RFI - Sources Sought.docx

Department of Veterans Affairs Network Contracting Office (NCO) 16 Request For Information (RFI)

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI.

1. Title: _ Service Agreement of Dolbey Fusion Dictaphone System _

2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends on issuing shortly for the following:

PLEASE SEE SOW AT BOTTOM OF DOCUMENT

The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 811310 is ___1000_________ (employees or dollars).

3. Responses Requested: The following questions must be answered in response to this RFI.

Answers that are not provided shall be considered non-responsive to the RFI:

Vendor must attach documentation of this information to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice

a. Is the contractor’s service Small or Large business?

Vendor must attach documentation of this to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice

b. Is the Vendor authorized for maintenance/repair of Original Equipment Manufacturer (OEM) equipment/parts which may be required in performance of this requirement?

The VA does not accept grey market items and therefore the Vendor must attach evidence of this access (Authorized Distributor letter) to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice.

c. Name of potential Contractor that possess the capability to fulfill this requirement. Contractors shall also provide the following:

Point(s) of contact name: _______________________________________________ Address: ___________________________________________________ Telephone number: ___________________________________________ Email address: _______________________________________________

Company's business size: ________________________________________________ Data Universal Numbering System (DUNS) #: _______________________________

d. Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern, with the requisite __________________ NAICS code?

· Please provide proof of qualifications.

e. Is your company available under any Government Wide Agency Contract (GWAC), General Services Administration (GSA) Schedule, Indefinite Delivery Indefinite Quantity (IDIQ), and/or Blanket Purchase Agreement (BPA)?

If so, please identify the contract number for the Government to review as part of this Market Research.

4. Opportunity/Market Pricing: Veteran’s Health Care System of the Ozarks is seeking information from potential vendors on their ability to provide the required items/equipment. THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist the Veteran’s Health Care System of the Ozarks in determining potential levels of competition and general market pricing available in the industry. Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation.

5. Instructions and Response Guidelines: Questions regarding this RFI shall be submitted no later than 04:00 pm (CST), July 21, 2025 via email to stephanie.watts@va.gov

RFI responses are due by 04:00pm (CST), Monday July 21, 2025; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to stephanie.watts@va.gov The subject line shall read: Veteran’s Health Care System of the Ozarks. NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f).

Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Information provided will be used solely by Veteran’s Health Care System of the Ozarks as “Market Research” and will not be released outside of the Veteran’s Health Care System of the Ozarks Purchasing and Contract Team.

7. Contact Information:

Stephanie Watts stephanie.watts@va.gov

Your response to this notice is greatly appreciated!

Statement of Work Dolbey Fusion DictaphoneTranscription System

Background/ Scope

- The Veteran’s Health Care System of the Ozarks (VA) owns and/or operates medical systems and devices that require various types of service. This Scope of Work addresses the medical dictation system hardware and software and the various services required to maintain it.

Objective

- Ensure all equipment is maintained to operate in a correct and safe manner as intended and designed by the Original Equipment Manufacturer (OEM).

- Ensure the software operates as designed and is updated with the latest versions.

Tasks

Delivery

- On-site work to be completed between the hours of 8am and 4:30pm CST, Monday through Friday, excluding holidays.

o The documentation can be hard copy or electronic transmittal. Hard copy given to Biomed Representative. Electronic copy sent to COR via email: Ralph.Newman@va.gov .

- Work may be performed remotely. All necessary security and privacy issues will be addressed and complied with by the Vendor before any remote connection or service is performed.

- Equipment may not be removed from the facilities for service without authorization from Biomed Representative.

Government-Furnished Property

Security Requirements

- Vendors will obtain an access badge from Facility Engineering Department while performing work on-site.

- Vendor will need to have a BAA.

- Electronic Media

Place of Performance

- Work will be performed on equipment at the main facility: 1100 N College Ave, Fayetteville Arkansas.

Period of Performance