RFI - 36C10A25Q0054 - FINAL 5.5.25.docx

Department of Veterans Affairs Gimmal Physical Software Annual Maintenance and Support Request for Information 36C10A25Q0054

1. Introduction

This Request for Information (RFI) is issued for conducting market research and planning purposes only. Accordingly, this RFI constitutes neither a Request for Quote, Request for Proposal, nor a guarantee that one will be issued by the Government in the future; furthermore, it does not commit the Government to contract for any services described herein. Additionally, this RFI does not restrict the Government as to the ultimate acquisition approach. In accordance with Federal Acquisition Regulation 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

The purpose of this RFI is to identify qualified vendors, who can meet Department of Veterans Affairs (VA) requirements for Records Center and Vault (RCV) Gimmal Physical Software Annual Maintenance and Support. Any contract/order that might be awarded based on information received or derived from this market research will be the outcome of the competitive process. The purpose of this RFI is to obtain market information on capable sources. The Government is not responsible for any cost incurred by industry in furnishing this information. All costs associated with responding to this RFI will be solely at the interested vendor's expense. Not responding to this RFI does not preclude participation in any future solicitation if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions will become Government property and will not be returned. Interested vendors are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. VA is under no obligation to provide feedback to the company, or to contact the company for clarification of any information submitted in response to this RFI.

2. RFI Response Instructions

Provide the following information:

(A) Provide Company Information:

1) Company Name

2) CAGE/Unique Entity Identification (UEI) (previously DUNS) under which the company is registered in SAM/VetBiz.gov

3) Company Business Size and Status for North American Industry Classification (NAICS) 541519*

* If you believe there is a more appropriate NAICS code, please provide that to the Government with your rationale.

4) Contract Vehicles: Identify if you can provide services via a Government-wide Acquisition Contract, Federal Supply Schedule, National Aeronautics and Space Administration (NASA) Solutions for Enterprise Wide Procurement (SEWP) VI, etc., that may assist in determining acquisition strategy.

5) Socioeconomic Data: Identify business size. If a small business, please identify socio-economic category(ies).

6) Company Address

7) Point of Contact Name

8) Pont of Contact Telephone Number

9) Point of Contact Email Address

For Service-Disabled Veteran Owned Small Business (SDVOSB) / Veteran Owned Small Business (VOSB) concerns, indicate whether at least 50 percent of the cost of performance incurred is planned to be expended for employees of your concern or employees of other eligible SDVOSB/VOSB concerns.

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.

(B) Brief summary (not to exceed 10 pages), describing your company’s technical approach to meeting the requirements, outlined below. Identify where entities plan to partner with the Gimmal software developer to meet requirements, and please explain prime contractor’s level of effort and how their role benefits the VA (other than as a pass-through to pay the Gimmal subcontractor for services). Explain what is included with annual maintenance cost and address the entity’s support service level agreement with timeframes to respond to outages and requests for information.

The VA RCV facility utilizes Gimmal Physical software to track the warehouse location of 1.8 million boxes of records, the box and folder retrievals made by individual VA stations, and to store e-docs associated with box disposition.

VA has a perpetual Gimmal Physical license. The system platform is VA-Intranet/Cloud based. Application Management is performed by VA Information Technology network/database staff located at the VA Financial Services Center in Austin, Texas. The software application is utilized by approximately 1,000 VA agency employees/contractor users.

Annual maintenance for the perpetual license that includes software updates/fixed, and technical installation support, with optional 40 programmer hours for VA-requested enhancements to support unique operational needs (develop customer reports, forms, barcode label formats, etc.), is required.

Contractor staff will have no access to the VA network or VA Personally Identifiable Information/Protected Health Information. Travel is not authorized. Contractor support shall be provided via telephone/MS Teams. Datasets, if required by contractor for troubleshooting purposes, will be cleansed and transmitted through a VA approved secure file transfer application such as Box.

Responses to this RFI shall be submitted electronically by 2:00 PM Eastern Standard Time, May 12, 2025, via email to the Technology Acquisition Center (TAC) point of contact Contract Specialist, Brianna.Feaster@va.gov and Contracting Officer, Lori L. Walker at Lori.Walker1@va.gov.

All proprietary/company confidential material shall be clearly marked on every page that contains such.