Description
The VA North Texas Health Care System, 4500 S. Lancaster Road, Dallas, TX 75216 intends to negotiate and award a sole source contract to Olympus America, Inc., 3500 Corporate Parkway, Center Valley, PA 18034 to provide preventive maintenance and repair service on cytoscopes for the period 5/1/10 through 4/30/11 and five one year options for a period of one year each. This procurement is conducted in accordance with FAR 6.302-1 and justified below: Justification for Other Than Full and Open Competition Sole Source (a) Each justification shall contain sufficient facts and rationale to justify the use of the specific authority cited. As a minimum, each justification shall include the following information. (1) Identification of the agency and the contracting activity, and specific identification of the document as a "Justification for other than full and open competition." VA North Texas Health Care System 4500 S. Lancaster Road Dallas, TX 75216 Justification for other than full and open competition (2) Nature and/or description of the action being approved. Preventive maintenance services and repair services of Olympus America scopes for the period May 1, 2010 through April 30, 2011 with four options to renew for a period of one year each. (3) Description of the supplies or services required to meet the agency's needs And estimated cost This request is to provide the Olympus comprehensive plan for ten Olympus CYF-12 specialty Ureter-Scopes within Surgical Service of the VA North Texas Health Care System. CYF-12 Ureter-Scope EE 97417 S/N: 2922099 CYF-12 Ureter-Scope EE 97420 S/N: 2922100 CYF-12 Ureter-Scope EE 97421 S/N: 2922124 CYF-12 Ureter-Scope EE 97418 S/N: 2922129 CYF-12 Ureter-Scope EE 97414 S/N: 2922131 CYF-12 Ureter-Scope EE 97416 S/N: 2922132 CYF-12 Ureter-Scope EE 97415 S/N: 2922135 CYF-12 Ureter-Scope EE 97423 S/N: 2922181 CYF-12 Ureter-Scope EE 97419 S/N: 2922191 CYF-12 Ureter-Scope EE 97422 S/N: 2922196 The equipment to be serviced is a diagnostic & treatment tool used for direct patient care. The aforementioned Olympus CYF-12 specialty Ureter-Scopes are of special proprietary design for highly specialized surgical and medical procedures. Anticipated five year cost - $168,150.00 (3) An identification of the statutory authority permitting other than full and open competition. 6.302-1 - Only one responsible source and no other supplies or services will satisfy agency requirement). (5) A demonstration that the proposed Contractor's unique qualifications or the nature of the acquisition requires use of the authority cited. Olympus America is the only source for the CYF-12 Ureter-Scope currently used in the Dallas VA Surgical Service. All repair parts/components are proprietary, and are only available through Olympus America. All Software/Firmware used in conjunction with repair, and maintenance is proprietary to Olympus America. Patient-care: In case the CYF-12 specialty Ureter-Scope(s) fail, repairs have to be performed very quickly. Since the units are used for direct patient care, with respect to patient medical and surgical procedures, service is critical for timely medical diagnosis. Quality of Care: Without immediate contact with Olympus America., the quality of patient care would be affected by having to cancel and/or delay patient sampling for an indeterminate amount of time. Patient Diagnosis, and Treatment: Diagnosis and treatment of the patient, depends on having these units ready for scheduled, and/or stat procedures. (6) A description of efforts made to ensure that offers are solicited from as may potential sources as is practicable, including whether a notice was or will be publicized as required by FAR Subpart 5.2 (Synopses of Proposed Contract Actions) and, if not, which exception under FAR 5.202 applies. Sources Sought Notice Including J&A Posted on fbo.gov (7) A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable. Contractor pricing is commercial pricing, plus a Government discount. (8) A description of the market research conducted (see FAR Part 10) and the results or statement of the reason market research was not conducted. Market surveys are continually conducted to identify new sources of supply for equipment and services required at the Dallas VA. However, only Olympus America provides the specialty service for the CYF -12 Ureter-Scope used in Surgical Service (9) Any other facts supporting the use of other than full and open competition, such as: Olympus America is the only source for the CYF-12 Ureter-Scope currently used in the Dallas VA Surgical Service. All repair parts/components are proprietary, and are only available through Olympus America. All Software/Firmware used in conjunction with repair, and maintenance is proprietary to Olympus America. Patient-care: In case the CYF-12 specialty Ureter-Scope(s) fail, repairs have to be performed very quickly. Since the units are used for direct patient care, with respect to patient medical and surgical procedures, service is critical for timely medical diagnosis. Quality of Care: Without immediate contact with Olympus America., the quality of patient care would be affected by having to cancel and/or delay patient sampling for an indeterminate amount of time. Patient Diagnosis, and Treatment: Diagnosis and treatment of the patient, depends on having these units ready for scheduled, and/or stat procedures. (10) A listing of the sources, if any, that expressed, in writing, an interest in the acquisition. Not Applicable - Sole Source (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. Not Applicable - Sole Source (12) Contracting officer certification that the justification is accurate and complete to the best of the contracting officer's knowledge and belief. Contracting Officer Certification: I hereby certify that the justification provided is accurate and complete to the best of my knowledge and belief. //signed Marilyn Clayburn Contracting Officer Date 4/12/10 Technical/Requirements Certification: I hereby certify that any supporting data that is the responsibility of the Technical/Requirements personnel and which forms the basis for this justification is accurate and complete. //signed Joe Paulowsky Biomedical Engineering Supervisor Date : 3/26/10