Notice of Sources Sought - MediaLab Document Control System White City VAMC

Active

Contract Opportunity

The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), and Small Businesses interested and capable of providing the services requested, as well as any large businesses. The results from this source sought notice will be used to determine the appropriate set-aside.

The intended contract is a firm-fixed price service contract.

The SBA Non-Manufacturer Rule is not applicable as the intended contract is for services.

The Department of Veterans Affairs, NCO20 is looking for authorized service providers of

MediaLab Cloud-Based Document Control System and services in accordance with the Statement of Work

Statement of Work:

1. SCOPE OF THE PROCUREMENT:

The contractor shall provide a cloud-based document control system that includes modules for continuing education, inspection and accreditation management, and competency assessment for White City Veterans Affairs Southern Oregon Rehabilitation Center and Clinics at 8495 Crater Lake Hwy, White City, OR 97503.

This system shall have the capability to organize, update, and maintain standard operating procedures (SOP) that are accessible to employees. These documents would also contain different types of forms currently in use for laboratory functions. No patient information will be included for this system. The software shall provide access to easy and accurate auditing of laboratory documents during inspections from accrediting bodies and shall provide tracking of training lists, competencies, and continuing education for employees. The new document control system shall replace the current system to better help meet VA directives or any inspecting agencies while also helping to provide a better tool for utilization.

1. GENERAL REQUIREMENTS:

1. Software shall have Federal Risk and Authorization Management Program (FedRAMP) authorization.


2. Software shall be available 24 hours a day, 7 days per week, 365 days per year.


3. Contractor shall include subscriptions with access to the following:
   
   
   
   1. Document control – 25 users federal
   
   
   2. Compliance and CE – 25 users federal
   
   
   3. Compass – 25 users federal
   
   
   
   


4. Contractor shall include 1 site license for InspectionProof.


5. Contractor shall include 1 site license for Federal IQE


6. Federal Advanced White Blood Cell Differential Simulator – 10 seats


7. Federal Urinalysis Case Simulator – 10 seats


8. Federal Red Blood Cell Morphology Case Simulator – 10 seats


9. Federal White Blood Cell Differential Simulator – 10 seats


10. Federal Standard Support

1. OPERATIONAL AND TECHNICAL FEATURES:

1. Software shall be compatible with VHA browsers.


2. Software shall be operational 99% of the time.


3. Contractor shall have a backup solution including an off-site, live fail-over server which can be activated immediately in case of catastrophic failure.


4. Contractor shall provide a comprehensive backup at any time requested by the Government.


5. Software shall allow multiple users at multiple site access to the software simultaneously.


6. Software shall be cloud based.


7. Software shall have the ability to connect to the VA active directory and access to software shall require a Personal Identity Verification (PIV) card with 2 factor authentication.

1. DOCUMENT CONTROL:

The document control software shall:

1. Handle over 5000 documents.


2. Have customizable templates which may include headers, footer, and numbering.


3. Allow various types of documents to be used within the system, such as, but not limited to Word, PDF, Excel, and PowerPoint.


4. Allow multiple approvers on a single document.


5. Allow documents to be linked to other documents within the system.


6. Have a document editing option contained within the software package.


7. Allow documents to be tagged to multiple departments and/or locations.


8. Have a mechanism for users to request changes to live documents.


9. Have a bank of available reports to monitor user compliance.


10. Allow reassignment of documents, ownership transfer, and approval of documents.


11. Have the option to delay document release after approval.


12. Have a minimum of 3 permission levels:
    
    
    
    • Level 1 (Administrator) – Complete ability to configure the system.
    
    
    • Level 2 (Owner) – Ability to create, edit, and perform all other functions needed for document lifecycle.
    
    
    • Level 3 (General Users) – Ability to access and read documents
    
    
    
    


13. Allow documents to be printed based on permissions.


14. Allow multiple document approvers to approve in any order.

1. INSPECTION AND ACCREDITATION MANAGEMENT (INSPECTIONPROOF):

The InspectionProof module shall:

1. Be compatible with multiple regulatory and accreditation agencies, such as CAP, JC, and AABB.


2. Allow inspection checklists to be uploaded.


3. Allow users to link internal documents, external documents, and website links to checklists.


4. Allow users to free text responses to checklist standards.


5. Allow completed audits to be downloaded and printed.

1. COMPETENCY ASSESSMENT (COMPASS):

The Compass module shall:

1. Allow customization of employee competency profiles based on their job duties.


2. Allow ability to track supervisory and employee electronic signatures.


3. Have customized levels of permissions and allow multiple system administrators.


4. Document compliance with the following Clinical Laboratory Improvements Amendments (CLIA) elements semiannually for new employees and annually thereafter:
   
   
   
   • Direct observation of test performance
   
   
   • Monitoring and recording of test results
   
   
   • Review of test results
   
   
   • Direct observation of instrument maintenance
   
   
   • Assessment of test performance
   
   
   • Evaluation of problem-solving skills
   
   
   
   


5. Manage remediation of a failed element.


6. Automatically grade each element.

1. CONTINUING EDUCATION (COMPLIANCE & CE):

The Compliance & CE module shall have:

1. 
   
   
   
   1. The ability to build customized courses and quizzes.
   
   
   2. Preloaded P.A.C.E. credit courses that include all major laboratory disciplines.
   
   
   3. The ability to track continuing education by employee.
   
   
   4. The ability to print certificates of completion or transcripts on demand.
   
   
   5. Able to pull list of standards from accrediting bodies such as TJC, CAP, and FDA.
   
   
   6. Sending alerts to staff as well as supervisors as to approaching due dates for competencies.
   
   
   
   

1. SUPPORT FEATURES:

1. Contractor shall provide unlimited technical support during routine business hours.


2. Contractor shall provide software upgrades at no cost to the Government.


3. Contractor shall perform system maintenance remotely.


4. Contractor shall provide training upon request.

1. PERIOD OF PERFORMANCE:

Base Year: 11/01/2025 until 10-31-2026

Option Year 1: 11/01/2026 until 10-31-2027

Option Year 2: 11/01/2027 until 10-31-2028

Option Year 3: 11/01/2028 until 10-31-2029

Option Year 4: 11/01/2029 until 10-31-2030

10. Access to VA Information and VA Information Systems

A contractor and/or third party shall request logical (technical) or physical access to VA information and VA information systems for their employees and affiliates only to the extant necessary to perform the services specified under contract, purchase agreement, or task order.

Required Information in Your Response to Sources Sought:

In order to be considered a valid source that can impact the set-aside determination of a possible future solicitation, potential contractors shall provide, at a minimum, the following information to peter.park2@va.gov by below response deadline:

1) Company name, address, and point of contact, phone number, e-mail address, and UEI.

2) Please identify your company’s size in comparison to the anticipated North American Industry Classification System (NAICS) code 541519 – Other Computer Related Services. To be considered a small business your company must have less than 34 million dollars in average annual receipts. This notice is to determine the marketplace for this specific requirement. Please check one of the following:

[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)

[ ] yes [ ] no Veteran Owned Small Business (VOSB)

[ ] yes [ ] no Small Business Manufacturers

[ ] yes [ ] no All other Small Business (SB)

[ ] yes [ ] no Other than Small Business

3) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must provide a SBA certification and be registered with U.S. Small Business Administration Veteran Small Business Certification (VetCert) located at https://veterans.certify.sba.gov/.

4) Only authorized service representatives/providers of MediaLab will be considered.

5) Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination. (Base + 4 Option Years)

6) Capabilities Statement addressing the requirements in the Statement of Work.

The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued.

Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM).

Service Address:

White City VA Medical Center

8495 Crater Lake Hwy

White City, OR 97503

Point of Contact:

Peter Park

Contracting Officer

peter.park2@va.gov

Response Deadline:

05/14/2025 by 3:00pm Pacific Time

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