36C25926Q0853 0001.docx
DOCX document 28 KB Posted
- Solicitation number
- 36C25926Q0853
About this file
This is a Questions and Answers amendment to a previous combined solicitation for MiPACS Licenses and Support services. The Department of Veterans Affairs Network Contracting Office 19 (VISN 19) is seeking Apryse MiPACS Viewer perpetual site licenses and support services for VA facilities in Oklahoma City, Yukon, and Norman (dental). The solicitation number is 36C25926Q0853, with responses due by 12:00 PM Mountain Time on September 22, 2026, to eric.ayers@va.gov. The place of performance is the Department of Veterans Affairs Oklahoma City VA Health Care System located at 921 NE 13th St., Oklahoma City, OK 73104. The contracting office is located in Greenwood Village, CO 80111. The product service code is DA10 (Software Publishing) and the NAICS code is 541519 (Other Professional, Scientific, and Technical Services).
The amendment addresses five key clarifications: (1) Previously purchased licenses out of maintenance are covered under an existing service agreement; new licenses require their own support agreement for the first year per OEM requirements; (2) PHI and Business Associate Agreement requirements were deleted due to support calls involving only local maintenance personnel on live systems with no PHI access; (3) The vendor is not responsible for error/defect resolution covered under the OEM's warranty or support agreement—only the OEM provides these services; (4) The SOW start date of September 1 has been corrected to reflect a prospective start date tied to award; and (5) The option year clause has been removed, with only a six-month service extension remaining for unforeseen performance needs.
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Other files
| File | Type | Posted |
|---|---|---|
| Updated SOW.docx | DOCX document | |
| 36C25926Q0853.docx | DOCX document | |
| P03 - Brand Name.docx | DOCX document |
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Text version
Amendment to a Previous Combined Solicitation
Amendment to a Previous Combined Solicitation
| SUBJECT* |
| MIPACS Licenses and Support OKC, Yukon, Norman Dental |
GENERAL INFORMATION
| CONTRACTING OFFICE’S ZIP CODE* |
| 80111 |
| SOLICITATION NUMBER* |
| 36C25926Q0853 |
| RESPONSE DATE/TIME/ZONE |
| 09-22-2026 12:00 MOUNTAIN TIME, DENVER, USA |
| ARCHIVE |
| 30 DAYS AFTER THE RESPONSE DATE |
| RECOVERY ACT FUNDS |
| N |
SET-ASIDE
| PRODUCT SERVICE CODE* |
| DA10 |
| NAICS CODE* |
| 541519 |
| CONTRACTING OFFICE ADDRESS |
| Department of Veterans Affairs |
Network Contracting Office
NCO 19
6162 South Willow Drive, Suite 300 Greenwood Village CO 80111
POINT OF CONTACT*
Contracting Specialist Eric Ayers eric.ayers@va.gov
PLACE OF PERFORMANCE
| ADDRESS |
| Department of Veterans Affairs |
Oklahoma City VA Health Care System
921 NE 13th St.
Oklahoma City OK
| POSTAL CODE |
| 73104 |
COUNTRY
ADDITIONAL INFORMATION
AGENCY’S URL
URL DESCRIPTION
AGENCY CONTACT’S EMAIL ADDRESS
EMAIL DESCRIPTION
DESCRIPTION
Questions and Answers MiPACS Perpetual Site Licenses and Support Agreement
The purpose of this amendment is to:
1. Provide answers to previously received questions provided under previous solicitation.
2. Extend the offer due date.
All offers are to be emailed to eric.ayers@va.gov and received no later than 12:00pm MT on September 22, 2026.
1. The Statement of Work (SOW) requires support for all active systems, including previously purchased licenses that are out of maintenance. Confirm the number of existing licenses and whether this quote covers them.
ANSWER: The previously purchased site licenses are already covered under a service agreement previously awarded. The OEM requires these new licenses to have their own support agreement for the first year as part of this requirement.
2. The SOW says the work involves PHI and requires a Business Area Agreement (BAA), but the referenced BAA is missing. Confirm expected PHI access and review the BAA before acceptance. Does the VA provide the BAA or are you asking if the vendor has one to provide?
ANSWER: Because the support assistance calls will occur with local maintenance personnel accessing the system on a live phone call, there was no PHI access issue. Therefore, the PHI and BAA requirements were deleted from the announcement.
3. The SOW requires an operational tool “free of errors,” resolution of reported defects, and error-free operation access across all clinics. Can the VA confirm these obligations are limited to Apryse’s standard warranty and support commitments?
ANSWER: The licenses are for software that is expected to be fully functional upon initial install. However, defect reports and resolutions, version updates, and other software changes are expected to require support from the OEM during warranty term and under the support agreement. As an authorized vendor, you are not expected to provide any error/defect resolution that is under warranty by the OEM, or for future issues/updates covered by the support agreement.
4. The SOW begins September 1, before the quote deadline. Can the VA replace this with a prospective start date tied to award, delivery or activation?
ANSWER: The date should have been updated in the SOW to adjust for the RFQ publication. The new version has updated these dates accordingly.
5. Can the VA clarify if option years are needed? It conflicts with the quote SKUs and the SOW.
ANSWER: The option year clause should have been removed prior to publication. The six-month service extension is standard to allow additional performance time if needed for some unforeseen reason. This updated RFQ version has the option year clause deleted.
See attached document: Updated SOW.
| *= Required Field |
| Amendment to a Previous Combined Solicitation |
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Amendment to a Previous Combined Solicitation
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