S02 FINAL Special Notice Sole Source Physical Hard Copy Medical Records Storage and Management Services.pdf

Special Notice

SUBJECT* Notice of Intent to Sole Source, Physical/Hard Copy Medical Records Storage, Transport, and Management Services, Michael E. DeBakey VA Medical Center, Health Information Management Service, 2002 Holcombe Blvd, Houston, TX 77030

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 39531

SOLICITATION NUMBER* 36C25625Q1144

RESPONSE DATE/TIME/ZONE 07-08-2025 1500 EASTERN TIME, NEW YORK,

USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* R616

NAICS CODE* 493110

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office (NCO) 16 400 Veterans Avenue BLDG 10 Biloxi MS 39531

POINT OF CONTACT* Department of Veterans Affairs Gulf Coast Veterans Health Care System Network Contracting Office (NCO) 16 ATTN: Cory LaBorde 400 Veterans Avenue BLDG 10 Biloxi, MS 39531

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/

URL DESCRIPTION VA

AGENCY CONTACT’S EMAIL ADDRESS cory.laborde@va.gov

EMAIL DESCRIPTION CS e-mail address

Notice Type: Special Notice

Synopsis: The Michael E. DeBakey VA Medical Center, Health Information Management Service 2002 Holcombe Blvd, Houston, TX 77030 intends to award a sole-source, firm fixed price contract to Datasavers of Jacksonville, Inc., UEI: SGNNTND4VCR7, 888 Suemac Road, Jacksonville, FL 32254- 2772 for the following services: Physical/Hard Copy Medical Records Storage, Transport, and Management Services. The authority for this action is FAR 6.302-1, Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. The total estimated cost of the proposed contract is approximately $330,000.00. The North American Industry Classification System (NAICS) code is 493110 - General Warehousing and Storage with a size standard of $34 million. The expected award date for this contract is on or about August 20th, 2025.

While hospitals and large-scale medical facilities have transitioned to various electronic record keeping management systems there is still a support need for records, files, documents, and other data that have not been incorporated within (and/or which are external to) these electronic management systems being utilized. Specifically, this (legacy) support need consists of the management, storage, transport, and security/integrity of physical, hardcopy, non-digital records, files, documents, and other information that must be held at a precise, secure, and dedicated location. These physical, hardcopy, non-digital records, files, documents, and other information must be maintained until the following occurs and/or is achieved: 1). Full transition of this hard copy media into an electronic record keeping management system and 2). Complete destruction of this hard copy media once this transition occurs after it is determined that these hard copy media items no longer need to be maintained.

Required services and needed efforts can best be executed by Datasavers of Jacksonville, Inc., a contractor who is already supporting the facility with execution of the same/similar services (Physical/Hard Copy Medical Records Storage, Transport, and Management Services) under an active agreement. Datasavers of Jacksonville, Inc., is not only supporting the VA medical facility in Houston, TX but is fully integrated within the Department of Veterans affairs having executed these same services at many other VA facilities nationally. As demonstrated by their performance under these past and current agreements the contractor has completed these services successfully in support of these facilities.

In the interest of economy and efficiency, it is not feasible nor advantageous for the government to consider or to utilize other contractors. Utilization of an alternate contractor (and discontinuation of services from Datasavers of Jacksonville, Inc.) would result in a high financial burden that would be incurred by the government. Transition to (and utilization of) an alternate contractor would require that the government pay transfer, cessation, disposition, acquisition, and other related fees as part of this transition. This transition would require that all current, hardcopy records, files, documents, and other data be transferred to (and be acquired by) a new contractor for management under a new agreement. Such a transition would involve an intricate effort (at considerable expense) by the government. Due to limited financial resources available to the government, it is in the best interest of the government to avoid these substantial costs through utilization of single contractor, Datasavers of Jacksonville, Inc., for this acquisition.

This notice is not a request for Expressions of Interest (EOI), offers, proposals, quotations, or bids, and no solicitation will be issued.

Contracting Office Address:

Gulf Coast Veterans Health Care System 400 Veterans Avenue BLDG 10 c/o Engineering Service Biloxi, MS 39531 United States

Place of Performance:

Michael E. DeBakey VA Medical Center Health Information Management Service 2002 Holcombe Blvd Houston, TX 77030 United States

Point of Contact:

Cory LaBorde Contract Specialist cory.laborde@va.gov