RFI 36C10B26Q0837 - QandA.xlsx
XLSX spreadsheet 14 KB Posted
- Solicitation number
- 36C10B26Q0837
About this file
This is a Questions and Answers document for RFI 36C10B26Q0837 addressing vendor inquiries regarding the Department of Veterans Affairs' procurement of QGenda On-Call Full Range (FR) scheduling software for the Richard L. Roudebush VA Medical Center in Indianapolis. The RFI response is due October 13, 2026 at 10:00 AM EST and is limited to six pages covering the technical approach summary, excluding cover pages and company information. Responses must be submitted as PDF files to the Contract Specialist via email. Vendors must provide SAM UEI and DUNS number if available, along with CAGE registration information and small business status including veteran-owned certifications where applicable.
The VA declined to confirm several critical acquisition parameters at this RFI stage, including the ultimate contract vehicle and type, whether the requirement will be set aside for small businesses or service-disabled veteran-owned businesses (SDVOSB), which size standard applies under NAICS 541519, expected solicitation release timing, and award basis (lowest price technically acceptable versus best value). Key product requirements include integration with existing systems such as Vocera mobile applications, single sign-on capabilities, schedule data exchange with affiliate universities, and various reporting formats. The VA stated AI-assisted tools are permitted for RFI responses and future performance but should not generate entire submissions. Additionally, the VA will not hold one-on-one demonstrations or sessions with RFI respondents, and several technical specifications regarding accessibility standards, staffing requirements for Clinical Solutions Consultants, delivery timelines, and generative AI implementation details remain unconfirmed pending further determination.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C10B26Q0837 0002.docx | DOCX document | |
| RFI 36C10B26Q0837 - QandA - Part 2.xlsx | XLSX spreadsheet | |
| 36C10B26Q0837 0001.docx | DOCX document | |
| 36C10B26Q0837.docx | DOCX document | |
| DRAFT - Product Description - QGenda On-Call FR.docx | DOCX document |
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Questions
| Attachment / Document | Page or Section | Question | Answers |
| 36C10B26Q0837, Request for Information | Section 2, RFI Response Instructions (page limit) | The RFI limits the response to six pages and is silent on format. What font, minimum font size, page margins and line spacing does VA require, do tables, charts and graphics count toward the page limit, and is a smaller font size permitted for tables and figures? | The response must be no more than six pages and may use any format, provided it is clear and readable. |
| 36C10B26Q0837, Request for Information | Section 2, RFI Response Instructions (page limit) | Does the six-page limit include a cover page or cover letter and the Company Information block requested at item (A), or only the technical approach summary requested at item (B)? | The six-page limit applies to the technical approach summary requested in item (B). |
| 36C10B26Q0837, Request for Information | Section 2, RFI Response Instructions (submission) | For submission by email to the Contract Specialist, is the required file format PDF or Microsoft Word, is there a file naming convention, is there a file size cap on the VA mail gateway, and will VA acknowledge receipt of each response? | Submission should be a PDF file. |
| 36C10B26Q0837, Request for Information | Section 2 (due date); RFI form, Response Date/Time/Zone | The RFI text gives the due time as 10:00 AM EST on October 13, the RFI form gives 10:00 Eastern Time, and the SAM.gov notice gives 10:00 am EDT. Please confirm that responses are due at 10:00 AM Eastern Daylight Time on October 13, 2026. | The submission is due on October 13, 2026 at 10:00 AM EST Time. |
| 36C10B26Q0837, Request for Information | Section 2, RFI Response Instructions (questions) | Is there a cutoff date for questions on this RFI? Will VA post the questions and answers to SAM.gov as an amendment so that all interested parties receive them, and will VA extend the response date if the answers are posted fewer than five business days before October 13? | You may ask questions at any time, but please allow us enough time to respond so that you have an opportunity to revise your submission. |
| 36C10B26Q0837, Request for Information | Section 2, item (A)2 | Item (A)2 asks for the CAGE and DUNS number registered in SAM or VetBiz.gov. Please confirm that the SAM Unique Entity ID is what VA wants in place of the DUNS number, and that veteran-owned status is to be shown by SBA Veteran Small Business Certification. | Please provide your SAM UEI and DUNS number, if available. |
| 36C10B26Q0837, Request for Information | Section 2, RFI Response Instructions; PD 6.7 | Is the use of AI-assisted development and writing tools (for example GitHub Copilot and Claude Code) permitted in preparing this RFI response and a later quote, and in contract performance subject to PD 6.7? If a disclosure is required at either stage, what should it contain? | We ask that AI not be used to generate the entire RFI submission. |
| 36C10B26Q0837, Request for Information | RFI form, Set-Aside (blank); Section 2, item (B)3 | The set-aside field is blank and item (B)3 asks small businesses about set-aside requirements. Does VA intend to set this requirement aside, and if so for SDVOSB, VOSB or small business? If it is set aside for SDVOSB or VOSB, is a small business that is not veteran-owned eligible to take part as a subcontractor, and what limitation on subcontracting will apply? | VA can not confirm at this time. |
| 36C10B26Q0837, Request for Information | RFI form, NAICS Code 541519 | NAICS 541519 carries a $34.0 million receipts standard and a 150-employee standard for Information Technology Value Added Resellers. Which size standard will apply to this requirement? | VA can not confirm at this time. |
| 36C10B26Q0837, Request for Information | RFI form, Product Service Code 7A21; PD 1.0, CLIN 0002 | Product service code 7A21 covers perpetual license software, while CLIN 0002 buys a per-bed annual term license. Please confirm that the requirement is a software-as-a-service subscription, and whether the product service code will change in the solicitation. | |
| 36C10B26Q0837, Request for Information | Section 1, Introduction; Section 2, item (B)1 | What contract vehicle and contract type does VA anticipate (open market on SAM.gov, GSA Multiple Award Schedule, NASA SEWP or another vehicle), when does VA expect to release the solicitation, and will award be made on a lowest price technically acceptable or a best value basis? | VA can not confirm at this time. |
| 36C10B26Q0837, Request for Information | Section 1, Introduction | Will VA hold one-on-one sessions or product demonstrations with RFI respondents before it settles the acquisition strategy? Advent would welcome the chance to demonstrate its approach to the PD 1.1 salient characteristics. | VA will not hold one-one sessions at this time. |
| DRAFT Product Description, QGenda On-Call FR (PD Version 2.0) | 1.1 Salient Characteristics, sixteenth bullet | Which single sign-on service must the solution support, and over which protocol (SAML 2.0 or OpenID Connect)? How will clinicians who hold no PIV card, such as residents and fellows from the affiliate university, sign in from outside the VA network? | We can not answer that at this time. |
| DRAFT Product Description, QGenda On-Call FR (PD Version 2.0) | 1.1 Salient Characteristics, seventeenth bullet | Does the Roudebush facility use Vocera today, and which Vocera products and versions? What must the mobile application to mobile application integration do for the user? Would an equal solution meet this characteristic by delivering the Vocera integration within a stated number of days after award, in place of an integration that exists before award? | We can not answer that at this time. |
| DRAFT Product Description, QGenda On-Call FR (PD Version 2.0) | 1.1 Salient Characteristics, eighteenth bullet | Which affiliate university is meant, and has it agreed to exchange schedule data with VA? Would an equal solution meet this characteristic by exchanging schedules with the affiliate's system through a documented interface, and will VA arrange access to that interface and any data sharing agreement it needs? | We can not answer that at this time. |
| DRAFT Product Description, QGenda On-Call FR (PD Version 2.0) | 1.1 Salient Characteristics, fourth bullet | The reports characteristic expands CSV as Code Set Versioning. Please confirm that the required export formats are Microsoft Excel, PDF and comma-separated values. | We can not answer that at this time. |
| DRAFT Product Description, QGenda On-Call FR (PD Version 2.0) | 1.0 Product Requirements, p. 3; Addendum B, section 3 | The Clinical Solutions Consultant works on site or remotely, as appropriate. What share of the work does VA expect on-site at the Government facility in Indianapolis and what share remotely at contractor facilities, and who furnishes workspace, badges and equipment for on-site work? | We can not answer that at this time. |
| DRAFT Product Description, QGenda On-Call FR (PD Version 2.0) | 1.0 Product Requirements, p. 3; 1.1, third bullet; Addendum B, section 3c | Will the Clinical Solutions Consultant and the dedicated support resource be designated key personnel, will resumes be required with the quote, and are there minimum qualifications, a citizenship requirement beyond being based in the United States, or a background investigation level that these staff must meet? | We can not answer that at this time. |
| 36C10B26Q0837, Request for Information | Section 2, item (B)1 | Item (B)1 asks for VA contracts where similar work was performed. Will the solicitation evaluate past performance, will comparable work for other federal agencies be accepted, and if a past performance questionnaire is required, may CPARS reports be substituted to reduce the burden on references? | VA can not confirm at this time. |
| DRAFT Product Description, QGenda On-Call FR (PD Version 2.0) | 3.0 and 3.1, Section 508; 3.3 Acceptance Testing | PD 3.1 marks WCAG 2.0 Level A and AA. Will VA accept an Accessibility Conformance Report prepared against WCAG 2.2 and the Revised Section 508 Standards with the quote, and what testing will VA perform before it accepts the delivered system? | We can not answer that at this time. |
| DRAFT Product Description, QGenda On-Call FR (PD Version 2.0) | 6.7 Generative Artificial Intelligence Requirements | If the offered solution uses no generative AI in the scheduling function, please confirm that the PD 6.7 deliverables do not apply. PD 6.7.1.1 refers to Monthly Progress Reports and PD 6.7 refers to the Artificial Intelligence in VA Contracts clause; neither is in the draft. Will both be added to the solicitation? | The language may or may not be removed from solicitation or award once determined further. |
| DRAFT Product Description, QGenda On-Call FR (PD Version 2.0) | 5.0 Electronic Shipment of Software | PD 5.0 requires a website link to download the software license subscriptions within three working days after award. For a hosted service that cannot take live VA data before its ATO, what does VA consider delivery within those three days: access to a configured test environment, or something else? | We can not answer that at this time. |
| DRAFT Product Description, QGenda On-Call FR (PD Version 2.0) | Cover page; 1.0 Product Requirements, p. 3 | Is the requirement limited to the Richard L. Roudebush VA Medical Center, or may it extend to its community clinics or to other facilities in the network during the option periods, and should an offeror price growth beyond 150 beds? | We can not answer that at this time. |
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