Amendment 36C26026Q0736 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 3

648-26-4-4097-0019

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

To all Offerors/Bidders

36C26026Q0736

X

X X

648-3660152-4097-841100-1001 010041083

X 1

This is a Q&A Amendment. See questions and answers on Page 2. Answers are in red.

The Q&A deadline is 06/18/2026 11:00AM Pacific Time. Government will not answer questions received after the deadline.

The RFQ response deadline is extended to 06/23/2026 3:00PM Pacific Time.

Peter Park Contracting Officer

VA-VHA-RPOW-2025-0039

CONTINUATION PAGE

Questions:

• Scope of work – “Entire volumes of paper records greater than three (3) years of inactivity shall be retired and not scanned into the Electronic Health Record (EHR).” – Would the contractor be responsible for determining the active/inactive status of each paper medical record by reviewing or cross-referencing information within the EHR prior to scanning? No, that is done locally by the facility.

• As part of the document review and imaging process, will the contractor be responsible for detecting and flagging commingled records where documents for one patient might be contained within another patient’s file? Yes, that is part of quality assurance prior to upload.

• Re-assembly of documents – Can you let us know if the documents need to be restapled/reclipped back in the original position after they are digitized or can we just leave them in order without restaple/reclip, same order as they were received in the box? N/A as they are not working on site but remotely, so everything would be scanned in.

• Is this a new requirement? This is a continuing requirement at the station.

• Is there an Incumbent currently performing similar services? If yes, can you provide the contractor’s name, contract number and other details? 36C10G23A0003 36C26025N0379 w/ Integrated Solutions and Services Unlimited is the current TO ending on 06/30/2026 for $150,000.00. That TO however has higher work quantity (5000/mo) than the current requirement.

• Document Preparation - Are the documents of type Light Litigation (few staples/clips), Medium Litigation (Multiple Staples/Clips with Sticky Notes) or High Litigation (Lot of Staples/Clips, Onion Skin Pages, Fragile documents)? N/A as they are not working on site but remotely, so everything would be scanned in.

• For planning and pricing purposes, can VA confirm whether document pick-up and delivery will be provided by VA, or whether the contractor will be responsible for arranging and managing the transportation of documents between VA and the contractor’s facility? It will be done remotely

• For pricing purposes, can VA provide an estimated total image count for the 2,000 units?

The current page range of 1–30 pages per unit creates substantial uncertainty, as the total volume could vary from approximately 2,000 to 60,000 images. Your assessment is accurate, however we don’t have an estimated total as it varies.

• What percentage of documents are Photographs/Polaroid and will require digitization using a Flatbed scanner? N/A.

• Will we encounter any fragile documents which will require digitization using Flatbed scanner? No, N/A.

• Would VA consider issuing this requirement through the GSA Multiple Award Schedule (MAS) program under NAICS Code 518210DC (Document Conversion Services) rather than through SAM.gov? Utilizing GSA Schedule could streamline the acquisition process by leveraging a pool of pre-vetted contractors that have already undergone GSA's responsibility determinations, pricing reviews, and contract compliance evaluations. All pre-vetted contractors under GSA Schedule also have established capabilities in document conversion and records digitization services. Not at this moment.