AWARD
70 -- GI Electronic Medical Record Systems
- Notice Date
- 1/24/2020 12:28:10 PM
- Notice Type
- Award Notice
- NAICS
- 511210
— Software Publishers
- Contracting Office
- 246-NETWORK CONTRACTING OFFICE 6 (36C246) HAMPTON VA 23667 USA
- ZIP Code
- 23667
- Solicitation Number
- 36C24619Q0971
- Archive Date
- 02/03/2020
- Point of Contact
- Cole J. Culley
- E-Mail Address
-
Cole.Culley@va.gov
(Cole.Culley@va.gov)
- Award Number
- 36C24620P0315
- Award Date
- 01/24/2020
- Awardee
- PROVATION MEDICAL, INC.;800 WASHINGTON AVE N STE 400;MINNEAPOLIS;MN;55401
- Award Amount
- 2583401.00000000
- Description
- VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP Attachment 2: Request for Sole Source Justification Format >SAT OFOC SOP Revision 08 Page 1 of 9 Original Date: 03/22/11 Revision 08 Date: 04/18/2018 DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition (>SAT) Acquisition Plan Action ID: REDACTED Contracting Activity: Department of Veterans Affairs, VISN 6 Medical Centers, 2237 # REDACTED. Nature and/or Description of the Action Being Processed: This is a request for a VISN6-wide contract for the ProVation MD package, which is an all-encompassing electronic procedure documentation software allowing a physician (General Surgeon, Gastroenterologist or Pulmonologist) to electronically document their procedure following the care of a patient. Additionally, this software package is a Multi Care Giver, where an element of the features allows for electronic nursing documentation which enables VA nurses to document pre-procedure, intra-procedure, and post-procedure patient information. This VISN-wide software system will allow for increased quality, a reduction in time and errors. This will increase the validity and reliability of medical care in VISN 6. This project will be justified under a limited source contract action in an effort to standardize the same endoscopy reporting software at the VA and the academic affiliates, nationwide. VISN 6 affiliates such as Duke University and Virginia Commonwealth University, currently operate under this ProVation MD package and have become more efficient at providing care to Veterans. This program will also improve the overall training and understanding of GI needs at the VA. The affiliates use ProVation MD for gastroenterology fellows and surgical residents rotating through the VA. Having the system at the VA will provide increased systemization, reliability, and standardization across VISN 6 medical centers and its affiliate partners. FAR13.5 Simplified Procedures for Certain Commercial Items: This procurement is for a software system 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. This will be a firm-fixed price contract with an estimated value of REDACTED. Description of Supplies/Services Required to Meet the Agency s Needs: VISN 6 requires a GI clinical procedure documentation and coding system for 7 physical locations. The locations are Asheville, VA VAMC, Durham, NC VAMC, Fayetteville, NC VAMC, Hampton, VA VAMC, Richmond, VA VAMC, Salem, VA VAMC, and Salisbury, NC VAMC. The software package is a bona fide Fiscal Year 2019 requirement. Attached to this document is the Standardization of Procedural Reporting for Gastrointestinal Endoscopy across VA Work Effort Unique Identifying #20120701, Business Requirements Document. This document supports standardized reporting of Gastrointestinal (GI) endoscopic procedures in the electronic medical record and to enable the capture of standardized information about GI endoscopic procedures across the Veterans Health Administration (VHA). Standardization of the language of GI endoscopy is becoming increasingly important on account of standardized documentation requirements, and computer-based reporting. The Minimal Standard Terminology (MST) for GI endoscopy is the result of continuous work by the European Society of Gastrointestinal Endoscopy (ESGE), the American Society of Gastrointestinal Endoscopy (ASGE), the World Endoscopy Organization (WEO), and other international collaborators. Incorporation of the MST into the GI endoscopy application will enable structured documentation of endoscopic results, bringing VHA into alignment with international standards. According to the Centers for Disease Control and Prevention, [o]f cancers that affect both men and women, colorectal cancer is the second leading cause of cancer-related deaths in the United States. It is the third most common cancer in men and in women. This illustrates the need for an efficient GI EMR system in order to provide the best care for the veterans that fall within VISN 6. Statutory Authority Permitting Other than Full and Open Competition: ( X ) (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 applying the Simplified Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. 1901 and is implemented by for restricting competition on this procurement via FAR 13.106-1(b)(2). Demonstration that the Contractor s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): The unique qualifications of the ProVation MD software package foster an overall facility level of integration which is presently non-existent between the VISN facilities and our healthcare partners in the private sector. Both Richmond and Durham medical centers in VISN 6 have academic affiliates (i.e. Duke University and Virginia Commonwealth University) that utilize ProVation MD for their endoscopy units. The trainees and gastroenterologists at these academic affiliates also provide clinical services at the VA medical centers. If the VA were to acquire a different software system, it would introduce inefficiencies both in terms of training and ongoing clinical care. Moreover, it would introduce additional risk of incomplete or inaccurate documentation in the medical record. The Durham VAMC has already experienced this as they currently use EndoSoft for endoscopy reporting. The gastroenterology fellows and University physicians are often unfamiliar with this software when they take call. EndoSoft was originally procured to replace EndoWorks, but has proven to be insufficient. EndoSoft is not meeting VISN 6 s needs in the following ways: (1) Physicians are not capable of generating accurate colonoscopy reports in EndoSoft; (2) EndoSoft must be accessed through Citrix to chart or view reports which cases a lag that delays patient care; (3) EndoSoft associated printers frequently drop-off of Citrix , which creates additional delays; (4) Reports in EndoSoft cannot be edited; (5) Physicians cannot search reports performed by GI Fellow Attending separately in EndoSoft; (6) EndoSoft offers minimal patient information within the system and contains many errors with regards to spelling; (7) EndoSoft reports take over ten minutes to transcribe and often contain spelling errors; and (8) procedure times in EndoSoft are inaccurate and must be manually inputted by the physician. The failure of the EndoSoft system to assure information accuracy results in errors which places the safety of our veterans at an unncessesary and entirely avoidable risk. The use of the same endoscopy reporting software at the VA and the academic affiliates, in this instance ProVation MD, will further facilitate more efficient care of Veterans since gastroenterology fellows and surgical residents rotating through the VA gastroenterology section are likely to have already been trained on ProVation MD at the academic affiliate. The Durham VAMC has 14 gastroenterology fellows and 16 attendings rotating between the academic affiliate and the VA. The Richmond VAMC currently has 2 nurses, 2 techs, and 5 physicians who rotate through the endoscopy units of the VAMC and the academic affiliates. These fellows and surgical residents rotate regularly. Considerable time has been invested in training these staff members on EndoSoft, and it has not resulted in accurate reports. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: There is no way to solicit to multiple offerors in order the achieve efficiencies across the VISN with an effort to share resources with our academic partners. ProVation does not ave any authorized distributors or resellers of its products. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The CO anticipates to achieve fair and reasonable pricing because the system needed is a commercial off the shelf item and prices can be compared to acquistions VA-wide. Historical data will be used to determine if pricing is fair and reasonable. VISN 9 previously paid REDACTED for Memphis only, base plus 4; VISN 23 previously paid REDACTED for Minnesota only, base plus 4; and VISN 6 is purchasing for all 7 facilities at an estimated cost of REDACTED . Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research sources include VIP, FPDS, SEWP, GSA eLibrary, past acquisitions, Google, and industry professionals. VIP was searched utilizing NAICS code 511210 and keyword GI EMR. 179 vendors were found, 166 Service Disabled Veteran-Owned Small Businesses (SDVOSB), and 13 Veteran-Owned Small Businesses (VOSB). Based on past acquisitions both in VISN 6 and across the VA it has been determined that the required solution is only available from the large business manufacturer ProVation. The ProVAtion GI EMR system has the capability of transferring data through the use of the EndoWorks Export Tool. The manufacturer of the EndoWorks system, Olympus, has designated two solutions to replace their dated system, EndoWorks; ProVation and EndoSoft. EndoSoft was originally procured to replace EndoWorks, but has proven to be insufficient. Any Other Facts Supporting the Use of Other than Full and Open Competition: There are no other facts. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: ProVation is the only available source to meet the VA s needs. 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: Olympus has given access to its proprietary conversion software to only two companies. There is nothing the government can do to overcome this barrier.
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