SAM #36C26226Q0724

Cloud-Based Scheduling Software and Services for Northern Arizona VA Healthcare System Emergency Department

The Department of Veterans Affairs is seeking a commercial, cloud-based scheduling software solution for the Northern Arizona VA Healthcare System Emergency Department (NAVAHCS ED). - Government Buyer: - Department of Veterans Affairs, Northern Arizona VA Healthcare System, Network Contracting Office 22 - OEMs and Vendors: - QGenda (named as the example OEM) - Requirement allows for equivalent commercial solutions - Products/Services Requested: - Cloud-based scheduling software (QGenda or equivalent) - Subscription or licensing for healthcare scheduling - Implementation and configuration services (user roles, permissions, schedule views, shift definitions, templates, workflows, notification settings, pay/timekeeping rules) - Testing, training (administrator and end-user), and go-live support (virtual, onsite, or blended) - Ongoing technical support for administrators and end users - Key Features and Requirements: - 100% web-based, accessible via web browsers and native iOS/Android apps - FedRAMP certification and VA Authority to Operate required - Automated schedule creation with configurable rules-based engine - Multi-tier approval workflows and real-time shift tracking - Integration with Vocera and calendar applications (government-approved interfaces) - User self-service, shift requests/swaps, geo-verification for time tracking - Robust reporting, export capabilities, and workforce analytics (optional) - US-based dedicated support during business hours - All training, support, and materials included - Contractor responsible for all supervision, staffing, software, licenses, and redundancy - Unique/Notable Requirements: - Solution must be FedRAMP certified and maintain VA Authority to Operate - All integrations/interfaces must be government-approved - Focus on small business participation, especially SDVOSB and VOSB - No specific part numbers or quantities provided - Place of Performance: - Northern Arizona VA Healthcare System Emergency Department, Prescott, AZ

Description

THIS REQUEST FOR INFORMATION (RFI) SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION 1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of Small Business Capability, including Service-Disabled Veteran-Owned Small Businesses and Veteran-Owned Small Businesses (SDVOSB/VOSB) interested and capable of performing the work.
2. The NAICS for this requirement is 541519 - Other Computer Related Services

The contractor shall provide a commercial, cloud-based scheduling solution for the Northern Arizona VA Healthcare System (NAVAHCS) Emergency Department, including software subscription or licensing, implementation, configuration, testing, training, go-live support, and ongoing technical support for the period of performance. The solution shall provide a centralized platform to create, publish, maintain, and review schedules in real time and shall support schedule automation, user self-service, reporting, and, if included in the awarded package, time and attendance and workforce analytics capabilities. Any interfaces or integrations shall be limited to those approved by the Government. The Contractor shall provide all supervision, coordination, staffing, software, licenses, website access, training, redundancy and other related services as necessary to provide and maintain VASDHS building records and files and make them readily accessible to VA staff through the Contractor s website. The Contractor shall perform all these services as defined by this Statement of Work (SOW) and by the COR or other CO designated representative. See attached DRAFT SOW and Salient Characteristics Sheet. 3.. Interested and capable Contractors should respond to this notice not later than Tuesday, May 05, 2026, at 12:00 PM Pacific Time, by providing the following via email only to Israel.Garcia2@va.gov.

(a) company name

(b) address
(c) point of contact
(d) phone, fax, and email of primary point of contact (e) Contractor s Unique Entity ID (SAM) number (f) Type of small business, if applicable, (e.g. Services-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-owned Small Business (VOSB), 8(a), HUB-Zone, Women Owned Small Business, Small disadvantaged business, or Small Business).
(g) A statement that addresses whether you believe that your performance under this contract should be exempted from the Service Contract Act or not. Please name any applicable exemption, if any.

(h) Statement indicating if you have a current contract to provide the required services that you intend to provide for this procurement under either the General Services Administration (GSA) Federal Supply Schedule (FSS), or any other federal contract. If yes, provide the contract type and contract number, as well as the identity of the federal agency with whom you hold that contract.

(i) General pricing for your patient lift product. This information will be used for VA internal market research purposes and pricing information received in response to this RFI will not be shared by the Contract Specialist.

(j) Statement indicating whether your company is considered small under the size standard for the NAICS code identified under this RFI. Responses are welcome to specify a different NAICS in which they could meet this requirement.

(k) A capability statement that addresses the organization s qualifications and ability to perform as a contractor specifically for the work described above and in the attached Draft SOW. Respondents are also encouraged to provide specific examples (e.g. contract number, point of contact information) of the Contractor s experience providing the same or similar services. Failure to provide sufficient information may result in the Government s inability to determine that the respondent is capable. GENERAL STATEMENTS OF CAPABILITY ARE NOT ACCEPTABLE. Respondents must provide the following information for each reference contract the respondent identifies as evidence of the respondent s capability to perform the work required by this procurement. Respondents must provide the following information for each reference contract:

(1) the legal name of entity with whom the respondent held the contract; (2) the contract number; (3) a description providing details of the specific tasks the respondent performed under that contract; (4) the dates during which the respondent performed the contract; (5) the name, phone number, and email address of a person at the entity with whom the respondent held the contract who can verify the information the respondent provides regarding this reference contract.

If a respondent offers to demonstrate experience through the proposed use of subcontractors, the respondent must provide all of the information required above for one or more reference contracts performed by each subcontractor the respondent intends to use.

NOTE: The information requested above is required for the Government to evaluate whether there are sufficient small business concerns of a particular type who are capable of performing the work required by this procurement to determine if this procurement should be set aside for a given type of small business concern. failure to submit all of the information requested above to support a respondent s claimed experience may be viewed by the government as evidence that the respondent lacks the ability to provide the required service described in the DRAFT SOW. this, in turn, may affect the government s determination about whether the requirements for a set-aside procurement have been met.

1. SDVOSB/VOSB respondents.

(a) If respondent is VOSB or SDVOSB, respondent is encouraged to provide proof of SDVOSB/VOSB certification. In addition, SDVOSB/VOSB Contractors are asked to acknowledge that they understand the limitations on sub-contracting pursuant to FAR 52.219-14, Limitations on Sub-Contracting, which will be included in the impending solicitation. Further SDVOSB/VOSB contractors are asked to respond that they are capable of providing the requested services keeping within the parameters of this clause. (b) Small businesses, including SDVOSB/VOSBS are also advised that per 13 CFR, § 125.6 the prime contractor's limitations on subcontracting are as follows: (1) General. In order to be awarded a full or partial small business set-aside contract with a value greater than $250,000, an 8(a) contract, an SDVO SBC contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree that: (2) In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. 5. Please note that if VA s pending market research establishes that two or more verified VOSB or SDVOSB can provide the services required, VA will set aside the underlying solicitation per 38 U.S.C. §8127.  6. All Offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) database found at https://www.sam.gov. Registration must include Representations and Certifications.
--End of Sources Sought Announcement--

DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), 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 RFI.

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