36C25626Q1095-Questions Responses and CLINs Update.pdf

36C25626Q1095-DICOM Image Sharing Solution

Question and Responses

Updated B.2 Price Schedule CLINs

1. Incumbent Solution and Current Contract

The Price/Cost Schedule (CLIN 0001AA) and PWS §17 both refer to “Imagex” software and

“Imagex software and associated modules” already deployed at VISN 16 facilities, but Section 5

(Brand Name or Equal salients) does not name a specific brand. The questions below are intended to clarify the incumbent environment and how it relates to the brand-name-or-equal structure of this solicitation.

1. Please confirm the identity of the incumbent contractor and the specific product/brand

(e.g., is “Imagex” the brand name being used to establish the salient characteristics in

PWS §5, or is it a generic label used only in the CLIN structure)?

Response: The incumbent is Medicom Technologies, Inc., under Contract 36C25622P1530; the current product/system in use is Medicom’s Imagex. In this solicitation, “Imagex” is used strictly as a brand‑name‑or‑equal reference. Equal products are acceptable if they meet all salient characteristics in PWS section 5. Evaluation will be based only on the salient characteristics stated in PWS.

2. What is the current contract number, award date, period of performance, and expiration date for the existing DICOM image sharing/Imagex solution at VISN 16?

Response: Please see Response #1 for the contract number. The award date, period of performance, and expiration date are publicly available in SAM.gov under the Contract Awards domain (note: FPDS public functionality has been fully transitioned to SAM.gov).

3. What is the current annual contract value (software licensing + AMS) under the incumbent contract, and is that contract a sole-source, competed, or FSS award?

Response: Please see Response #1 for the contract number. The annual value and the award/competition method are publicly available in SAM.gov under the Contract Awards domain (FPDS public functionality has been fully transitioned to SAM.gov).

4. Which of the eight (8) VISN 16 facilities currently have an image sharing solution deployed today, and which vendor/product is in place at each site? Are all eight on the same platform, or is this a mixed environment?

Response: All facilities within VISN 16 have the same Medicom system in place.

5. How many community care partners are currently onboarded/connected under the incumbent solution at each facility, and how many existing site-to-site (S2S) connections, MOUs, ISAs, and BAAs are in place that a new awardee would need to assume or replicate?

Response: there are approximately 53 care in the community partners across the VISN and 195

VA connections established.

6. If a new contractor is awarded, will the incumbent be required to support a transition/parallel-run period, and who is responsible for data migration, historical audit log retention, and cutover of existing community partner connections?

Response: Incumbent has no obligation to perform after their period of performance ends. There is no data to migrate. The existing community connections belong to the incumbent and would not be cutover. The new awardee will be responsible for establishing new connection at each existing facility and every new facility requested during the period of performance.

7. Will the Government share the incumbent's current performance data (query turnaround times, matching accuracy, uptime, exchange volumes) to help offerors size their technical and pricing approach?

Response: Incumbent performance data will not be released. Offerors should size their technical and pricing approach to the published requirements in the PWS/Solicitation; evaluation will be based only on stated requirements.

8. Is the incumbent contractor eligible to compete on this solicitation, and if so, does the

Government anticipate any organizational conflict of interest (OCI) considerations?

Response: Yes, incumbent is eligible to compete on this solicitation. Any organizational conflicts of interest (OCI) concerns will be evaluated/addressed under FAR Subpart 9.5.

2. Brand Name or Equal / Salient Characteristics

1. Since PWS §5 lists salient characteristics generically, will the Government identify a specific brand-name product against which “equal” conformance will be judged, per FAR

52.211-6, or is any commercially available solution meeting the salients acceptable regardless of brand?

Response: Any commercially available solution that meets the PWS/Solicitation salient physical, functional, and performance characteristics is acceptable; no specific brand will be identified.

1. For the required “literature and salients crosswalk” (Section E.1¶4), is there a required format or template, and does it count against the 15-page Technical volume limit?

Response: The Literature & Salients Crosswalk shall be included within Volume I – Technical and counts toward the 15‑page Technical limit. No specific template is required; submit in a clear table or matrix pursuant to FAR 52.212‑1.

2. PWS §5(e) references the VISN 16 enterprise PACS as “currently Philips/Carestream

Vue, version as deployed.” Can the Government confirm the specific version(s) in use at each of the eight facilities?

Response: The specific version of PACS does not matter for image exchange since the DICOM standard is the same. However, the current version of Vue PACS is 12.2.0.x but the sites are in transition to 12.2.8.x. The image exchange will occur from any DICOM source at the facility that is configured to the destination and vice versa.

3. Scope, Technical Requirements, and Cerner Migration

1. What is the current monthly/annual volume of DICOM studies and reports exchanged (or expected) at each facility, to help offerors size infrastructure and staffing?

Response: As of Dec 2025, the average quarterly inbound volume is 12k/qtr, outbound volume is 7k/qtr,

2. What is the anticipated timeline for VA's Cerner deployment at these eight VISN 16 sites, and how should offerors account for a mid-contract EHR platform migration within the

12-month base plus four 1-year option structure?

Response: Offerors must plan for both VistA and Oracle Health interoperability. The current schedule has 50% of the sites moving to Oracle Health in Nov 2028 and the other 50% moving in January 2029. The schedule is subject to change.

3. PWS §5(h) states there are “approximately 25 to 30 partners per site” of community care providers. Is this number fixed for pricing purposes, or should offerors assume growth over the life of the contract? Will growth beyond this range trigger additional compensation?

Response: Consider 25–30 partners indicative only; design a solution that scales with growth.

The current system is capable of exchange with all VA and DoW partners established within the system in addition to community partners. As of FY26 Q1 ending Dec 2025, there were approximately 195 VA connections and 53 community partners setup.

4. For the 60-day onboarding SLA, what portion of that timeline is the contractor responsible for versus VA-side approvals (e.g., designation, BAA execution, network security review)?

Response: The 60-day SLA applies to contractor-controlled work and starts after VA completes prerequisites(partner designation, executed BAA, and site/network security approvals). Time attributable to VA-side approvals is excluded from the SLA.

5. Are the VistA Imaging Importer, DICOM router, and PACS interface configurations standardized across all eight facilities, or does each site have unique interface/version requirements that should be addressed separately in the technical quote?

Response: In general, the VistA, DICOM router, Radiology PACS are the same. There may be additional DICOM sources that each site might have that are not standardized (eg.

Cardiology/Dental PACS, etc)

6. Does VA already have national MOU/ISA templates available for offerors to reference when describing their onboarding approach under PWS §3.2?

Response: Yes. VA maintains national MOU/ISA templates; they are not required with quotes and will be provided and tailored post-award

4. Pricing and CLIN Structure

1. CLIN 0001AA (Imagex Software Licensing) is priced per month (12 MO) while CLIN

0002 (Annual Maintenance & Support) is priced as 12 EA. Please clarify the billing unit and invoicing frequency intended for each — monthly recurring, or a single annual lump sum invoiced across 12 periods?

Response: Both CLINs are recurring monthly. Use unit Month (MO) with quantity 12 for the base year (and 12 for each option year). Invoice monthly for each CLIN. The “12 EA” shown for

CLIN 0002 is a typo and is corrected to 12 MO.

2. Are CLINs 0001AB–0001AF (Implementation & Integration, Outreach/Onboarding, Automation Enablement, Training, Connectivity & Network Participation) one-time firm-fixed-price deliverables due only in the base period, or do any of these recur in option years?

Response: Implementation CLINs are base‑period FFP unless amended

3. PWS §5(h) allows offerors to propose “reasonable limits or tiers” for onboarding capacity in the cost narrative. Should any tiered/overage onboarding pricing be reflected as a separate CLIN, or included within the Annual Maintenance & Support CLINs?

Response: Include base/on-included onboarding within the AMS CLIN price, and price any tiered/overage onboarding as separate FFP CLIN(s) or sub CLIN(s) with their own unit of measure and quantity (per the uniform use of line items and the contract schedule format, Section

B).

4. Given PWS §17 states all AMS services must be included in the enterprise annual rate

“with no separate pricing beyond the annual CLINs,” please confirm no additional CLINs may be added for out-of-scope AMS work, and clarify how out-of-scope requests (if any) would be priced/authorized.

Response: Correct no additional CLINs may be added for AMS; all AMS services are included in the annual CLINs per PWS §17. Any out-of-scope work will not be performed under AMS

CLINs and may only proceed via a written, priced contract modification issued by the

Contracting Officer (CO), which may add separate CLIN(s) for the new scope. Changes to contract terms require written agreement of the parties (FAR 52.212-4(d)); only COs can execute modifications. Note: The COR may communicate requirements but cannot authorize changes; do not perform out-of-scope work without CO’s written direction.

5. Security, Compliance, and TRM

1. Must the proposed solution already be listed on the VA OIT TRM (version 26.6) at the time of quote submission, or may an offeror submit a TRM request concurrently with the quote, provided approval is obtained before award (per PWS §6)?

Response: Yes, offers must propose a solution that is already approved/listed in the VA OIT

TRM at the time of quote; VA OIT mandates adherence to the TRM for technology alignment and use, and pending TRM requests risk/delays the required go live timeline.

2. If the proposed solution is cloud-hosted, is FedRAMP Moderate authorization sufficient, or does VA require FedRAMP High given the sensitivity of imaging/PHI data exchanged with community partners?

Response: The rating would have to commensurate with the data contained.

3. Is Imagex currently listed on the VA OIT TRM, and if so, may offerors reference that existing TRM entry as evidence of compliance for their own equal product, or must each offeror independently establish TRM approval for their specific proposed product/version?

Response: ImageX is currently TRM approved at v2.1.x. This approval is only valid for

Medicom ImageX and cannot be applied to another product. Referencing the existing TRM entry for Medicom can only be achieved if that is the proposed solution. Each product must have its own TRM entry.

Yes, Medicom Imagex is listed on the VA OIT TRM. However, TRM decisions are product and version specific and apply only to the technology named in the entry; they cannot be used to assert compliance for a different vendor’s “equal” product. Each offeror must obtain its own

TRM approval/listing for the specific product/version proposed.

4. May an offeror provide an alternative method of VA compliancy, other than TRM?

Response: Approval is dependent on deployment architecture. TRM approval is required for non-isolated OIT baselined servers. Isolated servers would require an Enterprise Risk

Assessment. VA Enterprise Cloud (VAEC) generally requires an Authority to Operate (ATO).

6. Evaluation, Submission, and Administration

1. Will VA issue and distribute written answers to all offeror questions submitted by the

July 30, 2026 deadline, and if so, by what date, and to whom (posted on SAM.gov as an amendment, or emailed directly to interested parties)?

Response: All Questions are due by the July 30, 2026 deadline, CO will post an amendment to industry to provide responses to the questions.

2. Please confirm whether the Volume III Price Schedule should be submitted as a completed copy of the SF-1449 continuation pages (B.2) in native Word/Excel format, or another specified format.

Response: Submit price schedule per 52.212‑1; alternate formats only if amended.

3. Is there a specific socio-economic set-aside preference (e.g., SDVOSB/VOSB) intended in addition to the general Total Small Business Set-Aside designation shown on the cover sheet?

Response: No. This solicitation is issued as a Total Small Business Set-Aside

4. Who will serve as the Contracting Officer's Representative (COR) for this requirement, and will COR contact information be provided at or after award?

Response: COR designated after award under

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

Contractor shall provide all software, configuration, integration, training, and support necessary to deploy a secure image location, exchange, and import capability across VISN 16.

VISN 16 Secure DICOM Image Sharing Solution for eight (8) Facilities per the PWS.

Contract Period: Base

POP Begin: 09-15-2026

POP End: 09-14-2027

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

PRODUCT/SERVICE CODE: DA10 - IT and Telecom - Business

Application/Application Development Software As A Service

0001AA

12.00 MO __________________ __________________

Imagex Software Licensing (8 VA Facilities)

Contract Period: Base

POP Begin: 09-15-2026

POP End: 09-14-2027

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

0001AB

1.00 JB __________________ __________________

Implementation & Integration

POP End: 09-14-2027

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

0001AC

Outreach / Community Partner Onboarding

POP End: 09-14-2027

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

0001AD

Automation Enablement

POP End: 09-14-2027

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

0001AE

Training (All Facilities Included)

A minimum of three (3) staff members at each facility. 8 facilities will be a total of 24 staff members.

POP End: 09-14-2027

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

0001AF

Connectivity, Exchange & Network Participation

POP End: 09-14-2027

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

Annual Maintenance & Support (8 Facilities)

VISN 16 Secure DICOM Image Sharing Solution for eight (8) Facilities per the PWS.

POP End: 09-14-2027

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

Image Software Licensing (8 VA Facilities)

Contract Period: Option 1

POP Begin: 09-15-2027

POP End: 09-14-2028

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

Contract Period: Option 1

POP Begin: 09-15-2027

POP End: 09-14-2028

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

Contract Period: Option 2

POP Begin: 09-15-2028

POP End: 09-14-2029

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

Contract Period: Option 2

POP Begin: 09-15-2028

POP End: 09-14-2029

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

Contract Period: Option 3

POP Begin: 09-15-2029

POP End: 09-14-2030

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

Contract Period: Option 3

POP Begin: 09-15-2029

POP End: 09-14-2030

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

Contract Period: Option 4

POP Begin: 09-15-2030

POP End: 09-14-2031

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

Contract Period: Option 4

POP Begin: 09-15-2030

POP End: 09-14-2031

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

GRAND TOTAL __________________