INTENT TO SOLE SOURCE | V05 MIPACS SUPPORT CONTRACT | 10/01/2025 TO 09/30/2026 PLUS FOUR OPTION YEARS

INTENT TO SOLE SOURCE | V05 MiPACs Support Contract | 10/01/2025 to 09/30/2026 Plus Four Option Years  

INTENT TO SOLE SOURCE

THIS IS AN INTENT TO SOLE SOURCE ANNOUNCEMENT AND IT IS FOR INFORMATION & PLANNING PURPOSES ONLY; IT IS NEITHER A SOLICITATION ANNOUNCEMENT, NOR A REQUEST FOR INFORMATION, PROPOSALS OR QUOTES AND DOES NOT OBLIGATE THE GOVERNMENT TO AWARD A CONTRACT. IF A VENDOR RESPONDS TO THIS INTENT TO SOLE SOURCE, THE VENDOR WILL NOT RECEIVE A RESPONSE. THE PURPOSE OF THIS INTENT TO SOLE SOURCE ANNOUNCEMENT IS FOR MARKET RESEARCH, IN ORDER TO MAKE APPROPRIATE ACQUISITION DECISIONS, AND TO GAIN KNOWLEDGE OF POTENTIALLY QUALIFIED SERVICE-DISABLED VETERAN OWNED SMALL BUSINESSES, VETERAN OWNED SMALL BUSINESSES, 8(A), HUBZONE AND OTHER SMALL BUSINESSES WHO STATE THEY ARE CAPABLE OF PERFORMING THE WORK. **A sole source contract award will result from this Notice.**

IN THE EVENT THAT A VENDOR DISAGREES WITH THIS SOLE SOURCE, THEN DOCUMENTATION OF TECHNICAL EXPERTISE MUST BE PRESENTED IN SUFFICIENT DETAIL FOR THE GOVERNMENT TO DETERMINE THAT YOUR COMPANY POSSESSES THE NECESSARY FUNCTIONAL AREA EXPERTISE AND EXPERIENCE TO COMPETE FOR THIS ACQUISITION.  

**VENDOR RESPONSE SHALL INCLUDE THE BELOW**

Responses to this INTENT TO SOLE SOURCE shall include company name, address, point of contact, phone number, point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 811210, (size standard of $34M, per SBA Table of Small Business Size Standards January 1, 2022) AND whether your company has special socio-economic status (i.e., SDVOSB, VOSB, Small Business, HUBZone, etc.).

(A) COMPANY NAME

(B) ADDRESS

(C) POINT OF CONTACT

(D) PHONE, FAX, AND EMAIL

(E) DUNS NUMBER

(F) CAGE CODE

(G)TAX ID NUMBER

(H) TYPE OF SMALL BUSINESS, E.G. SERVICES DISABLED VETERAN OWNED SMALL BUSINESS, VETERAN-OWNED SMALL BUSINESS, 8(A), HUBZONE, WOMEN OWNED SMALL BUSINESS, SMALL DISADVANTAGED BUSINESS, OR SMALL BUSINESS HUBZONE BUSINESS, (I) WILL YOUR COMPANY BE PERFORMING THE WORK? OR DO YOU PLAN ON SUB-CONTRACTING OUT THE WORK?

(I) Is your company considered small under the NAICS code identified under this RFI? (Size standard of = or < $30M, per SBA Table of Small Business Size Standards August 19, 2019)

(J) Does your company have an FSS contract with GSA or the VA NAC or a GWAC contract holder with any other federal agency? If so, please provide the contract number.

(K) If your company holds a FSS GSA/VA NAC contract other federal GWAC contract holder, are the services requested available on your schedule/contract?

(L) General pricing of your products is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

 AND

(J) ***WILL YOUR COMPANY BE DOING ALL OF THE WORK? IF NOT, WILL YOUR COMPANY BE SUB-CONTRACTING OUT THE WORK?***MUST ANSWER*** MUST PROVIDE A CAPABILITY STATEMENT THAT ADDRESSES THE ORGANIZATIONS QUALIFICATIONS AND ABILITY TO PERFORM AS A CONTRACTOR FOR THE WORK DESCRIBED BELOW. IF THE VENDOR IS AN SDVOSB/VOSB, BE PREPARED TO DEMONSTRATE HOW IT WILL NOT SUB-CONTRACT THE WORK BY MORE THAN 51%, PER VAAR 852.219-75, VAAR 819.7011(b)  Contract clauses. (DEVIATION)

***IF THERE ARE ANY OBJECTIONS TO THIS SOLE SOURCE, CONTACT THE CONTRACTING OFFICER AT AMY.WALTER1@VA.GOV.***

Statement of Work

Dental PACS Support Contract

482-26-1-759-0004

1. GENERAL

Scope of Services:

The purpose of this requirement is to provide a full-service support agreement for the VISN 5 Dental PACS system. This support agreement shall cover the resolution of any break-fix issues, as well as the provision of all updates, patching, and vulnerability remediation from the vendor. This requirement shall cover labor and any remediate action for all VISN 5 MiPACS servers and clients.

Locations:

VA Maryland Healthcare System, 10 N Greene St, Baltimore, MD 21201

Beckley VA Medical Center, 200 Veterans Ave , Beckley WV 25801-6444

Louis A. Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg WV 26301

Hershel "Woody" Williams VA Medical Center, 1540 Spring Valley Drive, Huntington WV 25704

Martinsburg VA Medical Center, 510 Butler Avenue , Martinsburg WV 25405

Washington DC VA Medical Center, 50 Irving Street, NW, Washington DC 20422

1. WORK HOURS

1. 1. Hours of Operation: Normal business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor shall arrange in advance with the Contracting Officer’s Representative (COR).
   2. Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding holidays.
   3. National Holidays: The holidays observed by the Federal Government are: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Contractor may work on holidays with prior communication and coordination.

1. PERIOD OF PERFORMANCE

Base Year

Oct.1, 2025 – Sept. 30, 2026

1st Option Period

Oct.1, 2026 – Sept. 30, 2027

2nd Option Period

Oct.1, 2027 – Sept. 30, 2028

3rd Option Period

Oct.1, 2028 – Sept. 30, 2029

4th Option Period

Oct.1, 2029 – Sept. 30, 2030

1. Systems

Server Name

Function

Location

VHAWASCCAMIPAPP

Central Applications

Washington DC VAMC

VHAWASCCAMIPDB

Central Database

Washington DC VAMC

VHABALCCAMIPAPP

VAMHCS Applications

VA Maryland HCS

VHABALCCAMIPDB

VAMHCS Database

VA Maryland HCS

VHABECCCAMIPAPP

BEC Applications

Beckley VAMC

VHACLACCAMIPAPP

CLA Applications

Clarksburg VAMC

VHAHUNCCAMIPAPP

HUN Applications

Huntington VAMC

VHAMWVCCAMIPAPP

MWV Applications

Martinsburg VAMC

1. SPECIFICATIONS
   1. Corrective Maintenance
      1. The contract shall include all corrective (unplanned) maintenance/repair of the systems in accordance with the manufacturer requirements.
      2. Recalls & Alerts-- Contractor shall perform all remediation actions needed for product alerts and recalls issued for the equipment.
   2. Labor
      1. All labor (including travel) to complete the maintenance is included in the contract.
   3. Updates/Patching
      1. Contractor shall complete available updates to the software at the discretion of Biomedical Engineering.
      2. Contractor shall complete all patching according to manufacturer’s specifications
   4. Response Time
      1. Contractor shall respond to trouble phone calls within thirty minutes.
      2. Contractor shall respond on-site when required within 4 hours upon receipt of service call.
   5. Reporting
      1. Contractor shall provide a copy of the service report, complete with test data, to the contract COR within five working days after completion of any services.
      2. Service reports shall include identifying information about the equipment, all services provided during the service visit, any issues found during the visit, the technician/engineer names of the personnel performing work, and the date service was provided.
   6. Remote Support
      1. The Contractor shall provide a telephone line available 24/7 for technical support. Contractor shall also provide a phone number for VA staff to call to dispatch Contractor field service engineers/technicians.
      2. If remote support via site-to-site virtual private network (VPN) is required, Contractor shall work with the COR and the facility Information Security Officer (ISO) to meet the requirements prior to connection. A National Site to Site MOU/ISA is the preferred way to complete this connection.
   7. Patient Health Information
      1. The Contractor shall safeguard patient health information.
      2. The Contractor shall report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information.
      3. Contractor shall note remove any hard drives, storage devices, or anything containing patient health information from the site.
   8. Contractor Requirements
      1. All Contractor personnel performing services on the equipment shall have factory training and experience in the maintenance and repair of the equipment.
      2. Contractor shall provide copies of training certificates for the Contractor personnel performing work on-site upon the request of the Government.
   9. Safety and Security
      1. Contractor shall follow all Occupational Safety and Health Administration (OSHA) laws and regulations. The Contractor is responsible for reporting any hazards they come across to their point of contact.

1. 1. 1. Contractor shall follow all local procedures concerning infection control. Should the Contractor be unsure of the requirements, the COR can provide the specific information and procedures.
      2. Contractor personnel shall wear visible identification at all times while on VA property. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.
      3. Property Damage
         1. The contractor shall take all necessary precautions to prevent damage to any Government property.
         2. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken.
         3. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the Government, upon approval of the Contracting Officer.
      4. Chemical Use
         1. Prior to performance of any work, the Contractor will be required to furnish the Contracting Officer with the trade names (if any) and chemical names of all chemicals to be used, along with a label showing contents, the use strength of the chemical as applied, and the antidote thereto.
         2. Contractor shall furnish the same information each time a change is made to the chemicals or products used in the performance of this contract.
         3. This information is required for emergency treatment in the event of ingestion or and/or contact with the material by humans.

1. QUALITY ASSURANCE

1. 1. End-users, Biomedical Engineering, and/or the contract COR shall perform system verification tests to ensure the system is fully functional following service/repairs.
   2. Issues with the quality of the Contractor’s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution.
   3. Documentation with be completed in the Government systems.