Patient Dose Tracking RFI.docx

Department of Veterans Affairs Request for Information Radiation Dose Tracking System Modernization 36C10B25Q0410

This is a Request for Information (RFI) only. Do not submit a proposal. This RFI is for planning purposes only and shall not be considered a Request for Proposal. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this RFI. Your response to this RFI will be treated only as information for the Government to consider. You will not be entitled to payment for direct or indirect costs that you incur in responding to this RFI. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated or received for this effort. The information provided may be used by the VA in developing its acquisition strategy. Interested parties are responsible for adequately marking proprietary, restricted or competition-sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this RFI.

1. INTRODUCTION

It is requested that all contractors interested in participating in this effort please note their interest and provide indication of their respective capabilities to perform the effort for the Radiation Dose Tracking System Modernization. See draft PWS below for details.

The North American Industry Classification System (NAICS) Code for this RFI is 541512 – Computer Systems Design Services, with a Small Business Size Standard of $34 Million, and Product Service Code (PSC) of DA01. If this is within your capability, please provide your response no later than July 11, 2025, 3:00 PM Eastern Time.

Be advised that set-aside decisions may be made based on the information provided in response to this RFI. Responses should be as complete and informative as possible.

2. REQUIREMENTS

Radiation Dose Tracking System Requirements: The Department of Veterans Affairs (VA) has a requirement to deploy a comprehensive radiation dose tracking system to ensure patient safety, quality control, and adherence to radiation dose standards. The ideal solution would be a VHA enterprise-wide solution. It would replace or expand any existing solutions currently existing in VHA. The selected vendor would need a robust data migration plan to migrate over any existing data in VHA. VA is asking industry to provide capabilities, services, and pricing to scope a possible implementation, to include advanced technical support and integration services with existing systems.

Software and Software Licensing Provide radiation dose tracking software, software licensing, and/or managed service provider offerings to encompass VA's medical imaging infrastructure with the following functionalities:

a) Computed Tomography:

a. Ability to track radiation dose metrics including Volume Computed Tomography Dose Index (CTDIvol), Dose Length Product (DLP), Water Equivalent Diameter (WED), and Center Mass Offset (CMO).

b. Provide summary dose metrics suitable for comparison with published diagnostic reference levels (DRLs) and achievable doses for specific CT scanners and imaging protocols on the scanners

b) Fluoroscopy:

a. Ability to track radiation dose metrics Reference Point Air KERMA (Kinetic Energy Released in Matter), KERMA area product, Peak Skin Dose (PSD), exposures at different angles.

b. Provide detailed radiation dose structured reports for fluoroscopy to allow for determination of optimization of dose delivery with sufficient information to meet The Joint Commission Standards

c) Capability to handle various imaging modalities including Computed Tomography (CT), Magnetic Resonance Imaging (MRI), General Radiography, Radiography/Fluoroscopy, Interventional Radiology & Cardiology, Mammography, Nuclear Medicine, Bone Densitometer/DEXA, Linear Accelerators, and Dental Radiology.

c) Integration with contrast data for comprehensive radiographic contrast material data tracking.

Industry should account for the following existing infrastructure requirements and capabilities:

a) Ability to import data from external studies and delineate between private sector data and VA dose exposures.

b) User-friendly interface for easy retrieval and analysis of patient-specific dose information.

c) Adherence to existing standards such as Digital Imaging and Communications in Medicine (DICOM) and Integrating the Healthcare Enterprise (IHE).

d) Robust data backup and migration strategies.

e) Compatibility with other VA information systems such as EHR (VISTA/CPRS and Oracle Health Millenium) and voice dictation systems (ex: PowerScribe).

f) Compliance with FISMA High security standards.

Automation Requirements:

a) The system should support automated data collection, reporting, and user-configurable alerts for dose thresholds.

b) Customizable automation workflows for data processing and quality assurance tasks.

Training Requirements:

a) Provide virtual instructor-led training sessions annually, along with unlimited access to on-demand computer-based training for VA employees and designated contractor staff.

b) Training should cover installation, maintenance, advanced design, and troubleshooting of the proposed solution.

Managed Services:

Provide managed services for the design, engineering, installation, maintenance, and lifecycle management of the radiation dose tracking system. This includes scripting, provisioning support, security vulnerability remediation, and high-level operations support, with follow-the-sun support for US EST 0800-1800 daily and after-hours support.

All solutions shall be deployed to a FISMA High (or higher) functionality level. All staff shall be VA badged, credentialed, and cleared; Government Furnished Equipment (GFE) will be provided if needed. All support staff shall be continental-US based.

Migration and Implementation Support Services Provide services and any ancillary scripting or expertise to integrate the proposed radiation dose tracking system with VA's existing infrastructure. This includes data migration, testing, and validation during coordinated maintenance windows to minimize impact. This includes data migration from existing solutions used within VA (from competitor products and from other versions of the selected solution). In addition, the vendor must have a plan for potential data migration from the selected vendor to a future vendor.

3. RESPONSES

Please submit a capability statement describing your company’s ability to meet the overall requirement described and responses to the questions below. The capability statement shall be limited to 20 pages. The results of the estimated pricing and technical capabilities shall be used to inform VA’s acquisition strategy.

Provide a summary of your technical approach for meeting the requirements for the Radiation Dose Tracking System specific to the following:

1. How does your solution meet VA’s dose tracking needs as described above? How does your solution enhance patient safety, quality control, threshold dose levels, and adherence to As Low As Reasonably Achievable (ALARA) principles?

2. What solutions can you offer to streamline data import, integration, and differentiation between private sector and VA dose exposures?

3. How can your solution improve security and compliance for VA's radiation dose tracking environment?

4. Describe any foreseen complications, limitations to support, or integration with the proposed solution.

5. Provide individual (per modality) cost breakdown for the proposed solution.

6. Provide an estimated timeline for Migration and Implementation Support Services to fully integrate the dose tracking system across VA facilities.

a) Describe your plan for migrating data from existing competitor products within VA as well as from existing instances of your solution on disparate servers throughout VHA to potentially shared servers.

b) Describe your plan for migrating data from this solution to a potential new solution by a competitor vendor in the future.

7. For commercial offerings, including software and managed services, please estimate the value to the government of implementing your solution.

8. Provide at least two references for previous implementation efforts of similar scope and scale.

9. Is your solution capable of providing a VA enterprise level deployment that allows restriction to see only users at your local station or Veteran Integrated Service Network (VISN) while also allowing national level access for auditing and reports?

a) Do you recommend local, VISN or VHA wide server deployment? Are there any limitations for any deployment strategies? Any benefits? Please describe.

10. Does your product integrate to both VISTA/CPRS and Oracle Health Millenium? If so, which VA sites, what data integrates, and how (ex: HL7, DICOM, etc.)? Do you have an actual interface or is the plan to use an HL7 broker?

11. Does your solution provide the ability to track dose exposure for employees performing these procedures (ex: dosimetry badges)? If so, how does your solution accomplish this?

12. What are your resources for system administration? What type of ongoing contract do you recommend? Is there any mandatory maintenance/licensing contract required for your solution?

13. Does your solution have the ability to create customized rules related to what data is pulled across?

14. Is there a way to refresh the data from PACS?

15. Is there a process for local PACS Admin staff to perform QA/QC on the data and update if necessary (wrong patient identified, etc.)?

16. Provide sample of standard reports and dashboards.

Please provide a Rough Order of Magnitude (ROM) for the product/solution being proposed. VA requests assistance in obtaining estimated pricing based on the software and services identified above.

· Enterprise Software and Software Licensing 1, 3, and 5-year pricing.

· Price out enterprise licensing that is functionally unlimited

· Provide a recommended contracting model that provides the VA:

· Access to all VA staff that may require access at the local, regional, and national level

· Assume the following cases per year:

· Managed Services: 1, 3, and 5-year pricing.

· Migration and Implementation Support Services: provide a summarized price and proposed period of performance.

4. SUBMITTAL INFORMATION

All responsible sources may submit a response in accordance with the information below.

NO MARKETING MATERIALS ARE ALLOWED AS PART OF THIS REQUEST FOR INFORMATION. Submit your response via email to the Contract Specialist at amber.quivers-davis@va.gov and the Contracting Officer at joseph.jones6@va.gov by the time and date indicated herein.

A. Interested Contractors shall at a minimum, provide the following information in the submission:

· Name of Company:

· Address:

· Point of Contact:

· Phone Number:

· Email address:

· Company Business Size and Status:

· For VOSB and SDVOSBs, proof of verification in the Small Business Administration (SBA) VetCert Database.

· For firms who are not SBA VetCert verified, please provide VOSB and/or SDVOSB firms you are working with.

· NAICS code(s):

· System for Award Management (SAM) Unique Entity Identifier (UEI):

· General Services Administration (GSA)/ NASA Solutions for Enterprise-Wide Procurement (SEWP) Contract (as applicable):

· Authorized Distributor Letter:

5. POST RFI PHASE

VA envisions that once RFI responses are reviewed, select responders may be invited to provide a face-to-face or telephonic briefing to VA personnel to answer additional questions with respect to the response given. VA retains sole discretion of whether any post-RFI briefings are warranted, and which industry partners may be invited to provide additional market research information.

Based on market research results, the RFP/RFQ may be made available on NASA SEWP V, GSA, or SAM.gov. It is the responsibility of interested parties to regularly monitor the NASA SEWP, GSA, or SAM.gov websites for updates. The Government will not provide hard copies of the solicitation once issued. Interested parties are responsible for monitoring the websites and downloading the solicitation, its attachments, and any amendments from the internet site identified above when/if issued. All information regarding the procurement is provided herein, and no additional information shall be provided at this time.

OFFERORS ARE ADVISED THAT THIS REQUIREMENT MAY BE DELAYED, CANCELED, OR REVISED AT ANY TIME.

RFI: 36C10B25Q0410