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FBO DAILY - FEDBIZOPPS ISSUE OF SEPTEMBER 23, 2018 FBO #6148
DOCUMENT

70 -- NOTICE OF INTENT TO SOLE SOURCE - Attachment

Notice Date

9/21/2018
 

Notice Type

Attachment
 

NAICS

339112 — Surgical and Medical Instrument Manufacturing
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 4;Lebanon VA Medical Center;1700 South Lincoln Avenue;Lebanon, PA 17042
 

ZIP Code

17042
 

Solicitation Number

36C24418Q9689
 

Archive Date

11/20/2018
 

Point of Contact

Contract Specialist:
 

E-Mail Address

.johnson44@va.gov<br
 

Small Business Set-Aside

N/A
 

Description

Page 9 of 9 NOTICE OF INTENT TO SOLE SOURCE: The Department of Veterans Affairs Network Contracting Office 4, 1700 South Lincoln Avenue, Lebanon, PA 17042, intends to award a sole source Firm-Fixed-Price Contract to Ubisense for the provision of facility tracking system and support at the Wilkes-Barre VA Medical Center (VAMC), located at 1111 East End Boulevard, Wilkes-Barre, PA 18711. This contract action is for services for which the Government intends to solicit from only one source under the authority of FAR 13.106-1, Single Source Awards. Interested parties may identify their interest and capability to respond to the requirement or submit proposals. The North American Industry Classification System (NAICS) for this requirement is 339112 with a small business size standard of 1,000 employees. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTATIONS. Responsible sources may identify their interest by submitting capability information by 4:00 P.M., EST, on Friday, September 21, 2018, in order to establish the ability of the source to meet this requirement. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs associated with the preparation of responses to this notification. All inquiries and submittals must be sent via email to Daniel Johnson, Contract Specialist, at daniel.johnson44@va.gov. Telephone inquiries will not be accepted. DEPARTMENT OF VETERANS AFFAIRS Justification for Single Source Awards IAW FAR 13.106-1 For Over Micro-Purchase Threshold but Not Exceeding the SAT ($250K) Acquisition Plan Action ID:_REDACTED_ Contracting Activity: Department of Veterans Affairs, VISN 4, Lebanon Medical Center Brief Description of Supplies/ Services required and the intended use/Estimated Amount: The Michael J. Crescenz VA Medical Center s Principal Investigator needs the equipment and services provided by Ubisense s locating systems for a research study, Mary Elizabeth Bowen, PhD, Research Health Science Specialist. The hardware and installation discussed in this justification is to occur at the Wilkes-Barre VA Community Living Center (CLC); however, this form is being submitted here as the money to purchase this equipment is coming from a grant received by Mary Bowen at the Philadelphia VA. This system is already installed at the Philadelphia and Coatesville VA Community Living Centers. This grant was received to extend this system to the Wilkes-Barre VA Community Living Center. The Ubisense product and service being service being requested are the following: Dimension4 product line, timing distribution unit, mini tags, D4 software platform, installation & Go-Live services, network cabling, laptop and Poe switch, Ubisense Hardware 7000 series/compact tag, tag batteries, and annual maintenance/support for all three (3) facilities. This sole source document identifies Ubisense, REDACTED; as the only entity capable of providing the hardware and services required to configure the real-time locating sensors and provide timing units, a home base license and additional necessary equipment to track older adults in the Wilkes-Barre VA CLC in and around the unit in real-time, 24/7, as required for the IRB-approved Michael J. Crescenz VA research study titled "Intra-Individual Changes in Ambulation and Functional Outcomes among Frail Elders. The grant project requires that residents of the Wilkes-Barre VA Community Living Center be tracked 24/7 in real-time within the accuracy of a few inches with location updates 6 times/second for up to one (1) year while conducting their daily activities. These tracking activities have been occurring with Philadelphia and Coatesville VA subjects for over two years using this same equipment. An out-of-the box plug and play system is required -- this system includes cabling, sensors, tags (patients wear on wristbands), switches, timing units, and a data collection instrument (records x, y, z coordinates). In addition, the system is highly specialized and expert installers are required to install and configure the system to ensure accurate 24/7 real-time tracking in the unit. REDACTED. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: 3D Real-Time Location System (RTLS) Salient Features REDACTED has successfully used this Ubisense system at the Tampa VA (2019-2012), Philadelphia and Coatesville VA s (2014-2017) and Wilkes Barre is another funded site for this research. All three sites must have the same hardware and software for research analysis purposes. This system has been shown to be an accurate way to track patients in a health care unit, providing x, y, and z coordinates for each patient 24/7. When the Ubisense systems were purchased across multiple FY's at the Tampa, Philadelphia, and Coatesville VA s the requirements needed for this research were identified and Ubisense was determined to be the sole source. In preparing for this project at the Wilkes Barre VA, up to date market research was conducted to determine whether there are any other contractors/systems that can track patients (see below for market research findings). The requirements for this research that must be met include: 1. Low power, ultra-wide band based location signaling with radios operating in the 6-8GHz range to avoid interference from WiFi based communication devices and medical equipment 2. Track tags at a spatial resolution better than 6 in 3 dimensions 3. Dynamic changes in tag update rates to improve tracking accuracy and battery life. Update rates must vary between 0.001Hz and 20Hz or better 4. Integrated telemetry channel for data transfer and tag communication including button presses & LED signals 5. Tag must be a module that has been FCC approved for integration into other devices and provide means of capturing and transmitting data from these devices over the telemetry channel 6. Provide 2D & 3D real-time visualization of the environment and the locations of the tagged items within the environment 7. Easy creation of 3D smart spaces for detection of tag entry/exit from different areas 8. Presence detection using non-RTLS signal to allow easy inventory of tags and associated items 9. Hand-held tag detection using RTLS compatible device 10. A least weather-resistant sensors and tags and presence modules for localization of tags outside of a building 11. API which allows customization and creation of new user applications Of the available RTLS systems (see market research below), only the Ubisense system provides all of the capabilities outlined above. Ubisense is sole the manufacturer and distributor of their RTLS system. REDACTED. Description of market research conducted and results or statement why it was not conducted: Ubisense is the only company capable of providing the equipment and services described in Section III above without the Veteran s Health Administration would experience substantial duplication of cost that could not be expected to be recovered through competition and unacceptable delays in fulfilling its requirements. This is because 1) there is no other company capable of fulfilling requirements (see market research below) and also because 2) there are currently two other VA s utilizing this equipment, and these data must be comparable for analysis purposes with the same hardware and software. The same company and system must be used so the systems are similarly calibrated and comparable. Ubisense will provide and mount sensors on the walls of the Wilkes Barre VA CLC and will provide the shielded cable (Cat5e or higher) that provides sensors with Power-over-Ethernet (PoE). Ubisense will provide the VA with a Sensor Installation Plan, which details the exact location and orientation of all sensors as well as the required location for network switches. Ubisense will be responsible for the calibration of the sensors and their orientation configuration. Ubisense will provide a timing distribution unit to be mounted in the same rack as the VA switch as well as the splitters required for each sensor. Ubisense will provide the software required to search for patients and reporting functionality including a map view of the CLC that enables on-demand search queries. This software is not connected to the VA or WiFi but is maintained locally on the data collection instrument. This allows any authorized staff to get an instant overview of the current location of patients in the CLC. This software also enables the VA to examine patient behavior and rehabilitation potential. Under services, Ubisense will provide a kickoff for the VA staff and review any additional requirements for the project that may be needed, including technical review and a preliminary system process review. Ubisense will design the system to meet the specifications of the Wilkes-Barre VA CLC, provide installation support for 1 year (across 3 sites), survey, configure, and test the system, train VA staff who will be using the system and manage the project. The companies listed below were identified as potential real-time locating systems. Companies listed below were researched and/or contacted if research showed that the system may be applicable. For example, research was conducted online for C-3 wireless (see 1st listed company below) and it was determined from the description of services listed that location is determined by a WiFi network. The system required in this sole source does not need to be connected the internal VA network -- and the C-3 system would have to be connected -- opening up the potential for a breach of confidentiality or PHI from patients to contractors or anyone else with access to the network. Thus, it was decided that, based on this online research alone, C-3 wireless was not a desirable system for the VA environment; however, C-3 wireless was contacted (via phone) to ensure that this company did not have any other solutions that would get around the WiFi issue. They did not. In this phone call further details about the system emerged including that it is a 2D system not a 3D system (with x, y, and z coordinates), which is needed to track patients for this project. It was also learned that this system has low tracking accuracy (2-3 meters, or room level) where this project requires that the exact location is determined (within a few inches). The above described steps were followed for each company listed in the market research (below) and all were found lacking. See BOLD (below under each company) for outcomes of this market research that determined why each of these companies did not meet requirements of this sole source. Given that personal wearable devices are emerging and may, in the future, be used indoors to track patients in a unit market research was also conducted with these companies. However, research showed that this technology is not currently capable of tracking with high accuracy indoors as it relies on GPS (phone Apps), which is only useful outside of buildings. Of those companies that rely on Bluetooth for tracking each patient's information, which is okay for indoor use, location information was not provided by the system. That is, these companies are focused on weight loss, sleep habits, steps taken, calories burned -- and are not capable of providing x, y, and z coordinates of patient locations. Thus, these companies were also determined to be inappropriate for this project. Market research was conducted online and by phone to identify potential vendors and manufactures of systems that may suit the requirements listed above and/or systems that may be modified to suit the requirements listed above. Below are the companies and qualities of systems that came the closest to matching the requirements of this research. In BOLD, after each system, please find the reasons why this is not appropriate for these research needs. REDACTED Based on WIFI localization cannot use because it is 2D only (need 3D) and has low accuracy (Max Accuracy 2-3 meters or room level), difficulty in implementing WIFI within VA due to OI&T policies on WIFI REDACTED Based on WiFi localization cannot use because 2D (need 3D), tags are too large and cannot be worn by patients, low accuracy (range 1-7.5 meters), no integration software, issues with VA WiFi policies data security issues REDACTED Wearable tags Based on WiFi localization cannot use because issues with VA WiFi policies data security issues, 2D (need 3D), low accuracy (max Accuracy  = 1 meter) REDACTED Ultra-wideband frequency and WiFi based cannot use because no US based distributor overseas company data security issue due to WiFi, issues with VA WiFi policies, time difference of arrival only, low accuracy (max accuracy = 1 meter), early-stage development; not commercially available at this time REDACTED Ultra-wideband frequency based no data security issue No issues with regards to implementation at VA Max accuracy claimed < 1 meter sample frequency 2 to 6 samples per seconds cannot use because 2D (need 3D), in receivership ceased operations REDACTED Based on WiFi localization cannot use because max accuracy = approximately 2-3 meters (room level), issues with VA WiFi policies, data security issues, 2D only (need 3D) REDACTED REDACTED based -  no data security issue cannot use because max accuracy = 2-3 meters (room level), 2D only (need 3D), max sampling frequency 10 samples/second REDACTED Ultrasound based location system no data security issue cannot use because room level accuracy = 2 4 meters, 2D (need 3D) Personal Wearable Devices FitBit wearable wristband device counts steps, calories burned, time spent in sleep, time spent in activity cannot use because unable to track patient location in the unit (does not provide x, y, z coordinates) REDACTED wearable wristband device counts steps, heart rate, foot landing technique cannot use because unable to track patient location in the unit (does not provide x, y, z coordinates) Cell phone technology (e.g., iPhone apps) GPS tracking system Accurate to 4-5 meters cannot use because does not provide accurate locations inside buildings where GPS technology is limited Ubisense Ultra-wideband frequency based no data security issue complies with VA policies. Is non-IT Angle of Arrival & time difference of arrival, FCC compliant Variable sampling frequency = 1 to 40 samples per sec, Max Accuracy 6 to 8 inches in 3D (x,y,z) higher resolution possible; No issues with regards to implementation at VA Compatible with VA produced software used in currently VA and AHRQ funded research projects in the VA; Compatible with software/algorithms and VA developed Kalman filters This system has already been tested, deployed, and shown to meet requirements in the Tampa VA, Philadelphia VA and the Coatesville VA. An initial search on Unicor, AbilityOne, GSAAdvantage, and National Acquisition Center using the following keywords: locate, communication, tags. Though the keywords showcased some products, none of the resulting products were a match to the requested product or could be an equal product. To further gather information on the market and the socioeconomic categories, a Sources Sought Notification was posted onto FedBizOpps (fbo.gov) to see if there were authorized reseller for the product. At the end of the life cycle of the notification, only one (1) SDVOSB responded, REDACTED, but only with a similar product. The product has been already installed in the Philadelphia and Coatesville VA Medical Centers and this product is for the Wilkes-Barre VA Medical Center which is being purchased with funding from the Philadelphia VA Medical Center to ensure that the systems are uniformed and compatible. Thus, the system that was proposed by the SDVOSB would not be sufficient to meet the facility s needs. 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. ____________________________ ________________________ REDACTED Date ____________________________ ________________________ REDACTED Date
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/PiVAMC646/PiVAMC646/36C24418Q9689/listing.html)
 

Document(s)

Attachment
 

File Name: 36C24418Q9689 36C24418Q9689_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4602686&FileName=36C24418Q9689-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4602686&FileName=36C24418Q9689-001.docx

 

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

Record

SN05101577-W 20180923/180921231223-e5388251bf8a48dc91cdfe13509fb2be (fbodaily.com)
 

Source

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

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