RFI Description e-Signature.docx

US Department of Veterans Affairs (VA) Veteran Health Administration (VHA) Oscar G. Johnson Medical Center (OGJMC) Iron Mountain (VHAIRO)

Enhanced Digital Signature Workflow

Request for Information (RFI)

This is a Request for Information (RFI) only issued for conducting market research. Accordingly, this RFI constitutes neither a Request for Quote (RFQ), Request for Proposal (RFP), 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. The Department of Veterans Affairs (VA) is not, at this time, seeking proposals or quotes, and therefore, will not accept, review, or evaluate unsolicited proposals or quotes received in response hereto. This notice is not to be construed as a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted because of this request. The Government does not reimburse respondents for any costs associated with submission of the information being requested or reimburse expenses incurred for responses to this RFI. The information provided may be used by VA in developing its acquisition strategy and Performance Work Statement (PWS) or Product Description (PD). Any information submitted by respondents to this RFI is strictly voluntary; however, any information received shall become the property of the Government and will not be returned to the respondent. Interested parties are responsible for adequately marking proprietary, restricted, or competition sensitive information contained in their response. Product information, brochures, part numbers, and/or other description information may be included with the submission. VA is under no obligation to provide feedback to the RFI respondent, or to contact the RFI respondent for clarification of any information submitted as part of the response.

Requirement:

The Department of Veterans Affairs (VA), Veteran Health Administration (VHA), Oscar G. Johnson VA Medical Center (OGJVAMC), Iron Mountain (VHAIRO) has a requirement for an Enterprise electronic signature (eSig) SaaS term solution, inclusive of up to 30,000 transactions, which would allow the VA to continue to meet the needs of current and planned electronic and digital signature VA-wide. In compliance with OMB Memo M-19-12 and VA Directive 6517, all Federal agencies are required to manage permanent records electronically. To meet this mandate, the VA needs a digital signature solution that not only integrates seamlessly with existing VHA enterprise systems but also delivers robust security, accessibility, and privacy features in accordance with the Federal Information Security Modernization Act (FISMA), the Health Insurance Portability and Accountability Act (HIPAA), and VHA-specific security policies. The solution should increase clinical efficiency by significantly reducing the time clinicians spend on signature processes, with a particular focus on streamlining community care records. The solution must provide visible date and time stamps directly on each signature. This ensures that audits can confirm all entries are properly dated and timed, as required. The solution must integrate seamlessly with VA’s Microsoft O365, SharePoint, Teams, ServiceNow, ecFAX, and other approved platforms.

The proposed solution must provide a way to manage the eSig account using features that allow administrators to manage many sub-accounts under one umbrella. This option will provide VA stakeholders the ability to have administrative oversite of their sub-accounts with regards to reports, user additions, deletions, and updates specifically and generally more ease of use for our stakeholders once transactions have been funded. It needs to provide the ability to render in different mobile formats for the sender and recipients as well as the ability to have multi-signing capabilities and the ability to sign using either an electronic signature or digital signature with PIV. VA requires Section 508-compliant accessibility features for end-users and administrators, enterprise integration support, and configuration for VA server storage and audit requirements.

The attached Product Description – Analytics Tool describes the technical specifications for this effort.

RFI Submission Instructions:

VA requests a clear, concise, and complete response to this RFI. Please submit your RFI response in accordance with the following:

1) Include the following identification information:

a. Name of Company

b. Address

c. Point of Contact

d. Phone Number

e. Email address

f. CAGE/Unique Entity ID (UEI) Number

g. Company Business Size and NAICS code(s). For VOSB and SDVOSBs, proof of certification in the SBA Veteran Small Business Certification Program and listed in the SBA certification database (see 13 CFR 128.102).

h. Any Schedules held on General Services Administration (GSA), Government-Wide Acquisition Contracts (GWAC) held on the National Aeronautics and Space Administration (NASA) Solutions for Enterprise Wide Procurement (SEWP) V, or any other schedule not mentioned above to assist in determining acquisition strategy if you are included in one or more. Please also include Contract Number, expiration date, etc.

i. Socioeconomic data: If a small business, what type of small business are you? Are you able to comply with FAR 52.219-6 and 52.219-14 in execution of this effort? Are you able to comply with VAAR 852.219-73, VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses or VAAR 852.219-74, VA Notice of Total Set-Aside for Certified Veteran-Owned Small Businesses.

2) Please provide an estimate for a solution inclusive of up to 30,000 transactions for a 12 month base period and four 12 month option periods.

3) Has the draft PD provided sufficient detail to describe the technical requirements that encompass the software development and production operations support services to be performed under this effort.

______ YES _______ NO (if No, answer question 4)

4) If “NO”, please provide your technical comments/recommendations on elements of the draft PD that may contribute to a more accurate proposal submission and efficient, cost-effective effort.

The Government will not review any other information or attachments included, that are in excess of the 10-page limit. The Government will not review generic marketing materials that do not address the information contained herein or the attached documents.

All interested parties shall respond no later than 2:00 PM EDT on March 18, 2026 via e-mail. If you have any questions on the RFI, please submit via the SAM.gov. Please note Enhanced Digital Signature Workflow in the subject line of your response.

The TAC point of contact for this RFI is Contract Specialist, Danielle DelCuore, Email address: Danielle.DelCuore@va.gov.

See attached document: Product Description – Enhanced Digital Signature Workflow.