SAM #36C26126Q0687

VA Pacific Islands Health Care System Radiology Exam Protocoling System Market Research

The Department of Veterans Affairs is seeking market research responses for a radiology exam protocoling system for the VA Pacific Islands Health Care System. - Government Buyer: - Department of Veterans Affairs, Veterans Health Administration (VHA), Network Contracting Office (NCO) 21 - Solution Requirements: - Radiology exam protocoling system or equivalent (Foundations system referenced as baseline) - Must support up to 100,000 radiology orders per year - Robotic process automation (RPA) for data extraction from Vista Fileman - HL7 data ingest for lab and radiology results - Data reconciliation, analytics, and reporting for radiology order workflows - Worklist displays for staff roles and protocoling modules for imaging modalities - Auditing, personalized performance metrics, real-time data display, STAT order support - Administration tools, user account management, user license management - 24x7x365 emergency support, SLA adherence, quarterly reviews, software upgrades - Implementation, training, and customization services - OEMs and Vendors: - No specific OEMs or part numbers mentioned; Foundations system referenced as baseline - Notable Requirements: - Vendors must provide information on business size, socio-economic status, place of manufacture, and GSA schedule - Solution must be scalable and customizable for VA needs - Place of Performance: - VA Pacific Islands Health Care System, Honolulu, Hawaii - Contracting Office: Network Contracting Office 21, Mather, California

Description

The purpose of this Sources Sought is to conduct market research to identify companies capable of providing a 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 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 with a Size Standard of $47M.

(4) This source sought notice aims to gain knowledge of potential qualified sources and their size classifications (such as 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 will be used by the Government to make appropriate acquisition decisions. After reviewing responses, a solicitation may be published. Responses to this notice are not considered adequate responses to any corresponding solicitation. All interested offerors will have to respond to the solicitation in addition 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 marked 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

Robotic Process Automation (PA) data extract from Vista Fileman for Radiology Orders historical batch extract and real-time data extract, including clinical history at the time of order entry. RPA for Fileman data extract for Allergy and most recent validation date. RPA for Fileman data extract for vital signs and reconciliation for radiology patient orders. HL7 data ingest for Lab HL7 data feeds (ORU) messages. HL7 data ingest for Radiology results/cases (ORU) messages. Reconciliation of above data feeds into common information model and data content. Data analytics and reporting for order workflow – from order pending to scheduled to active through to completion. Worklist displays and workflow management for various staff roles such as radiologists, technologists, schedulers (MSA), supervisors, and leadership. 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, including: Data capture for anatomy/body section, protocol selection/data entry, contrast selection, scanner type, comments, and other modality-specific data content. Specific forms for CT, MRI, US, DEXA, MG, and a Generic /Catch-All Protocol form. Ability to control user workflow permissions via roles/privileges. Ensure auditing is available for every user who views or modifies patient order/protocol data. Provide personalized performance metrics relevant to individual users/staff for order level and protocoling work effort. Send personalized emails for reports and performance metrics, ensuring PII/PHI is protected and never emailed. Include email triggers for out-of-range values. Support real-time data display – vendor to specify delay qualification criteria. Support STAT orders for protocoling, with SLA and controls over order record availability from the time the order is available in Vista Fileman extract. Administration tools for managing protocoling dictionaries and mapping tools. User account management with role-based access, data governance, and staff data privacy features. Commitment to 24/7/365 emergency support for escalations or issues. Adherence to SLA for support requests and urgency. Quarterly reviews for SLA satisfaction and overall value-benefit assessment. Vendor to specify support process, user license management, restrictions, and pricing for additional licenses. Include software upgrades in the contract; disclose any upgrade costs/fees. Vendor to specify customer responsibilities and expectations. Support for 100,000 radiology orders per year with data from October 2016 onwards.

Implementation

The vendor shall manage infrastructure, compute, and storage nodes with VA staff. Perform all software installation, updates, and upgrades. The customer shall provide necessary data connections and permissions, with vendor providing specifications and RPA samples. Perform initial data load and testing for validation. Set up initial reports, worklists, and forms for data validation. Provide training on out-of-the-box capabilities. Customer shall provide data dictionaries; vendor shall provide tools for loading and maintaining them. Train customer Admin staff for dictionary management.

Customization Services

Post-initial setup, scope and effort for customization of protocol forms and data content will be determined and presented. Scope limited to contracted software subscription services such as Radiology Protocoling and Order workflows. No invoices or payments without a written agreement specifying scope of work.

Additional Instructions

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, 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. (e) State whether your firm is registered with the System for Award Management (SAM) at sam.gov and/or the VetCert Registry at sba.gov. If not, note that future solicitations can only be awarded to registered contractors, and VOSB/SDVOSB status requires registration in VetCert. (f) Provide current commercial pricing for all listed items and discounts. (g) Link to your GSA schedule or attach the document if applicable. (h) Submit a Capabilities Statement. (i) Indicate place of manufacturing, including leased equipment. (j) Provide an authorized Distributorship letter from the manufacturer if applicable. (k) List current or past customers within the last two years, including contract number, contact info, etc.

The response is due no later than 3:00 PM Pacific Standard Time on Tuesday, May 12, 2026. Please email responses to Victoria Torres, Contract Specialist, at victoria.torres@va.gov. Use the subject line: “Sources Sought VAPIHCS Radiology Exam Protocoling System or equal”.

Your response should include a Company POC, Capabilities Statement, GSA Schedule information, UEI#, Business Size, and Socio-Economic Status as detailed above.

This notice is for the VA to determine sources only. Issuance of this notice does not constitute any obligation on the part of the Government to procure these services, issue a solicitation, or notify respondents of the results. No solicitation documents exist at this time. If the acquisition strategy shows GSA as a viable option, the RFQ will be posted on GSA eBuy where only firms with a current GSA Schedule for the applicable SIN can respond. The Department of Veterans Affairs is not seeking quotes nor accepting unsolicited quotes. Responses considered proprietary should be marked accordingly. The U.S. Government will not pay for any costs incurred in response to this notice.

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