EHRMSystemIntegratorRFI070325.pdf

REQUEST FOR INFORMATION

The U.S. Department of Veterans Affairs (VA) is seeking information and sources capable of providing the services described below. The purpose of this Request for Information (RFI) is to gather capabilities and market information pertinent to acquisition planning. The responses to the RFI may contribute to determining the method of procurement and identifying parties having an interest in and the resources to support this requirement.

THERE IS NO SOLICITATION AT THIS TIME

This RFI is for market research purposes only and does not constitute a request for quotes.

Submission of any information in response to this RFI is purely voluntary. The Government assumes no financial responsibility for any costs incurred. The information provided may be used by VA in developing its acquisition strategy and informing, refining, and finalizing an acquisition. Interested parties are responsible for adequately marking proprietary, restricted, or competition-sensitive information contained in their response. Only electronic responses to this announcement will be accepted.

TITLE

Office of the Deputy Secretary Electronic Health Record Modernization (EHRM) Systems Integration Support to the EHRM Integration Office

DESCRIPTION OF REQUIREMENT

PURPOSE

The Department of Veterans Affairs (VA) seeks a Systems Integrator to support VA’s efforts to continue transition of its current Electronic Health Record (EHR) system, the Veterans Health Information Systems and Technology Architecture (VistA) to the Oracle Health commercial EHR. The Systems Integrator will work with the Government and its partners to facilitate the successful completion of VA enterprise-wide deployment by providing expert support in EHR implementation, integration, management and sustainment. The expected outcome is that the System Integrator will provide functional and technical expertise in driving the implementation of the Federal EHR to success through a disciplined approach in managing how various components of the Federal EHR, legacy capabilities, and future enhancements connect in supporting VA’s mission.

BACKGROUND

The mission of the Department of Veterans Affairs (VA) is to provide benefits and services to Veterans of the United States. In meeting these goals, VA strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to Veterans at the point-of-care and throughout all points of the Veterans’ health care in an effective, timely, and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.

VA has contracted Cerner Government Services, Inc. (Cerner) (now known as Oracle Health Government Services, Inc., and interchangeably referred to herein as “Oracle Health,” or “Oracle,” to deploy VA’s Federal EHR. When fully implemented this solution will enable seamless care for Veterans by facilitating the transition of active-duty military members to VA and improving their timely access to the highest quality of care.

The Federal EHR shall provide VA with a single system that can store and retrieve administrative, clinical, laboratory, radiology, pharmacy, and scheduling data, and can interact with other internal and external systems. Modernization of VA’s EHR will support a Veteran-centric, team-based care model, with modern decision support tools; clinical information content services; identification, communication, and standardization of care paths; and resource provisioning. This will improve interoperability, performance, and user experience for the majority of the health care delivery and ancillary teams responsible for directly or indirectly providing health care services; and in turn will improve quality, safety, and timeliness of health care services delivered to Veterans.

In March 2025, the VA Secretary issued a memorandum requiring that the EHRM program adopt an accelerated implementation timeline mandating that all migration be completed as early as the end of calendar year 2031.

This request for information seeks technically capable sources to provide Systems Integration support to the EHRM Integration Office.

SCOPE AND OBJECTIVES

The system integrator will serve as the facilitator between the EHRM Integration Office, key stakeholders and vendors in bridging the gap between various technologies and business processes. The expected outcome of the system integrator is to support efficiency in VA’s migration to the Federal EHR through improved communication, coordination, capabilities planning, execution and optimization of complex IT infrastructures, business processes, and solutions.

This requires extensive expertise in deploying sustaining and leveraging the Federal EHR to enhance healthcare delivery. Key desired functions include:

• Discovery & Analysis (Pre-Integration) Requirements o Current State Analysis o Technical and Functional Gap Analysis o Business Analysis and Functional Planning

• Solution Design and Architecture o Integration Strategies

Informatics and IT Design and Development Support Clinical Planning and Strategic Analysis o Data Modeling and Interface specifications o Scalability and Performance Planning o Security architecture integration, including support for cybersecurity and risk management requirements.

• Implementation Strategies o Configuration Management o Data Migration and Synchronization Strategies

• Testing and Quality Assurance o Integration and System Testing o User Acceptance Testing o Problem and Defect Management

• Deployment Support o Deployment Planning o Cutover Management o Post-Deployment Verification

• Post Deployment Support o Training o Functional / Technical Documentation o System Enhancements & Optimization Coordination

• Program Integration Support o Project Planning and Scheduling o Stakeholder Communication o Risk Management o Budget Management o Change Management o Vendor Coordination

SUBMISSION INSTRUCTIONS FOR INFORMATION SOUGHT

If your organization can provide these services, please respond to the RFI as follows:

A. Cover Sheet

1. Company name, company address, company point of contact (name, address, telephone number, email address), SAM unique entity identifier (UIE) number, and website.

2. Company’s size status as listed in SAM under NAICS 541512 – Product Service Code

(PSC) D302

3. Existing Multiple Award Contract (MAC) vehicles currently held by your company

(examples may include General Service Administrations (GSA) schedules, Government- Wide Acquisition Contracts (GWACs), Indefinite Delivery Contracts (IDCs), Blanket Purchase Agreements (BPAs)) available for the Government use. For each MAC vehicle provide:

o Vehicle name o Vehicle number o Date of award

B. Response Criteria

1. Response submissions to this notice are due no later than July 11, 2025, 5:00 pm Eastern

Time

2. Responses shall be submitted to John.Sangalang@va.gov and

Stefanie.Applegate@va.gov. The email subject line must contain the following:

“Response to RFI Number 36C10B25Q0419.”

3. VA reserves the right to not reply to any emails, responses, questions, and/or materials submitted in response to this notice. Mark your response as “Proprietary Information” if the information included is business sensitive and/or includes trade secrets. Responses shall not exceed 15 pages total. Responses shall be prepared in Microsoft Word with standard 8.5 x 11-inch page format (charts may be landscaped but must be on 8.5 x 11-inch page format) and shall be in Times New Roman, font size (12), with 1” margins. All pages for the response shall be appropriately numbered and identified with the announcement number. The email file size limitation shall be no more than 40MB.

C. Capability Statement

Respondents shall provide a capability statement with an overview of the company’s capabilities to fulfill the scope and objectives described within this RFI. Overview should include but not be limited to:

• Description of the company’s resources available and capable of completing the scope and objectives.

• Explanation of what experience the company has providing services similar in size, scope and complexity of the scope and objectives.

o Provide examples of successful delivery of clinical support and planning, workflow redesign, Organizational Change Management, and informatics support within complex health IT modernization programs.

o Explain how your organization integrates technical SI work with functional, clinical, and organizational support to ensure seamless deployment and end-user adoption.

o Summarize your experience with Oracle Health EHR solutions including site readiness, go-live support, and ongoing technical and functional sustainment.

• List Corporate Oracle Expertise Qualifiers, if any.

• List of specific contracts within the last five years in the Government or industry where the vendor provided similar services related to Electronic Health Record support required in this RFI. At a minimum, include the following:

o Contract number o Company name o Customer organization mailto:address??John.Sangalang@va.gov o Customer name, title, email, telephone o Period of performance o Total obligated dollars for contract

Do not include value associated with unexercised options or unfunded CLINs For subcontractor experience, only indicate value of the subcontract o NAICS Code o Role: Prime contractor or Subcontractor o Description of project scope o Description of the portion of the project scope directly performed by the company o Was this project for implementation of a commercial EHR? If yes, identify the EHR.

o Identify the location (city, state, country) and total number of hospitals or healthcare facilities as well as the approximate number of clinical providers, staff, and patients, where the electronic health record system was implemented.

D. Questions for Industry

1) How would your company provide guidance to the government for the implementation of enterprise software?

2) What contract structure would best suit work of this nature?