SAM #36C25726Q0482

TheraDoc Clinical Monitoring Solution Maintenance and Support for Central Texas VA Health Care System

The Department of Veterans Affairs is seeking maintenance and support services for the TheraDoc clinical monitoring solution at the Central Texas Veterans Health Care System in Temple, Texas. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 17 (NCO 17), Regional Procurement Office West (RPO-W) - Central Texas Veterans Health Care System (CTVHCS) - OEMs and Vendors: - Document Storage Systems (DSS) is the primary OEM for TheraDoc and related software components - Products and Services Requested: - TheraDoc for VistA - TESA Platform Annual Limited License (DSS-TDOC-VistA-LVL1) - Includes interfaces for ADT, Lab, Micro, Surgery, Inpatient Pharmacy, Radiology, BCMA, Vital Signs, Problem List - Support, maintenance, and 24x7 monitoring for Level 1 facility - DSS TheraDoc EMR Embedded DB and ColdFusion Software (DSS-TDOC-DBUSER) - DSS Outpatient Pharmacy Interface for TheraDoc Annual Limited License (DSS-OUTPT-PHARM-LL) - DSS Medical Devices Interface (MDI) for TheraDoc Annual Limited License (DSS-MDI-VA-LL) - DSS ADHOC Premium Application Workflow Support Annual Fee (DSS-PREMAPPSUPPORT-VAAF) - DSS Remote Installation Services (DSS-INST-R) - DSS TheraDoc EMR Project Management, Technical and Training Services (DSS-TDOC-EMR) - Travel Per Diem Expenses (TRAVEL-Z) - Maintenance and telephone support services for TheraDoc, including software upgrades, issue resolution, and reporting - Unique or Notable Requirements: - Compliance with VA and federal information security, privacy, and records management policies - Mandatory training for contractor staff - Adherence to HIPAA and other federal standards - Firm-fixed-price contract for a base year with four option years - Place of Performance and Delivery: - Central Texas Veterans Health Care System, Temple, TX - Contracting office locations in San Antonio and Duncanville, TX

Description

The Central Texas VA Health Care System (CTVAHCS) in Temple, Texas is seeking Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), or Small Business sources capable of meeting the requirement listed below. The acquisition will be accomplished using commercial item procedures in accordance with FAR Part 12.

NOTE: TO QUALIFY, SDVOSB AND VOSB VENDORS MUST BE CERTIFIED IN THE SMALL BUSINESS SEARCH (SBS) DATABASE.

The North American Industry Classification System (NAICS) is 541519. Any SDVOSB, VOSB, or Small Business firms who wish to identify their interests and capability to provide this product must provide product specifications, performance, and delivery information by notifying the Contract Specialist no later than TEN PM Central Time, April 24, 2026. Notification shall be e-mailed to Akisha Woods at Akisha.Woods@va.gov.

Any vendor who responds to this Notice must provide credentials to perform the requirement as outlined in the below scope.

DISCLAIMER This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Notice that is marked as proprietary will be handled accordingly. In accordance with the Federal Acquisition Regulation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Notice.

SCOPE: Introduction: Central Texas Veterans Health Care System (CTVHCS) clinicians use Theradoc to provide medical technology that interprets records, alerts clinicians, and recommends patient-specific treatment options based on current medical guidelines and evidence, resulting in better healthcare decisions. This positively affects patients' healthcare experiences and outcomes while reducing costs. VHA has purchased a license for TheraDoc, a Document Storage Systems (DSS) product, which requires an annual maintenance and telephone support services contract for those healthcare systems that use TheraDoc.

(1) Background: CTVHCS has a continuing need to use TheraDoc in support of safe, efficient, and effective patient care, and must have a maintenance and telephone services contract in place to do so. Use of TheraDoc is essential to patient care activities performed by many clinical staff, and it is imperative the maintenance service contract is established to make this possible. Theradoc provides clinicians with patient information and medical knowledge to promote better patient care decisions. It enables providers to make therapeutic interventions more quickly, improve appropriate use of antimicrobials, reduce adverse reactions, reduce hospital stays, and support more efficient, better, and safer patient care. Theradoc interprets records, provides alerts, and recommends evidence-based treatment options based on current medical guidelines, leading to improved patient outcomes and reduced costs. Maintaining this medical surveillance capability in fully operational status at all times is crucial for better patient care.

Scope of Work: The Contractor shall provide service and support for existing TheraDoc systems on the VistA Large Hospital-TESA Platform, including the following services and software upgrades as needed: DSS-TDOC-VistA-LVL1: TheraDoc for VistA - TESA Platform, Pharmacy Assistant, Infection Control Assistant. Includes interfaces for ADT, Lab, Micro, Surgery, Inpatient Pharmacy, Radiology, BCMA, Vital Signs, Problem List. Annual Limited License. Includes Support, Maintenance, and 24x7 monitoring support. Level 1 facility. DSS-TDOC-DBUSER: DSS TheraDoc EMR Embedded DB and ColdFusion Software. DSS-OUTPT-PHARM-LL: DSS Outpatient Pharmacy Interface for TheraDoc, Annual Limited License per hospital, support, and maintenance for one year. DSS-MDI-VA-LL: DSS Medical Devices Interface (MDI) for TheraDoc, Annual Limited License per facility, support, and maintenance for one year. DSS-PREMAPPSUPPORT-VAAF: DSS ADHOC Premium Application Workflow Support - Remote, per facility annual fee. DSS-INST-R: DSS Remote Installation Services Per Day. DSS-TDOC-EMR: DSS TheraDoc EMR Project Management, Technical, and Training Services Per Hour. TRAVEL-Z: Travel Per Diem Expenses, per person, per week. 2. REQUIREMENTS: Type of Contract: Firm-Fixed-Price for the Base Year, followed by option years one through four. General Requirements: To provide CTVHCS with continued support services performed by staff that are comprehensively trained in TheraDoc processes and procedures. Period of Performance: The maintenance and telephone support services contract to run for the Base Year from start of contract through the option years. 3. REFERENCES: Federal Standards and Guidance: The Health Insurance Portability and Accountability Act (HIPAA) of 1996 Computer Security Act of 1987, Public Law 10-235 OMB Circular A-123, Management's Responsibility for Internal Control (Revised 03/10/2026) 5 U.S.C. 552a, Privacy Act of 1974, 5 U.S.C. 552a, Public Law 99-08 5 U.S.C. 552, Freedom of Information Act, 5 U.S.C. 552, Public Law 18 U.S.C. 1030 (a)(3), Fraud and related activity in connection with computers Electronic Communications Privacy Act of 1986, Public Law 99-08, 100 Stat. 1848 Agency Policy and Guidelines: VA Directive 6008, Acquisition and Management of VA Information Technology Resources VA Directive 6102, Internet and Intranet Services VA Handbook 6340, Enterprise Mail Management Procedures VA Directive 6403, Software Asset Management VA Directive 6500, VA Cybersecurity Program VA Handbook 6500, Risk Management Framework for VA Information Systems, VA Information Security Program VA Handbook 6500.6, Contract Security VA Handbook 6513, Secure External Connections VA Directive 6515, Use of Web Based Collaboration Technologies VA Directive 6517, Risk Management Framework for Cloud Computing Services Local Policies: VHA Field VAMC Policy MCP 674-ISO-024, Management of Information Security and Privacy Incidents VHA Field VAMC Policy MCP 00-25, Facility Information System Contingency Plan (ISCP) Business Impact Analysis (BIA) and Business Continuity Plan-Continuity of Operations Plan (BCP-COOP) VHA Field VAMC Policy MCP 003-001, Internet and Intranet-SharePoint Content Development VHA Field VAMC Policy MCP 674-ISO-003, Use of Electronic Mail and Internet Usage Guidelines VHA Field VAMC Policy MCP 674-008-003, Records Management Program 4. DELIVERABLES: The Contractor shall provide the following services as needed: Work directly with users to address issues with TheraDoc products. Respond to issues within required response times. Advise local OI&T and/or Biomedical Engineering staff regarding configurations, new installations, and end-user activities. Assist local staff regarding infrastructure requirements, including hardware, bandwidth, and best practices. Advise local staff and points of contact on issues impacting licensed product usage. Provide software upgrades to address server vulnerabilities and application enhancements, including release notes for all versions. Provide reports on open tickets, recent closures, known issues, and workarounds upon request. Support and Response Priorities: Support can only be initiated by local OI&T staff. Response priorities are: Urgent: Initial response within 1 hour; follow-up within 2 hours. For catastrophic incidents. High: Initial response within 2 hours; follow-up within 22 hours. For severely reduced system capacity. Medium: Initial response within 4 hours; follow-up within 33 hours. For non-critical functionality loss. Low: Initial response within 8 hours; follow-up within 44 hours. For minimal impact. 5. QUALITY ASSURANCE SURVEILLANCE PROGRAM (QASP): The Contractor will ensure support services staff and actions comply with the contract terms. 6. SECURITY CONSIDERATIONS: Safeguarding patient health information (PHI) is a primary concern. DSS will adhere to all VA Information Security, Privacy, and HIPAA requirements when handling diagnostic information, log files, error traps, screen captures, and database query results. Additional security considerations include mandatory training, data use restrictions, data protection, encryption, and incident reporting procedures, as detailed in the original document. 7. & 8. Roles and Responsibilities: Roles include Information Systems Officer, Privacy Officer, and Records Manager, each with specific responsibilities related to access, privacy, and records management, as outlined in the original document.

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