36C25926Q0181.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Chris DeLauro christopher.delauro@va.gov

PLACE OF PERFORMANCE

8921 Mingo Rd

Tulsa OK

ADDITIONAL INFORMATION

DESCRIPTION

The Eastern Oklahoma VA Health Care System (EOVAHCS) needs to procure an in-house mammography tracking software to establish an independent comprehensive breast program. This project aims to implement a mammography tracking software system to improve patient follow-up, ensure compliance with MQSA (Mammography Quality Standards Act), and streamline workflow for radiologic technologists and administrative staff. This will be used for Veteran Patients who are needing Mammography breast services at the Tulsa Health Care Clinic (THCC) on 91st

General Scope The mammography tracking software will allow the technologist(s) to do the following and will need to include the below characteristics.

1. Patient Management

· Maintain comprehensive patient records including demographics, contact information, and medical history.

· Track prior mammograms and imaging history.

· Record risk factors (e.g., family history, genetic predisposition).

2. Exam Tracking

· Log each mammogram performed, including date, type (screening vs. diagnostic), and findings.

· Track BI-RADS categories and associated follow-up recommendations.

· Monitor additional imaging or biopsy procedures.

3. Follow-Up and Reminder System

· Generate automated reminders for:

· Patients due for annual or follow-up exams.

· Providers needing to review or act on abnormal results.

· Track whether follow-up actions were completed or are still pending.

· Escalate overdue follow-ups for clinical review.

4. Compliance and Reporting

· Ensure compliance with MQSA and ACR standards.

· Generate audit-ready reports for inspections and quality assurance.

· Track outcomes and follow-up rates for performance improvement.

5. Integration Capabilities

· Interface with:

· VISTA Radiology Information Systems (RIS)

· AGFA EI Picture Archiving and Communication Systems (PACS)

· CPRS Electronic Health Records (EHR)

· Support HL7 or DICOM standards for interoperability.

6. User Access and Security

· Role-based access control (e.g., technologists, radiologists, admin staff).

· HIPAA-compliant data handling and secure login protocols.

7. Analytics and Dashboards

· Visual dashboards for tracking patient compliance and follow-up rates.

· Customizable reports for clinical, operational, and regulatory needs.

8. Services

· Installation to include Implementation, Planning, Configuration, Interfacing and Project Management

· Training

· Annual Support Maintenance: to include all version updates and upgrades, 24/7 toll free remote support, and unlimited custom reports.

· Base

· Option Year 1

· Option Year 2

· Option Year 3

· Option Year 4

Delivery Ernest Childers VA Outpatient Clinic 8921 S Mingo Rd Tulsa, OK 74133

The purchase is software based and will require network setup and training.

Vendor shall not be required, nor is authorized to perform any work on the following US Government holidays:

New Year's Day, Martin Luther King Jr's Birthday, Washington's Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day

CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

The Contractor shall furnish all supplies, equipment, facilities and services required to perform the service under this contract. The Contractor shall perform all work in accordance with this Statement of Work.

NON-PERSONAL SERVICE STATEMENT

Contractor employees performing services under this order will be controlled, directed and supervised at all times by management personnel of the contractor. Contractor employees will perform independent of and without the supervision of any Government official. Actions of contractor employees may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the U.S. Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and perform the inspection and acceptance of the completed work.

Contract Officer Representative (COR). The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the resulting order.

Sources Sought Notice