36C25726Q0847 .pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* MIM software

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 78240

SOLICITATION NUMBER* 36C25726Q0847

RESPONSE DATE/TIME/ZONE 08-18-2026 12:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J065

NAICS CODE* 541519

CONTRACTING OFFICE ADDRESS Department Of Veterans Affairs

Network Contracting Office 17

5441 Babcock Road Ste. 302

San Antonio TX 78240

POINT OF CONTACT*

Contracting Officer

Oneka Robertson

Oneka.Robertson@va.gov

PLACE OF PERFORMANCE

ADDRESS South Texas Veterans Health Care System

Audie L. Murphy VA Hospital

7400 Merton Minter

San Antonio TX

POSTAL CODE 78229

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION VA Homepage

AGENCY CONTACT’S EMAIL ADDRESS https://www.va.gov

EMAIL DESCRIPTION VA Homepage

DESCRIPTION

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: MIM Software for Radiation Oncology

2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified.

This SOW constitutes an Option Renewal Annual Service Contract for MIM

Software.

3. Background: Imaging Services, Radiation Oncology Service has established a need for this software for assistance in the treatment planning of V. A. patients.

4. Performance Period: The contractor shall complete delivery of all associated equipment. Assemble said equipment. Train technologists on the proper and safe use of equipment. Fulfill service contract obligations for the initial year and following years that contract is renewed, commissioning (if required) as required under this SOW in seven (7) calendar days or less from the required delivery date, as specified by the COTR, unless otherwise directed by the Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor’s proposal, the contractor’s proposed completion date shall prevail. Work at the Government site shall not take place on Federal holidays or weekends unless directed by the CO.

Period of Performance:

One Year: August 25, 2026 – August 24, 2027

1 SAM-MSMU-YL01 SAM-MSMU-YL01*MIM-FSCOCA-CC -

MIM Software Upgrades including Support Services for a period of one (1) year.

$5,025.19

ONE-YEAR TOTAL: $5,025.19

The annual payments are as follows:

Base Year Total: $5,025.19

5. Type of Contract: [Firm-Fixed-Price].

B. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting, or has advised the contractor that a kick off meeting is waived.

C. GENERAL REQUIREMENTS

1. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, along with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the technical proposal and detailed work plan.

2. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

3. Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 7 calendar days from the date of receipt. The contractor shall have 7 calendar days to deliver the final deliverable from date of receipt of the

Government’s comments.

D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this

SOW.

The contractor will provide all required balloons, stents, filters and a storage unit that will contain all requested supplies. Contractor will assemble and stock the storage unit with requested supplies. Will furnish a printed copy of the supply inventory with item description, ref#, quantity and cost of each item on the inventory. Will perform a monthly inventory of furnished supplies and provide the user with copy of monthly inventory.

The contractor will provide all labor and materials.

E. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES [Not applicable]

F. SCHEDULE FOR DELIVERABLES

1. The contractor shall complete the Delivery Date column in Attachment A for each deliverable specified.

2. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same.

3. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations.

G. CHANGES TO STATEMENT OF WORK

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

H. REPORTING REQUIREMENTS

1. The contractor shall provide the PM/TM with monthly [frequency determined by project’s duration] written progress reports (original plus 4 copies). These are due to the PM/TM by the second workday following the end of each calendar month, throughout the project's duration. The PM/TM is required to provide monthly progress reports to the Contracting

Officer’s Technical Representative (COTR) by the fifth workday of the new calendar month.

2. The progress report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. This report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation.

I. TRAVEL (Not Applicable)

J. GOVERNMENT RESPONSIBILITIES (Not Applicable)

K. CONTRACTOR EXPERIENCE REQUIREMENTS

The government will determine on a SR basis what positions are considered key personnel. The contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated. If a key person becomes unavailable to complete the SR, the proposed Substitutions of key personnel shall be made only as approved directed by the Contracting Officer and the COTR. The government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein. The contractor shall submit a resume of qualifications for the COTR and all other direct employees proposed for the project. All Contractor employees will be approved by the COTR prior to bringing on duty. If, at any time from date of award to the end of the contract, non-key personnel Contractor personnel are no longer available, HES/HIS reserves the right to review the qualifications of the proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in the TLO.

Team personnel proposed by the contractor should possess some of the following knowledge and/or skills:

The contractor must notify VHA in advance and we will approve or reject proposed contractor key personnel for the performance of this contract. The contractor shall submit a resume of qualifications to the COTR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COTR prior to bringing on duty. If, at any time from date of award to the end of the contract, Contractor personnel are no longer available, the VHA will approve the qualifications of proposed replacement personnel and will reject individuals who do not meet qualifications set forth herein. The contractor must inform the VHA COTR, and Project Manager/Task Manager when personnel are removed from the contract for any reason. The Contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee's performance is unsatisfactory. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons.

• The contractor must inform the VHA COTR, and Project Manager/Task Manager when personnel are removed from the contract for any reason.

• If a key person becomes unavailable to complete the SR, proposed Substitutions of key personnel shall be made only if approved by the COTR and Project Manager.

• The contractor shall submit a resume of qualifications to the COTR for all direct employees proposed for the project. All Contractor employees will be approved by the

COTR prior to bringing on duty.

L. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S.

Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

M. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS1

All contractor employees who require access to the Department of Veterans Affairs’ computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to subcontractor personnel requiring the same access.

1. Position Sensitivity – The position sensitivity has been designated as Low Risk.

2. Background Investigation – The level of background investigation commensurate with the required level of access is Minimum Background Investigation.

3. Contractor Responsibilities

a. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship, and are able to read, write, speak and understand the English language.

b. The contractor shall submit or have their employees submit the required forms (SF 86 or SF 85P, SF 85P-S, FD 258, Contractor Fingerprint Chart, VA Form 0710, Authority for Release of Information Form, and Optional Forms 306 and 612) to the

VA Office of Security and Law Enforcement within 30 days of receipt.

c. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the affected employee from working under the contract.

d. Failure to comply with contractor personnel security requirements may result in termination of the contract for default.

4. Government Responsibilities

a. The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor, or to the contractor’s employees, after receiving a list of names and addresses.

b. Upon receipt, the VA Office of Security and Law Enforcement will review completed forms for accuracy, and forward the forms to the office of Personnel Management (OPM) to conduct background investigations.

c. The VA Office of Security and Law Enforcement will notify the CO, and contractor, of adjudication results received from OMB.

d. Upon being notified about a favorable determination, the CO may issue a notice to proceed to the contractor.

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information ONLY. This is NOT a solicitation for proposals, proposal abstracts, or quotations.

The Department of Veterans Affairs South Texas Healthcare System in San Antonio, Texas, intends to award a firm-fixed price contract, for the purchase of MIM Software. (See below statement of work for more information).

The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as

Federal Supply Schedule items.

The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women-owned small business, HUB Zone, 8(a), small business or large business, relative to NAICS 541519. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov or

GSA E-Buy at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. If you are an authorized distributor or reseller, please provide a letter of authorization from the original equipment manufacturer.

Please advise if you can provide the services for this requirement. Please submit all information to Oneka Robertson at Oneka.Robertson@va.gov no later than Tuesday, June 18, 2026, 12:00

PM ET (11:00 PM CT).