RFI 36C25625Q1369 Numa Software Support.pdf

Special Notice

*= Required Field Special Notice

SUBJECT* Numa Software Support and Maintenance

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25625Q1369

RESPONSE DATE/TIME/ZONE 08-21-2025 15:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 7 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* J066

NAICS CODE* 334510

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16

Galleria Financial Center

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist

Frank Sanders frank.sanders1@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS frank.sanders1@va.gov

EMAIL DESCRIPTION 36C25625Q1369 RFI -Numa Software Support

DESCRIPTION

Notice of Intent to Sole Source

The Department of Veteran Affairs, Veterans Health Administration, Network Contracting Office 16, Houston, Texas 77030, intends to negotiate a sole source Firm-Fixed Price contract for the procurement of Software Support, Services, & Maintenance on for 25 client workstations of the NumaStore SW, at the Michael E. DeBakey VA Medical Center with Numa LLC dba Mirion Technologies (Capintec), Inc., in accordance with 41 U.S.C. §3304(a)(1) as implemented by FAR 6.302-1. Only one responsible source and no other supplies or services will satisfy agency requirements.

This is not a request for competitive offers, and no solicitation is available. Market research has determined that these items are highly specialized, are only available from the original source without an unacceptable delay or duplication of cost and no other type of items will satisfy the agency’s requirements. The Government intends to award the contract with an anticipated date of 28 September 2025 to Numa LLC., 3035 E. Patrick Lane, Ste 1, Las Vegas, NV 89120 CAGE: 36HS7. The intended procurement will be classified under North America Industry Classification System (NAICS) 334510 with a large business size standard of 1250 employees.

THIS NOTICE OF INTENT IS NOT A SOLICITATION OR REQUEST FOR COMPETITIVE

QUOTES. However, interested parties may identify their interest and capability to respond to this requirement no later than the date/time indicated below. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. The information received will normally be considered solely for determining whether to conduct a competitive procurement. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent.

Only written responses will be considered. All responses from responsible sources will be considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for the award.

Responses to this notice shall include evidence that the respondent is an Original Equipment Manufacturer (OEM), OEM authorized dealer, authorized distributor or authorized reseller for the medical equipment and system, as verified by an authorization letter from the OEM on OEM letterhead or other document of valid proof for maintenance and service of mail systems equipment and access to software, updates and warranty from the OEM.

Interested parties are encouraged to furnish information by email only with “RESPONSE TO INTENT TO SOLE SOURCE 36C25625Q1369” in the subject line. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed above to Frank Sanders via e-mail at frank.sanders1@va.gov NO LATER THAN 21 August 2025 at 15:00 PM Central Standard Time. The capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support these requirements.

mailto:frank.sanders1@va.gov

See Attached document: Statement of Work - Draft

Statement of Work (SOW) Numa, LLC. Support and Maintenance Services, MEDVAMC

Michael E. DeBakey Veterans Affairs Medical Center (MEDVAMC) Veterans Health Administration (VHA) Department of Veterans Affairs (VA)

1. SCOPE:

Michael E. DeBakey Veterans Affairs Medical Center (MEDVAMC) requires NumaStore software (SW) and hardware (HW) support and software support for 25 client workstations of the NumaStore SW, to include phone support, for the purpose of maintaining patient images and accessing existing software resulting in fully functional, operationally capable as intended by the manufacturer while in support of the VA Mission. The NumaStore SW/HW and 25 clients will herein be referred to as the system.

System support will be performed at Michael E. DeBakey VA Medical Center, 2002 Holcombe Boulevard, Houston, Texas 77030 remotely through an existing VPN agreement.

Onsite service will be a last resort if issues cannot be resolved via remote connection.

2. BACKGROUND:

MEDVAMC currently has NUMA software and hardware installed for the NumaStore Image Management system.

The hardware and infrastructure for the system is owned by MEDVAMC. This system will be used for managing patient images from Nuclear Medicine and PET/CT and is maintained by the Biomedical Department (Facilities Management Service Line) on behalf of DTCL.

3. SUMMARY OF REQUIREMENTS:

Contractor shall provide non-personal services to include furnishing all labor, supplies, materials, equipment, and supervision necessary to provide software support and updates for the Numa system, to include phone support, for a base period upon award of a firm fixed price contract. It is anticipated the contract will commence 09/28/2025, through 09/27/2026 with 4 one (1) year options to extend the term of the contract. Options will be exercised at the discretion of the government.

Contractor is required to:

a. Provide support as follows:

Numa, Inc. will provide unlimited telephone technical support, software updates, restoration for the computer system(s) described below for a total period, beginning on: 09/28/2025 and ending on 09/27/2026

DRAFT

Equipment System

ID#

NumaStore SW DS9133 Workstations Qty 25 Disaster Restoration DS9133 Remote Review Status

b. Numa will provide a system’s status report three times a year after accessing the NumaStore three (3) time to check the system health and error report.

c. Provide software updates as they become available.

i. If software cannot be updated remotely, contractor will ship software update by CD to Michael E DeBakey VA Medical Center at 2002 Holcombe Blvd., ATTN: BIOMED DEPT, Houston TX 77030.

d. Contractor must provide support within 2 hour(s) during Normal Working hours which are (8:30 a.m. to 5:30 p.m. EST) on Monday through Friday excluding government holidays.

e. Contractor support can be done remotely via VPN connection provided security training is completed and VA credentials are obtained.

f. Telephone technical support: Service agreement customers are provided with free unlimited telephone technical support. Customers in the United States are invited to call 1-800-733- 6862 ext. 1 to contact a technical support representative. Please state your name, site name and system ID#. Technical support representatives will relate product applications, configurations information and troubleshooting techniques. If a technical support person is unavailable when you call, customers may leave a message and your call will be returned within two (2) hours during normal business hours. Technical support is also available by email support@numa-llc.com.

g. On-line remote diagnostics: Service agreement customers are provided with free unlimited on-line remote diagnostic support. Numa’s technical service representatives can connect into the system by remote VPN access. Remote VPN connectivity is required to support the Numa system. Numa will invoice at the hourly labor rate of one half the current service rates to warranty or service agreement customers that do not have online support Internet or VPN.

h. Per call on-site service by a Numa service engineer: In the extremely rare circumstance that the system cannot be repaired by the above methods Numa will dispatch a service engineer or an authorized subcontractor to the site within 96 hours. Labor and travel time charges are 50% off standard charged service rates plus travel expenses unless the exclusions listed below apply.

i. Disaster Restoration: In the event of a system failure the site must provide a current copy of the backup data. Failure to provide a current copy of the data will void the data restoration portion of the agreement if applicable. This agreement does include the labor associated to backup or (if applicable, restore data) from CD/DVD, tape, MOD or other media. This agreement does not cover or include mailto:support@numa-llc.com the labor time required to migrate the customer’s data from media to another or from one system to another.

j. Numa Software Updates: Software updates to the latest revision level are provided free of charge. Additional functionality and translation modules are not included but may be purchased at a discounted cost.

4. PAYMENT:

a. Payments shall be quarterly in arrears.

5. PERIOD OF PERFORMANCE:

Base Year - 09/28/2025 through 09/27/2026 Option Year 1 - 09/28/2026 through 05/27/2027 Option Year 2 - 09/28/2027 through 05/27/2028 Option Year 3 - 09/28/2028 through 05/27/2029 Option Year 4 - 05/28/2029 through 05/27/2030 (Option Years pending availability of funds: refer to FAR clause 52.217-8 and 52.217-9)

6. DEFINITIONS:

VA Mission: “To fulfill President Lincoln's promise “To care for him who shall have borne the battle, and for his widow, and his orphan” by serving and honoring the men and women who are America’s veterans.”

System: refers to the Numa software and licenses owned and operated at MEDVAMC and as they pertain to this SOW and contract

COR: Contracting Officer’s Representative

7. FEDERAL HOLIDAYS:

The Federal Government observes the following days as holidays.

HOLIDAY DATE

New Year’s Day January 1st * Martin Luther King’s Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th * Independence Day July 4th * Labor Day First Monday in September Columbus Day Second Monday in October Veterans’ Day November 11th * Thanksgiving Day Fourth Thursday in November Christmas Day December 25th * *Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday.

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute

Any other day designated by Executive Order Any other day designated by the President’s Proclamation

8. PRIVACY/SECURITY:

The contractor will have electronic connectivity to the devices and will have access to patient databases or receive screenshots with PHI present.

Any electronic or magnetic data storage devices such as hard drives, etc. shall be turned into the ISO. Electronic or magnetic data storage devices are not to be removed from VA property.