SOURCES SOUGHT NOTICE.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* SOURCES SOUGHT FOR RapidAI Software & Support

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

REQUIREMENT NUMBER* 36C255-25-AP-1317

RESPONSE DATE/TIME/ZONE 06-23-2025 11:00AM CENTRAL TIME, CHICAGO, USA

RECOVERY ACT FUNDS N

SET-ASIDE TBD

PRODUCT SERVICE CODE* DH01

NAICS CODE* 541511

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

POINT OF CONTACT* Teresa Cabanting

PLACE OF PERFORMANCE

ADDRESS Kansas City VAMC Kansas City, MO

POSTAL CODE 64128

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS teresa.cabanting@va.gov mailto:teresa.cabanting@va.gov

DESCRIPTION

THIS IS A SOURCES SOUGHT

DISCLAIMER

This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

Responders are solely responsible for all expenses associated with responding to this

Sources Sought.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this Sources Sought in Accordance

With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. The purpose of this sources sought is to gain knowledge of potential qualified sources and their size classification relative to NAICS

541511. Responses to this Sources Sought will be used by the Government to make appropriate acquisition decisions and after review of the responses to this Sources

Sought, a solicitation announcement may be published. Responses to this Sources

Sought are not considered adequate responses for a solicitation announcement.

The information identified below is intended to be descriptive, not restrictive, and to indicate the quality of the supplies that will be satisfactory. It is the responsibility of the interested source to demonstrate to the Government that the interested parties can provide the supplies that fulfill the required specifications and/or the authority from the manufacturer to distribute the supplies.

If you are interested and are capable of providing the sought-out supplies, please provide the requested information indicated below in #1 thru 4. Response to this

Sources Sought shall include company name, address, point of contact, EUI, and size of business pursuant to the following questions:

1. Is your company considered small under the NAICS code identified under this

Sources Sought? (If so, provide the small business identifier, e.g. SDVOSB, VOSB, WOSB etc.)

2. Provide the www.SAM.gov Unique Entity ID (UEI) number.

http://www.sam.gov/

3. Does your company have a Federal Supply Schedule (FSS) contract with GSA, VA NAC, or any other Federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.

4. Does your company have an Authorized to Distribute and/or Authorized Service Provider letter from a manufacturer? If so, please provide a copy.

Please submit your capabilities that show clear, compelling, and convincing evidence that you can provide the requirement described in the following Statement of Need.

Responses to this notice shall be submitted via E-mail are due on or before June 23, 2025 by 11:00 a.m. Central and sent to Teresa Cabanting at teresa.cabanting@va.gov.

Send all questions to Teresa Cabanting at teresa.cabanting@va.gov.

Telephone responses or questions shall not be accepted.

If a solicitation is issued it shall be announced, at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this Sources Sought.

Responses to this Sources Sought notice are not a request to be added to a prospective offerors list nor to receive a copy of a solicitation.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

Statement of Work

1. Introduction

This Statement of Work (SOW) outlines the services to be provided for the ongoing support and maintenance of RAPID AI at the Kansas City VA Medical

Center. The services include regular software updates, technical support, system performance monitoring, and optimization of RAPID AI to ensure its effective and efficient operation within Radiology Department.

2. Objectives

• To provide 24/7 technical support for RAPID AI.

• To perform regular software updates and support.

• To monitor system performance and offer optimization recommendations.

• To ensure RAPID AI continues to meet the Government's diagnostic needs.

3. Scope of Work

3.1 Technical Support

- Task 1: Provide 24/7 technical support through multiple channels (phone, email, online).

- Task 2: Troubleshoot and resolve any technical issues promptly.

- Task 3: Offer remote assistance and on-site support when necessary.

3.2 Software Updates and Maintenance

- Task 1: Schedule and perform regular software updates to ensure RAPID AI is running the latest version.

- Task 2: Conduct routine maintenance checks to prevent potential issues.

- Task 3: Ensure compatibility with other integrated systems (HIS, PACS).

3.3 System Performance Monitoring

- Task 1: Continuously monitor the performance of RAPID AI.

- Task 2: Analyze system data to identify areas for improvement.

- Task 3: Provide regular performance reports to the COR.

3.4 Optimization Recommendations

- Task 1: Evaluate the efficiency of RAPID AI algorithms.

- Task 2: Recommend adjustments or enhancements to improve accuracy and speed.

- Task 3: Implement approved optimization changes and test for effectiveness.

4. Deliverables

- 24/7 technical support availability.

- Regular software updates and maintenance logs.

- Monthly system performance reports.

- Recommendations and implementation of optimizations.

5. Timeline

- Ongoing Support and Maintenance: a 12-month Base Period and four, 12-month, Option Periods.

6. Roles and Responsibilities of KCVA

- Provide access to necessary systems and infrastructure.

- Notify the Rapid AI of any issues or concerns.

- Approve optimization recommendations and updates.

7. Acceptance Criteria

- RAPID AI operates efficiently with minimal downtime.

- Software updates and support are performed on schedule.

- Performance reports show continuous improvement and optimization.

- Technical support resolves issues promptly and effectively.

8. Payment Terms

- Invoices will be submitted through IPPS in monthly installments along with service delivery reports and performance reviews.

9. Confidentiality

Both parties agree to maintain the confidentiality of all proprietary information and data exchanged in the course of required service needs.

10. VA Records Policy

All records (administrative and specific) creating, maintaining, safeguarding, and disposing during the period of the contract belong to Kansas City VAMC and must be returned to Kansas City VAMC at the end of the contract or destroyed in accordance with the VHA Record Control Schedule (RCS)10-1.

11. Records Management Statement

a) 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 overed 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.

b) 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.

c) 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.

d) Kansas City VAMC 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 the

Government agency or destroyed except for in accordance with the provisions of the Government agency records schedules and with the written concurrence of the Veteran’s Affairs 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 Kansas City VAMC. The Government POC must report promptly to NARA in accordance with 36 CFR 1230.

e) 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 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 Veteran’s Affairs Head of the

Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to the Kansas City

VAMC 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 contract. Destruction of records is EXPRESSLY

PROHIBITED unless in accordance with Paragraph (d).

f) 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 Kansas City VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g) The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with

Kansas City VAMC policy.

h) The Contractor shall not create or maintain any records containing any non-public Kansas City VAMC information that are not specifically tied to or authorized by the contract.

i) 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.

j) The Kansas City VAMC 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 Kansas City VAMC 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.

k) Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Kansas City

VAMC-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.

[Note: To the extent an agency requires contractors to complete records management training, the Government agency must provide the training to the contractor.] Flowdown of requirements to subcontractors

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

Violation by a Subcontractor of any provision set forth in this contract will be attributed to the Prime Contractor.

End of Statement of Work