36C25626Q0298.docx

SUBJECT*

Special Notice - Installation & Technical Support for MIPACS Dental Solution

GENERAL INFORMATION

Network Contracting Office 16 5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist Rhonda Gibson rhonda.gibson2@va.gov 713-291-1515

ADDITIONAL INFORMATION

DESCRIPTION

NOTICE OF INTENT TO AWARD SOLE SOURCE

I. The Network Contracting Office (NCO) 16, located at Galleria Financial Center, 5075 Westheimer Rd, Ste 750, Houston, TX 77030, intends to solicit and award a Sole Source, Firm-Fixed-Price to one Large Business source, APRYSE SOFTWARE CORP. Located at 2399 Blake St Ste 125, Denver CO 80205-2138. This will be for Overton Brooks VA medical Center – 510 East Stoner Ave, Shreveport, LA 71101. APRYSE SOFTWARE CORP. is the Original Equipment Manufacturer (OEM) for government equipment.

MiPACS Annual Maintenance and Support Renewal

CUTN

No.

MiPACS Dental Enterprise - VIEWERS

II. The North American Industry Classification (NAICS) code for this acquisition is 541511, Custom Computer Programming Services. The size standard is $34.0 Mil.

III. This purchase will be made under the authority of 41 U.S.C. § 1901 and is implemented in accordance with Federal Acquisition Regulation (FAR) 13.106-1(b)(2), for restricting competition since only one responsible source is available.

IV. The estimated award date is Jan 23, 2026.

V. Please note, this is not a request for competitive quotes/proposals and is being posted for informational purposes only. Telephone inquiries will not be accepted. If no responses are received, the Contracting Office will proceed with the sole source negotiation with. APRYSE SOFTWARE CORP. Interested contractors shall provide the following information as an attachment to your response:

1. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services under the same or a related NAICS codes. Contractors shall provide their point(s) of contact name, address, telephone number, and email address, and the company's business size, and SAM Unique Entity Identification Number.

2. Is your company a small business, SDBs, HUBZone, or 8A concern? Please provide proof of qualifications. Is your company considered small under the NAICS code: 541511?

3. Do you plan on responding to a solicitation for this requirement with a Joint Venture utilizing multiple owned companies as majority or non-majority owner? Yes ___No ___ If yes, please identify which companies you are considering a Joint Venture and the ownership of each company.

4. Do you have an existing BPA’s, GSA or VA, Federal Supply Schedule contract to procure the product being requested, please include the contract details in your response.

5. Do you (Contractor) manufacture the product itself or a distributor of the items being researched above?

6. Are you an authorized distributor/reseller? Provide evidence from original equipment manufacturer (OEM).

7. Do you (Contractor) supply a product manufactured by another domestic small business, if it is a nonmanufacturer?

8. Do you (Contractor) supply the product of any sized manufacturer if SBA has granted a waiver to the nonmanufacturer rule?

9. Is your (Contractor) Buy American Certificate completed in SAM? Please provide evidence with response.

10. Is your (Contractor) Trade Agreement Certificate completed in SAM? Please provide evidence with response.

11. Information for the product being requested, is it manufactured outside the US-Domestic non-available?

12. Information for the product being requested, is it a foreign manufactured end product under the trade agreement?

13. What is your schedule of delivery after receipt of order for the product?

VI. Interested parties shall identify their interests and capability in response to this notice within Ten calendar days of the publication of this notice. Any response to this notice shall show clear and convincing evidence that competition would be advantageous to the Government.

VII. Questions regarding this notice should be sent to Contracting Specialist Rhonda Gibson no later than Jan 13, 2026, by 10:00am (CST) at rhond.gibson2@va.gov. Please fill out all questions.

See attached Draft SOW

Special Notice Special Notice

Special Notice

STATEMENT OF WORK

510 East Stoner Ave Shreveport, LA 71101

1.Contract: Title: Installation & Technical Support for MIPACS Dental Solution

2. Background: The Overton Brooks Medical Center located at 510 East Stoner Ave, Shreveport, LA 71101, utilizes a Picture Archiving and Communication System (PACS) in the Dental Department. Medicor Imaging Picture Archiving and Communication System (MiPACS) Dental Enterprise Solution is the software used at the Overton Brooks Medical Center Dental Department. MiPACS Dental Enterprise Solution is used to acquire, store, and view digital dental images. MTPACS works to bring all image capturing devices together no matter what type of capture hardware is being used. Due to the lack of MTPACS trained VA employees, it is necessary to utilize over the phone technical assistance as needed. The Contract shall be a base plus with four option years.

3. Scope: The contractor shall provide all the management, tools, supplies, equipment and labor necessary for providing technical support for MIPACS Dental Enterprise Solution. The contractor shall provide support services to the dental digital image sensors and Medical Imaging Picture Archiving and Communication System (MiPACS) Dental Enterprise Solution, a centralized multi-clinic platform for Alexandria Department of Veterans Affairs Medical Center. Technical support shall include support for 16 computer workstations and three computer servers. The dental digital image sensors and MiPACs centralized solution must be maintained to meet all specific requirements and tasks described in this statement of work including software, configuration, conversion/migration of existing dental images, installation, training, and support.

Technical support shall be provided during normal business hours, 8 a.m. to 5 p.m. Monday thru Friday. Technical support shall also include any software updates and/or modifications. All applicable state and federal laws and regulations must be followed.

4. Specification/Characteristics:

The Engineering Department COTR Department personnel shall act as the first responder to establish the severity of the failure. The Biomedical Department will then notify the contractor's Customer Service Dispatch Office to initiate a service call. The contractor shall respond by phone within 2 hours.

The Vendor shall support the MIPAC software for dental image capture, storage, and centralized access to all images.

MiPACS Maintenance and Support Service:

· Integration with VistA Imaging

· Integration with VistA Modality Worklist

· Functions even when the network is down

· 100% DICOM and HIPPA compliant

· Supports multiple clinics

· Support for all sensors, pan, camera, CBCT brands

· Centralize imaging VISN-wide or regionally

· The only imaging software integrated with Dental Record Manager Plus

· Approved in the One-VA Technical Reference Model

· A VistA Imaging approved DICOM modality interface

· Security, centralized management, PACS admin level

The Contactor shall provide

· All necessary software, viewers, interfaces, and licenses to operate the MiPACS system including pre-production testing and final implementation.

· Technical resources to support restoring the system to full operating capability in the event of an outage incident

· Image manipulation, enhancement, and analysis tools such as brightness, contrast, histogram adjustment, rotation, inversion, equalization, sharpening, noise reduction, zoom, etc.

CUTN

No.

MiPACS Dental Enterprise - VIEWERS

6:00 pm to 4:30 am, Monday through Friday excluding weekends and federal holidays.

VA follows all Federal holidays that are sent by law (USC Title 5 Section 6103). The Government hereby provided notice, and the Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January I Martin Luther King Jr.'s Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 14 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

This contract shall be for 1 base year followed by 4 option years for Equipment service.

Base Year: Jan 23, 2026, through Jan 22, 2027 Option Year 1: Jan 23, 2027, through Jan 22, 2028 Option Year 2: Jan 23, 2028, through Jan 22, 2029 Option Year 3: Jan 23, 2029, through Jan 22, 2030 Option Year 4: Jan 23, 2030, through Jan 22, 2031

8. When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed by the US government agencies.

In addition to the days designated as holidays, the Government observes the following days:

-Any other day designated by Executive Order -Any other day designated by the President's Proclamation; and

- Any other day designated by Federal Statute

9. Location Of Services Overton Brook VA Medical Center 510 East Stoner Ave., Shreveport, LA 71101 POC: Delmer Hively Phone # 318-482-5009 Email: Delmer.hively@va.gov Phone: 318-990-5365

10. Invoice And Payment

The invoice shall be properly prepared in accordance with FAR 52.212-4, contain sufficient details, and at a minimum, include the following details:

2. IFCAP Obligation Number

3. Contract Number

4. Description of the supply/service rendered

5. Billing period/date when the services were rendered and

6. Invoice number and date Payments will be made in accordance with the Prompt Payment Act out of the Government annual appropriate funds obligated in an order which will be issued after the contract is awarded.

Note: Invoices that are not in compliance with the aforementioned requirements under this paragraph will be rejected for payments and required to be resubmitted.

11. DESCRIPTION OF SERVICE:

The vendor / manufacturer shall provide all software, documentation, hardware, and technical support necessary to return equipment or system(s) listed in each product description in the Purchase Order to its/their OEM condition.

Equipment Maintenance Services & Preventive Maintenance All equipment under this contract are in proper working order and maintained according to manufacturer recommendations

Service Call Response Service is received within specified time. Customer is satisfied with response time.

Training Service Technicians have received training authorizing them by the OEM to service, calibrate, maintain and install all software and hardware upgrades.

12. DOCUMENTATION: The vendor / manufacturer shall provide documentation identifying the problem, corrective action; total time and parts required will be sent to the Biomed Shop as an electronic copy of the Technical Support Service Report, for equipment/system(s) history and billing purposes after service completion.

13. GENERAL INFORMATION:

13.1. Quality Control. Contractors shall develop and maintain a quality program to ensure services are performed in accordance with commonly accepted commercial practices for equipment maintenance and repair. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 2, Service Delivery Summary. The government evaluator must have a specific quality control inspector to notify in case of customer complaints.

13.2. Quality Assurance. The government will periodically evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan.

13.5. Special Qualifications. All Contractor and Sub-Contractor Service Technicians shall be OEM trained and certified on all equipment identified in 1.1 above. Training shall be on same manufacturer and model of equipment identified in 1.1. The Contractor shall provide current completion of training certificate indicating the date training took place, training provider, date certificate was signed, and signature of certifying official for each Service Technician who will be assigned to work on the equipment under contract identified in 1.1.

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

7. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S.

to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

3. VA INFORMATION CUSTODIAL LANGUAGE

2. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data

- General, FAR 52.227-14(d) (1).

3. VA information should not be co-mingled, if possible, with any other data on the contractors/ subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements.

4. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

5. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

6. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

8. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COTR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

9. The contractor/subcontractor shall certify to the COTR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

10. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration.

Information technology staff must also use the Windows Installer Service for installation to the default "program files" directory and silently install and uninstall.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

2. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

3. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

4. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than 2 business days.

h. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.

End of the Statement of Work

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