RFI 36C25926Q0846.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contracting specialist Eric Adusei (CS) Eric.Adusei@va.gov 303-712-5782

PLACE OF PERFORMANCE

1700 North Wheeling Street

Aurora CO

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Description: DynaCAD Maintenance and Support This is a REQUEST FOR INFORMATION/SOURCES SOUGHT ANNOUNCEMENT ONLY in support of the Rocky Mountain Regional VA Healthcare System located at 1700 North Wheeling Street. Aurora, CO 80045. Due 09/18/2026 at 14:00 MT. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified vendors interested and capable of/to provide a quote.

Interested Vendors, please advise of 1) business size, and 2) point of contact information. To be considered as a small business for this scope the size standard for NAICS Code 811210 Electronic and Precision Equipment Repair and Maintenance is 34 million.

The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach.

All offerors who provide goods or services to the United States Federal Government must have an active registration in the System for Award Management (SAM) at www.sam.gov.

Information is to be submitted by electronic delivery to eric.adusei@va.gov with the subject line “SOURCES SOUGHT” and shall be received no later than 14:00 Mountain time (MT) on Friday, September 18th, 2026. After reviewing the responses to this announcement, the Government may proceed with the acquisition, and a subsequent solicitation may be published.

SEE BELOW SOW FOR REQUITEMENTS SOW:

Statement of Work DynaCAD 5 Breast Software and Rack Server Support

1. Purpose and Background The Department of Veterans Affairs, VA Eastern Colorado Health Care System, requires continued maintenance and support for the existing DynaCAD 5 Breast software and associated rack server supporting clinical breast imaging operations at the Rocky Mountain Regional VA Medical Center.

The existing service coverage expires December 22, 2026. Continued coverage is required to avoid a lapse in technical support, software maintenance, and server hardware support for the existing system.

2. Scope of Work The contractor shall provide annual software and hardware maintenance support for the covered DynaCAD 5 Breast software and associated rack server in accordance with the requirements stated in this SOW and the coverage incorporated into the resulting contract or order.

The requirement includes remote clinical and technical support, software tune-up services, software updates and reinstallation coverage, annual application training, covered server hardware parts and factory repair labor, and parts transportation as specified below. This requirement does not include acquisition of a new DynaCAD software license, a new server, or separately priced feature-package upgrades unless expressly added by written contract modification.

3. Covered Systems and Minimum Requirements The contractor shall provide support for the following existing DynaCAD software and server hardware:

The contractor is responsible only for systems, equipment, software, and coverage identified in the resulting contract or order.

System configuration, equipment identifiers, coverage levels, or supported components may not be added, removed, or substituted without written authorization from the Contracting Officer.

4. Place of Performance Department of Veterans Affairs VA Eastern Colorado Health Care System Rocky Mountain Regional VA Medical Center 1700 N. Wheeling Street Aurora, CO 80045

On-site training or other on-site support shall be coordinated with the Government point of contact before arrival. Remote support shall be performed using only VA-approved access methods when logical access to VA systems is required.

5. Hours of Coverage Remote clinical and technical support for the DynaCAD software shall be available from 6:00 AM through 7:00 PM Central Time, consistent with the awarded software service coverage.

Support outside the awarded hours of coverage is not required unless separately authorized in writing by the Contracting Officer.

6. Contractor Qualifications The contractor shall provide personnel qualified to support the existing DynaCAD 5 Breast software and associated rack server. Personnel performing software support, system tune-ups, software reinstallation, updates, or factory hardware repair shall have the technical qualifications, system access, training, and resources necessary to perform the covered work without impairing system functionality or supportability.

7. DynaCAD Software Support Requirements The contractor shall provide the following support for the covered DynaCAD 5 Breast software:

a. Immediate access during the awarded coverage hours to remote clinical and technical support.

b. One annual on-site application training period consisting of two consecutive days. Training shall be scheduled with the Government point of contact.

c. System software tune-up service up to two times per contract year upon Government request.

d. Software updates that enhance existing feature packages and are included in the awarded maintenance coverage.

e. Software reinstallation fee coverage when reinstallation is required under the awarded service coverage.

f. Applicable manufacturer field-change or corrective software actions for bug fixes when provided under the awarded coverage.

Separately priced software upgrades that add new feature packages are not included in this requirement unless specifically purchased and authorized in writing by the Contracting Officer. A commercial discount offered for such upgrades does not authorize the contractor to perform or invoice upgrade work without a separate contractual action.

8. Rack Server Hardware Support Requirements The contractor shall provide the following support for the covered rack server hardware:

a. Covered replacement parts and factory repair labor for defective covered hardware.

b. Transportation cost for return of repaired systems or components to the Government for the covered leg of freight included in the awarded service.

c. Next-day delivery, when available under the awarded coverage, for the manufacturer-defined set of field-replaceable parts, including the related transportation cost.

d. Technical support necessary to identify the defective covered hardware component and coordinate repair or replacement.

If a repair, part, freight charge, upgrade, or service is not included in the awarded coverage, the contractor shall notify the COR and Contracting Officer before performing chargeable work. Chargeable work shall not begin unless authorized in writing by the Contracting Officer.

9. Service Requests, Documentation, and Reporting The contractor shall provide a service-call or case number for support requests and shall provide sufficient documentation to identify the covered system, reported issue, troubleshooting performed, corrective action, software change or reinstallation performed, parts shipped or repaired, and resolution status, as applicable.

For on-site training or support, the contractor shall provide documentation of the date, personnel involved, service or training performed, and completion status. Service records shall be provided electronically to the COR or designated Government point of contact upon request.

10. System Configuration and Software Changes The contractor shall not make system configuration changes, install new feature packages, replace the covered server with a different platform, or modify scanner connections outside the awarded coverage without prior Government coordination and written authorization when a contractual change is required.

The contractor shall notify the COR and Contracting Officer when a proposed system configuration change may affect the service coverage, compatibility, support status, or price.

11. Information Security and Privacy Remote diagnostics, software support, software reinstallation, or other logical access to VA information systems requires prior VA approval and shall use VA-approved connections, accounts, and security controls. No contractor access to VA systems, patient information, or other VA sensitive information is authorized unless required for performance and specifically approved through the applicable VA security and privacy review process.

The contractor shall access only the minimum information necessary to perform authorized work, shall not retain VA information except as authorized, and shall immediately report suspected security or privacy incidents to the COR and designated VA security officials.

Any VA Handbook 6500.6, VA Directive 6550, FITARA, privacy, business associate agreement, or other security requirements determined applicable during acquisition review shall be incorporated into the resulting solicitation or contract as required.

13. Inspection and Acceptance The COR or designated Government point of contact will inspect completed services by reviewing service documentation, confirming completion of requested support or training, and verifying that the covered software or hardware has been returned to the required operating condition or that the requested support action has been completed.

Government acknowledgment of a service report, training record, or support case documents receipt and initial acceptance of the service performed and does not authorize work outside the resulting contract or order.

14. End-of-Support and Coverage Changes The contractor shall notify the COR and Contracting Officer when the covered DynaCAD software, server hardware, operating environment, or service program is scheduled to become unsupported or materially changed during the period of performance.

Coverage additions, removals, system replacements, changes in supported scanner connections, or price adjustments require a written contract modification issued by the Contracting Officer before they take effect.

15. Records Management

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Department of Veterans Affairs records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Department of Veterans Affairs contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Department of Veterans Affairs and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Department of Veterans Affairs or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Department of Veterans Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the resulting contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Department of Veterans Affairs control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the resulting contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Department of Veterans Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Department of Veterans Affairs policy.

8. The Contractor shall not create or maintain any records containing any non-public Department of Veterans Affairs information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Department of Veterans Affairs owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Department of Veterans Affairs shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Department of Veterans Affairs-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this resulting contract, and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

Sources Sought Notice