15/2015
 

Point of Contact

Rose Reyburn
 

E-Mail Address

845-5598<br
 

Small Business Set-Aside

N/A
 

Award Number

VA251-15-A-0035
 

Award Date

10/1/2015
 

Description

LIMITED SOURCES JUSTIFICATION ORDER >$150,000 FAR PART 8.405-6 2237 Transaction # or Vista Equipment Transaction #: 506-16-1-1025-0001/RFQ-VA251-15-Q-0475 This acquisition is conducted under the authority of the Multiple Award Schedule Program. The material or service listed in par. 3 below is sole source, therefore, consideration of the number of contractors required by FAR Subpart 8.4 - Federal Supply Schedules, is precluded for the reasons indicated below. Restricted to the following source: Provide original manufacturer's name for material or contractor's name for service. (If a sole source manufacturer distributes via dealers, ALSO provide dealer information.) Manufacturer/Contractor: Philips Healthcare Informatics Manufacturer/Contractor POC & phone number: Luke Wigger, 760-485-8343 Mfgr/Contractor Address: 4100 E. 3rd Ave Ste 101, Foster City, CA 94404-4819 Dealer/Rep address/phone number: 760-777-7397 1 The requested material or service represents the minimum requirements of the Government. (1) AGENCY AND CONTRACTING ACTIVITY:Department of Veterans Affairs Ann Arbor Healthcare System __ 2215 Fuller RD____________________ Ann Arbor, Michigan 48105-2303 VISN:11 (2) NATURE AND/OR DESCRIPTION OF ACTION BEING APPROVED: Renewal of delivery/task order against GSA contract, which is a comprehensive consolidated PACS fee-per-use program developed by VISN 11 Imaging Committee. PACS services is a digital imaging system deployed throughout VISN 11 and it is necessary to continue the existing maintenance of PACS system that interfaces with CPRS and VISTA web as well as multiple Plug-in applications. Provides a 24/7-365 days customer support including engineers and a help desk and a minimal, guaranteed on-site repair time of less than 4 hours (3)(a)A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY'S NEED: The Philips PACS system is designed to meet the ever expanding requirements our patient care imaging need. This product is for the entire VISN 11 community. Vendor is responsible for providing all hardware, software remote and on-site support necessary for comprehensive imaging solutions and maintenance. VA facilities will pay per study basis, and will not be responsible for owning, supporting or maintaining system. As well as hardware replacement and continued software support for additional modalities or enhancements. There should be no up-front capital cost for facilities with a guaranteed 99.99% system uptime. VA/VISN facilities will pay a per study cost, and will not be responsible for owning, supporting or maintaining computer or software systems. Additionally there will be hardware refresh/replacements as systems age or newer technology becomes available along with continued software upgrades and support for additional modalities or system enhancements. The system should provide a storage array system that allows for less hardware and a smaller footprint to easily fit into limited space. A virtual environment computing system should be in place that allows for easier creation of additional storage once storage modules are at capacity. The virtual environment also means that the system is much more reliable and easier to replicate should there be a hardware failure. "Domain Authentication" must be used to enable users to log in to the application with their current "Windows" credentials meeting the VA standard for user access to patient data. The PACS should use Data Transfer Syntax (SDT) technology for high speed/high quality image distribution. Due to the increasing need to view images from other facilities, a Federated viewer is also necessary to provide proper patient care. (b) ESTIMATED DOLLAR VALUE: VISN-$1,593,766.30 year, Base plus all Options Value * $8,461,521.63. (*value incorporates an estimated increase of studies over the course of the contract lifecycle). (c)REQUIRED DELIVERY DATE: October 01, 2015 - September 30, 2020-Base Year & Option Years (4)IDENTIFICATION OF THE JUSTIFICATION RATIONALE (SEE FAR 8.405-6), AND IF APPLICABLE, A DEMONSTRATION OF THE PROPOSED CONTRACTOR'S UNIQUE QUALIFICATIONS TO PROVIDE THE REQUIRED SUPPLY OR SERVICE. (CHECK ALL THAT APPLY AND COMPLETE) 1Specific characteristics of the material or service that limit the availability to a sole source (unique features, function of the item, etc.). Describe in detail why only this suggested source can furnish the requirements to the exclusion of other sources. Renewal of delivery Task order for GSA Service contract GS-35F-0134X for VISN 11 PACS contract. There are no other sources that can meet the requirement other than the manufacturer, Philips Philips due to the proprietary data transfer syntax (DTS), known as the iSyntax, method of compressing data to deliver diagnostic quality imaging to unlimited users across the VISN11 organization at unparalleled speed. With this level of data transfer Patients receive better a better quality of care. The iSyntax method of data compression pushes the limit of data compression and no other system can surpass that compression. Philips instituted and uses "Domain Authentication" that enables users to log in to the application with their current "Windows" credentials meeting the VA standard for user access to patient data. Since iSite was installed, VPN tunneling has been used to enable the use of off-site reading rooms for image interpretation during off hours for our emergency patients. Off-site reading rooms enable affiliate organizations such as Indiana University (IU Health) and The University of Michigan to provide higher quality image interpretation for VA facilities. Additionally, the Philips system supports the educational components of both affiliate universities and has a unique and complex workflow that supports the residency and fellowship training programs. This workflow is critical to the support of the VA Indianapolis and Ann Arbor. Any change to the workflow may impact the educational program at each university and degrade the radiologist and resident support that is currently provided, especially on off-tours and holidays. Additionally, Indianapolis only has a single VA radiologist. Ninety plus percent of all interpretations utilize a 20+Million dollar multi-year scarce medical contract with the affiliate, and a majority of these exams are interpreted off-site, via National Teleradiology (who utilize Philips iSite). A change in vendor would have a great impact on the scarce medical contract because the interpreting workflow that has been designed and relied upon for the last 13 years to interpret would be jeopardized. Philips iSite complies with all information security policies and procedures for data handling and offsite storage. Veteran patients frequently move from one location to another and the ability to view diagnostic quality images from other facilities has always been a challenge. Philips iSite PACS now has the ability, and is deploying a "Federated Viewer" that enables clinicians from multiple VA/VISN's to view diagnostic quality images acquired at different VA facilities. This means that any VA that has Philips iSite will be able to view images from other Philips iSite facilities within the VA system. With the federated viewer this challenge has been minimized. The majority of commercial PACS systems currently within the VA are Philips iSite. This means that if a patient has been imaged at another VA there is a high likelihood that a prior imaging study will be available for comparison when reading new studies. The level of patient care and quality of the interpretation will dramatically improve. This also will reduce the potential of a misread thereby decreasing the chance for a tort claim. 0A patent, copyright or proprietary data limits competition. The proprietary data is: (If FAR 8.405-6(a)(2)iii before posting. Do not include specific proprietary data. Only mention the type of equipment, procedure, etc. to show that proprietary supplies or services are being procured.) 0These are "direct replacements" parts/components for existing equipment. ____________________________________________________________________________ ____________________________________________________________________________ 1The material/service must be compatible in all aspects (form, fit and function) with existing systems presently installed/performing. Describe the equipment/function you have now and how the new item/service must coordinate, connect, or interface with the existing system. This is an existing system consisting of hardware, software and 24/7/365 remote customer support including engineers and a help desk. It also includes 2-4 hour on-site repair time that is necessary to maintain existing patient imaging exams as well as future imaging exams for all modalities in radiology including but not limited to MRI, CT, Diagnostic Radiology, Interventional Radiology, Nuclear Medicine, and Ultrasound procedures. The loss/disruption of these services could prove to be fatal to patients who are depending on radiologists to access these studies and provide clinical guidance. This service has been used at this facility for more than 13 years and there is no other hardware, software, or customer support that can directly replace the Philips iSite system without the possibility of losing patient studies and increasing workload to the radiology administrators at all VISN 11 facilities. This system uses a VPN tunnel to IU Health and University of Michigan system to provide specialized image interpretation in Nuclear Medicine, Abdominal MRI, Musculoskeletal and Neuroradiology imaging. This system must have the ability to seamlessly integrate a variety of PACS "Plug-ins" necessary for daily functionality that includes but is not limited to Power Scribe versions 4.7, 4.8 and 360, Ortho View, IntelliSpace Portal, PACS Scan, Med Image and Primordial. The PowerScribe Plugin must have auto login capability and be able to pass the accession number from PACS to PowerScribe for dictation. Additionally there must be a robust viewable audit trail so that one can determine who has viewed the clinical data. There must be an area for technologist to type in clinically relevant data for radiologist to view upon image interpretation. 1The 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. Renewal of delivery task order for GSA Service Contract GS-35F-0134X for VISN 11 PACS Contract. There are no other sources that can meet the requirements other than the manufacturer Philips due to system interface and considered mission critical. Unique components: the capability of all enterprise care provider in VISN 11 to access images with existing 13 year iSite database that interfaces with CPRS and VISTA web applications. In addition, Philips iSite incorporates a variety of Plug-ins already in use and necessary for daily functionality that includes but is not limited to Power Scribe, Ortho View, IntelliSpace Portal, PACS Scan, Med Image and Primordial. 0An urgent and compelling need exists, and following the ordering procedures would result in unacceptable delays. (5) DESCRIBE WHY YOU BELIEVE THE ORDER REPRESENTS THE BEST VALUE CONSISTENT WITH FAR 8.4 TO AID THE CONTRACTING OFFICER IN MAKING THIS BEST VALUE DETERMINATION: Renewal of delivery Task Order for GSA Service contract GS-35F-0134X for VISN 11 PACS contract. The pricing in the GSA contract was considered fair and reasonable by the GSA contracting officer. Changing to a different PACS vendor would in no way be a best value we have worked with this vendor to lower the cost and have obtained the best price available. The cost in man-hours alone would be exorbitant not to mention would cripple radiology departments across the VISN. It has taken over 10 years to develop the iSite system and to change to another vendor at this stage would be dangerous and inconceivable at a cost that would not be recovered through competition. (6) DESCRIBE THE MARKET RESEARCH CONDUCTED AMONG SCHEDULE HOLDERS AND THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED: "We continuously survey the PACS marketplace and determine that there are no other sources that can meet the requirement other than the manufacturer Phillips due to the system interface with the afore mentioned systems. (7) ANY OTHER FACTS SUPPORTING THE JUSTIFICATION: This is a mission-critical, clinical system that would be adversely affected throughout the VISN if a change in vendor were to occur. Conversion downtime, workflow change, training and redesign would be unacceptable in a busy clinical setting and could prove to be fatal to patient care. Most facilities within are VISN (11) have had Philips PACS system for at least nine (9) years, some even longer than that. To change system would be detrimental not only to staff but to our Veterans. We have an obligation to our Veterans to provide continuity of patient care. Currently Philips stores approximately 2,146,462 Studies (184,471,943 images) taking up 49TB of space these values increase daily. Attempting to transfer this amount of data with the installation of a new PACS system would be very disruptive and would cause patient care issues such as: loss of patient data when transferring to a new system, which could lead to doctors to misdiagnose a patient. Loss of images could prolong a Veteran's care if doctors are not able to compare old images with new to determine progress of treatment. Our number one priority is the care of our patients and switching systems will adversely affect that care. To switch to a new PACS system would adversely affect the ability of staff to perform their duties due to lack of knowledge on system. Months of training would have to be conducted to bring staff up to acceptable competencies levels so as not to adversely affect patient care. Note: It would take approximately 18 months to install a new system, train VISN staff on new product and transfer over the currently 184,471,193 images and it is likely that there would be some percentage of images lost in the transfer. (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: There is no significant action that the government procurement process could take to overcome any of the barriers to competition raised in this justification. (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.)
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAHCS506/VAAAHCS506/VA25115Q0475/listing.html)
 

Document(s)

Justification and Approval (J&A)
 

File Name: VA251-15-A-0035 VA251-15-A-0035_1 LIMTIED SOURCE POSTING.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2355660&FileName=VA251-15-A-0035-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2355660&FileName=VA251-15-A-0035-000.docx

 

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

Record

SN03916208-W 20151008/151006235555-bc96b405845685ee963422488b6042d1 (fbodaily.com)
 

Source

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

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