Description
The Department of Veterans Affairs, VA Boston Healthcare System, has awarded a sole source contract for services of a Physicist (40 hours per week), Dosimetrist (40 hours per week) and an Implant technician (24 hours per month) to Beth Israel Deaconess Medical Center. A fixed price contract with a base of April 1, 2009 through September 30, 2009 was awarded. It is the Governments belief that only Beth Israel Deaconess Medical Center (BIDMC) 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 notice of a sole source contract award. JUSTIFICATION AND APPROVAL 6.302-1 VA241-P-1158 PHYSICIST, DOSEMETRIST AND IMPLANT TECHNICIAN SOLE SOURCE AWARD 1. Identification of the agency and the contracting activity: The agency is the Department of Veterans Affairs. The activity is the Boston VA Medical Center. Solicitation # VA-241-09-RQ-0184 Contract # VA241-P-1158. 2. Nature and/or description of the action being approved: The nature of the action is a sole source solicitation to Beth Israel Deaconess Medical Center for a Physicist, Dosimetrist and Implant Technician. 3. The description of the supplies or services required to meet the agencys needs (including the estimated value): Radiation Therapy at the VA Boston Healthcare System-Jamaica Plain Campus, requires expert Physicist, Dosimetrist and Implant Technician for various VA external beam, radiation therapy, and brachytherapy services. The estimated value of this service is $260,362.08. 4. Identification of the statutory authority permitting other than full and open competition: FAR 6.302-1 Only one responsible source and no other supplies or services will satisfy agency requirements. This procurement is under VA Healthcare Resources Sharing Authority Law Title 38 USC sections 8151-8153. 5. Demonstration of the contractors unique qualifications: Because of the high level of specialized expertise required, the contractors will be hired under a sole source contract. Radiation Therapy Service requires contractors with substantiative knowledge of external beam and brachytherapy procedures as well as experience in and understanding of the VA healthcare system. Also, contractors who can lead and produce a product of high quality. Beth Israel Deaconess Medical Center is a Harvard University teaching facility that provides a high quality of patient care and is also leading the industry in new technologies for external beam and brachytherapy services. This medical center has also collaborated with the VA for the past 8 years and understands the unique needs of the veteran population and the delivery of healthcare services to veterans. The contractors will work closely and participate with the staff on the planning, simulations, implant surgeries, inspections, quality assurance and review of archival data material, data analysis, and report development. 6. Description of efforts made to ensure notice was or will be publicized as required by subpart 5.2 and, if not, which exception under 5.2 applies: This solicitation will not be posted prior to award because of an exception at FAR 6.302 applies. In accordance with FAR 6.302-5(a) 2 Authorized or required by statute, this procurement is under VA Healthcare Resources Sharing Authority Law Title 38 USC sections 8151-8153. 7. Determination by the contracting officer that the anticipated cost to the government will be fair and reasonable: The proposed price for individuals with this level of education, expertise, and related experience is fair and reasonable. 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: According to the national benchmarks set by the American College of Radiation Oncology and guidelines in the community, each Radiation Oncology department must be manned by a physicist and dosimetrist. If brachytherapy is utilized, an implant technician must also be on hand for patient care and quality review on a daily basis. Nationally, there is more of a demand for physicists, dosimetrists, and implant technicians than supply. Due to these circumstances, the VA has had extreme difficulty recruiting qualified candidates for the positions. Another factor contributing to the difficulty in recruiting candidates is the competitive salary offered physicists, dosimetrists, and implant technicians in the New England region. If the VA is unable to treat radiation therapy patients at their location, then the VA will have to contract the services out to community hospitals at a much higher expense. Also, contracting services out will not provide the continuum of care to the VA patient population. A review of other hospitals in the Boston area found no sources available that can provide the services expressed in sections 2 and 5. Tufts University does not provide contracted physicist, dosimetrist, or implant technician services. 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: Requirements for radiation therapy endeavors are very specific in nature and frequently there is only one responsible source. There is little the agency could do to open this requirement to competition. This is procurement under VA Healthcare Resources Sharing Authority Title38 USC sections 8151-8153. 10. A listing of the sources, if any that expressed, in writing, an interest in the acquisition: None to date. 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: This acquisition is truly a sole source requirement and there were no barriers to competition to remove. This contracting activity will continue to encourage full and open competition whenever possible.