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FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 10, 2017 FBO #5770
DOCUMENT

65 -- Scrubex LV Dispenser - Attachment

Notice Date

9/8/2017
 

Notice Type

Attachment
 

NAICS

339112 — Surgical and Medical Instrument Manufacturing
 

Contracting Office

Department of Veterans Affairs;Gulf Coast Veterans Health Care System;Network Contracting Office 16;400 Veterans Avenue;Biloxi MS 39531
 

ZIP Code

39531
 

Archive Date

9/23/2017
 

Point of Contact

Tina Harris
 

Small Business Set-Aside

N/A
 

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: VA256-17-AP-9945 667-17-3-332-0166 1A. PROJECT/TASK NUMBER N/A 1B. ESTIMATED AMOUNT: 123456 REDACTED 2. BRIEF DESCRIPTION OF SUPPLIES OR SERVICES REQUIRED AND THE INTENDED USE: One ScrubEx LV Dispenser and 2 IPA ScrubEx Receivers to include installation start-up and training on the equipment. The equipment is to control the access and dispensing of the surgical scrubs for staff personnel. 3. UNIQUE CHARACTERISTICS THAT LIMIT AVAILABILITY TO ONLY ONE SOURCE, WITH THE REASON NO OTHER SUPPLIES OR SERVICES CAN BE USED: This equipment also allows EMS to meet AORN best practice recommendations for surgical attire and reduce usage and replacement cost associated with the scrubs. The equipment is manufactured by IPA. The manufacturer IOA had provided written documentation that only authorize L1Enterprise to distribute and service the equipment. If an unauthorized company was to service, the equipment the warranty will be void. 4. REASON THAT SUGGESTED SOURCE IS THE ONLY SOURCE, WHICH CAN PROVIDE THE SUPPLIES OR SERVICES: IPA is the sole manufacturer and distributor of the only standalone scrub and linen dispensing technology available. IPA is the only company currently providing a dispensing technology that does not require scrubs to be contracted through a 3rd party vendor and allows for purchase of the dispensing equipment. 5. DESCRIPTION OF MARKET RESEARCH CONDUCTED AND RESULTS OR STATEMENT WHY IT WAS NOT CONDUCTED: Market research was performed via VetBiz, FPDSNG and contact with the manufacturer of the equipment. The market research revealed that IPA is the sole manufacturer who in turn only authorizes L1 Enterprise to distribute and service the equipment under warranty. 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: _TINA HARRIS___REDACTED__________ Date: _09/07/2017____________ Name: _Tina Harris_______________________ Title: _Contracting Officer _________________ Facility: _NCO 16 Biloxi____________________ Statement of Need for ScrubEx Linen Automation for Overton Brooks VA Medical Center Current Situation We currently utilize an open cart/shelf system for providing surgeons and staff with hospital issued scrub suits. With this system, there are several challenges both for the linen distribution team and the clinical staff that without added technology cannot be consistently or effectively addressed. I) Linen Supply Security and Linen Misuse Scrub suits are among the most stolen linen items in a hospital. The major contributing factor is uncontrolled access to scrub suits which results in scrub shortages and high replacement costs. Surgeons and staff require that scrubs be available as a basic staple of their jobs. With the current open cart system the scrub suit supply is not protected from unauthorized users and theft which depletes the available supply for those who are authorized to receive hospital issued scrubs. This often leads to the staff feeling the need to hoard scrubs for fear that they may not have what they need, when they need it. Staff Satisfaction When surgeons and staff have to constantly call down to the linen team because of scrub shortages it leads to staff complaints and can potentially delay the start of procedures. The linen distribution team struggles to keep up with demands for linen because they have no way to monitor in real time when supplies are getting low or to prevent unauthorized users from accessing scrubs. There is a challenge to keep enough scrubs in inventory to service these areas based on the current rate at which they are lost or not returned. This causes frustration and dissatisfaction on both sides of the linen distribution process. Infection Prevention AORN best practice for surgical attire now advises that scrub suits be kept in a clean, secure cabinet or vending machine. Best practice also calls for facilities to institute a scrub policy that ensures that surgeons and staff change into hospital issued scrubs when they arrive each day and back into street clothes when they leave for the day and not to home launder their own scrubs. It is a great challenge to monitor and enforce this scrub policy without technology to track who is receiving and returning scrubs each day. Patient Care We have a responsibility to ensure that the scrubs we are providing are stored and managed in accordance with infection prevention best practice. Our scrub policy should also be in line with best practice recommendations. For security reasons, access to scrub suits should also be limited to authorized personnel only. Chapter VI: Other Than Full and Open Competition (OFOC) SOP Attachment 4: Single Source Justification for SAP under $150K OFOC SOP Revision 03 Page 2 of 4 Revision 03 Date: 10/27/2014 Cost Control With no way to control access to scrubs or to ensure their return we must continually inject new scrubs into inventory throughout the year to make up for the scrub loss. These rising replacement costs are avoidable. Proposed Solution (IPA), the worldwide leader in scrub and linen automation, has installed their system in close to 700 hospitals nationwide and with over 70 VA and 17 DOD hospitals.. (IPA) has proposed replacing the current open scrub shelves throughout the hospital with the scrubEx ® technology- an automated scrub dispensing system. The scrubEx technology dispenses clean scrubs, in the correct size for each user, and provides an easy method to return soiled scrubs. Scrubs are only accessible to authorized employees upon ID badge swipe. This eliminates authorized users from gaining access to scrubs. For authorized users, scrubEx works on a credit system which dispenses a limited number of scrubs to any one employee before they are required to return a set. This credit limit is set by each facility. The real time scrub usage information is visible to the linen distribution team through the web accessible linen management software allowing them to proactively monitor scrub replenishment needs as well as receive automated alerts for when scrub supplies are running low. By securing the scrub suit supply and ensuring that replenishment needs are met, surgeon and staff satisfaction increases. The credit system method ensures that soiled scrubs are returned for processing and eliminates 90% of scrub replacement costs. This system also has the ability to track employees' adherence to scrub policy through easily accessible reports. In addition to improving linen distribution efficiency, AORN best practice, and staff satisfaction, there is an additional financial impact when implemented in conjunction with the alEx technology for hospital-wide linen. This technology has been proven in over 70 VA facilities nationwide and is widely adopted in our region. It addresses the key concerns regarding the linen distribution process and provides. a significant financial savings and return on investment. · System Advantages The ScrubEx system will provide the following benefits: Secures and Controls access to scrub suits Increases surgeon and staff satisfaction Supports AORN best practice recommendations for scrub suit attire Reduces scrub suit loss by 90% and processing costs for scrub suits by 40%
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/c1a82f9edc7abc6e44676f50bcde1c67)
 

Document(s)

Attachment
 

File Name: VA256-17-P-2157 VA256-17-P-2157_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3783902&FileName=-11675.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3783902&FileName=-11675.docx

 

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

Record

SN04669089-W 20170910/170908232103-c1a82f9edc7abc6e44676f50bcde1c67 (fbodaily.com)
 

Source

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

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