Sources Sought VAPIHCS Foundations Radiology Exam Protocoling System Or Equal

Active

Contract Opportunity

The purpose of this Sources Sought is to conduct market research to identify companies

capable of providing Foundations radiology exam protocoling system or equal for the Department of Veterans Affairs, Veterans Health Administration (VHA) Network Contracting Office (NCO) 21, on behalf of VA Pacific Islands Health Care System (VAPIHCS).

(1) The Government does not intend to award a contract based on this Sources Sought Notice

or to otherwise pay for the information solicited.

(2) Although “proposal,” “offeror,” “contractor,” and “offeror” may be used in this source sought

notice, any response will be treated as information only. It shall not be used as a proposal.

(3) The purpose of this sources sought is to conduct market research to support the

procurement of Foundations radiology exam protocoling system or equal for the VA Pacific Islands Health Care System. This notice serves to survey the market to ascertain whether or not sources are capable of providing the requested Foundations radiology exam protocoling system or equal. This notice allows potential contractors/vendors to submit a non-binding statement of interest and documentation demonstrating their capability. The sources sought effort is intended to assess industry capabilities and develop/support the intended direction of acquisition planning. The Network Contracting Office (NCO 21) is requesting responses from qualified business concerns: the qualifying NAICS code for this effort is 513210 – Software Publishers and Size Standard of $47M.

4) This source sought notice to gain knowledge of potential qualified sources and their size

classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone,

8(a), small, small disadvantaged, woman-owned small business, or large business) relative to

NAICS 513210. Responses to this notice will be used by the Government to make appropriate

acquisition decisions. After a review of the responses to this notice, a solicitation announcement

may be published. Responses to this notice are not considered adequate responses to any

corresponding solicitation announcement. All interested offerors will have to respond to the

solicitation announcement in addition to responding to this notice.

(5) Any information received from a contractor in response to this Sources Sought Notice may

be used in creating a solicitation. Any information received that is marked with a statement,

such as “proprietary” or “confidential,” intended to restrict distribution will not be distributed

outside of the Government, except as required by law.

Scope of Software License Subscription

1. Robotic Process Automation (PA) data extract from Vista Fileman for Radiology Orders historical batch extract and real-time data extract, to include clinical history at the time of order entry.

2. RPA for fileman data extract for Allergy and most recent validation date

3. RPA for fileman data extract for vital signs and reconciliation for radiology patient orders

4. HL7 data ingest for Lab HL7 data feeds (ORU) messages

5. HL7 data ingest for Radiology results/cases (ORU) messages

6. Reconciliation of above data feeds into common information model and data content

7. Data analytics and reporting for order workflow – from order pending to scheduled to active

through to completion.

8. Worklist displays and drives workflow to various staff roles such as radiologists, technologists, schedulers (MSA), supervisors, and leadership.

9. Protocoling module displays relevant data for technologists and radiologists to determine

appropriate protocol for patient’s order and capture the data entry for imaging protocol.

a. Data capture for anatomy/body section, protocol selection/data entry, contrast selection, scanner type, comments, and other modality-specific data content

b. Specific forms for CT, MRI, US, DEXA, MG, and a Generic /CatchAll Protocol form

c. Ability to control user workflow permissions via roles/privileges.

10. Ensure auditing is entirely available for every user who has viewed or modified any patient

order/protocol data in this system.

11. Ability to provide personalized performance metrics relevant to individual users/staff for order level and protocoling work effort.

12. Personalized emails for reports and performance metrics while assuring PII/PHI is protected and never emailed. Email triggers for out-of-range values

13. Ability to display data in real-time – vendor to specify real-time delay qualification criteria.

14. Ability to support STAT orders for protocoling, with SLA and controls over order record availability from the time the order record is available in Vista fileman extract.

15. Administration tools for managing protocoling dictionaries and other relevant mapping tools

16. User account management to assure role-based access and security features on data governance and staff data privacy.

17. Commitment to 24x7x365 emergency support for escalations or issues

18. Adherence to SLA for support requests and urgency

19. Commitment to quarterly reviews for SLA satisfaction and overall value-benefit reviews

20. Vendor to specify normal support process.

21. Vendor to specify user license management and restriction/pricing for additional user licenses.

22. Software upgrades to be included in the contract term. Any upgrade costs/fees must be disclosed.

23. Vendor to specify customer responsibility and expectations.

24. The vendor shall support 100,000 radiology orders per year with chronological order data from 2016 October onwards.

Implementation

a. The vendor shall take over infrastructure and cooperatively manage the compute and storage nodes with VA staff

b. The vendor shall perform all software installation

c. The vendor shall perform all updates and upgrades

d. The customer shall provide the necessary and sufficient data connections, permission to extract data as specified. The vendor shall give precise specification and RPA samples to assure data integrity

e. The vendor shall perform initial data load and testing to prepare the customer team for validation.

f. The vendor shall setup initial reports and worklists, and forms and prepare for data validation

g. The vendor shall provide training to the customer for out-of-the-box product capabilities

h. Data dictionaries such as protocol lists shall be customer provided, and the vendor shall provide tools or methods to load initial lists and maintain them over time

i. Vendor shall train customer Admin staff to manage dictionaries via data administration tools

Customization Services

I. Following initial bring up and training, should the customer need customization of the protocol

forms and data content, scope and effort shall be determined and presented to the customer

II. Customization scope is limited to software subscription scope contracted by the customer, such as Radiology Protocoling and Order workflows/worklists.

III. No invoices will be raised vendor or paid by the customer without a written (email acceptable) agreement against a specific scope of work

PLEASE INDICATE WHETHER YOU HOLD A GSA FEDERAL SUPPLY SCHEDULE

CONTRACT THAT COVERS THESE SERVICES AND, IF SO, THE CONTRACT NUMBER.

PROVIDE BUSINESS SIZE AND SOCIO-ECONOMIC STATUS. ALSO, PLEASE BE SURE TO INDICATE PLACE OF MANUFACTURE IN YOUR RESPONSE.

(a) Company name, Address, Point of Contact (POC) name, email address, and phone number

(b) Indicate whether your business is large or small.

(c) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business

(SDVOSB) or Veteran Owned Small Business (VOSB).

(d) Include the Unique Entity Identifier (UEI) number of your firm.

(e) State whether your firm is registered with the System for Award Management (SAM) at

http://www.sam.gov and/or the VetCert Registry at Veteran Small Business Certification

(sba.gov). If not, please NOTE that any future solicitation could only be awarded to a contractor

who is registered in SAM, and to receive the award based on VOSB or SDVOSB status you

must be registered in the VetCert Registry.

(f) Provide current commercial pricing for all items listed in the attached salient characteristics

and any applicable discounts.

(g) Link to the respondent’s General Services Administration (GSA) schedule, or attached file of

same, if applicable.

(h) Capabilities Statement

(i) Place of manufacturing (this includes leased equipment of where they are manufactured)

(j) Authorized Distributorship letter issued from the manufacturer (if applicable)

(k) Citation of any current or past customers (i.e., within the past two (2) years) to include

contract number, point of contact telephone number, or e-mail address; and

The response is due no later than 3:00 PM Pacific Standard Time on Tuesday, May 12, 2026

2026. Please submit e-mail responses to Victoria Torres, Contract Specialist, at

victoria.torres@va.gov. Please place “Sources Sought VAPIHCS Radiology Exam Protocoling System or equal” in the subject line of the email.

Your response should include a Company POC, CAPABILITIES STATEMENT, GSA

SCHEDULE INFORMATION, UEI#, BUSINESS SIZE, AND SOCIO-ECONOMIC STATUS

information as explained above.

This notice is to assist the VA in determining sources only. NOTES: Issuance of this notice does

not constitute any obligation whatsoever on the part of the Government to procure these

services, or to issue a solicitation, nor to notify respondents of the results of this notice. No

solicitation documents exist at this time; however, in the event, that the acquisition strategy

demonstrates that GSA is a viable option for procuring a solution, the RFQ shall be posted to

GSA eBuy where only those firms who currently hold a GSA Schedule with the applicable SIN

will be able to respond. The Department of Veterans Affairs is neither seeking quotes nor

accepting unsolicited quotes, and responses to this notice cannot be accepted as offers. Any

information the vendor considers proprietary should be marked as such. The U.S. Government

will not pay for any information or administrative costs incurred in response to this Sources

Sought Notice.

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