DA10--Electronic QA Inspection System

Closed Solicitation Posted Sep 17, 2025

Solicitation number: 36C24125Q0881
Agency: Veterans Integrated Service Network 1 Veterans Health Administration, Department of Veterans Affairs
Responses due: Sep 26, 2025, 5:00 PM ET
Set-aside: Total Small Business

Opportunity facts

NAICS code: 513210 Software Publishers
PSC: DA10 It And Telecom - Business Application/Application Development Software As A Service
Place of performance: White River Junction Vamc 215 N. Main Street White River Junction VT 05009
Points of contact: Kenya Mitchell kenya.mitchell1@va.gov (860) 666-6951

Notice details come from SAM.gov. Updated Sep 23, 2025.

About this opportunity

Written by GovTribe AI · Sep 23, 2025

The Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 1 is seeking a firm-fixed price contract for an Electronic QA Inspection System at the White River Junction VAMC. The procurement involves a Walsh software-based solution that includes QA Inspector software licenses, pest control manager software licenses, inspector user licenses for 6-10 users, database setup, and on-site training for up to 8 inspectors. The system must provide paperless EMS Quality Assurance Cleaning Inspections with capabilities including mobile data collection on phones and tablets, customizable inspection templates, automated reporting, compliance tracking, and offline functionality with automatic Wi-Fi synchronization. The solicitation is structured as a Request for Quotation (RFQ) under FAR Subpart 12.6 for commercial services, with evaluation based on provision 52.212-2 for commercial items. The original deadline was September 24, 2025 at 5:00 PM EST, though some documents indicate September 26, 2025, with quotes to be submitted electronically to Contracting Specialist Kenya Mitchell.

This solicitation is designated as a Total Small Business set-aside, with some documents indicating it was originally set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBC). While no specific award values are provided, the pricing schedule includes multiple line items for software licenses and services with options for 1-year terms across four potential option years. The contractor must deliver the system within 30 days after order receipt and provide comprehensive training covering system functionality, report creation, portal navigation, and inspection procedures. Performance will take place at the White River Junction VAMC located at 163 Veterans Drive, White River Junction, VT 05009. The system is designed to replace manual paper-based inspections and support regulatory compliance requirements from the VA, The Joint Commission, and Inspector General, with the vendor required to provide a hosted cloud-based solution requiring no on-site technical infrastructure.

Notice text

3 versions

Update #3 · Latest · Sep 23, 2025

Page 1 of

Combined Synopsis Solicitation Electronic QA Inspection System

(i) This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation will not be issued.

(ii) The solicitation is issued as a request for quotation (RFQ).

(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01.

(iv) The Government intends to award a firm-fixed price award for an Electronic QA Inspection System located at the White River Junction VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission.

(v) The Contractor shall provide all resources necessary for an Electronic QA Inspection System located at the White River Junction VAMC IAW the attached Performance Work Statement (PWS). Please see the attached PWS for full requirement details.

(vi) The Place of Performance is White River Junction VAMC as described per the PWS.

(vii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addendums to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

(viii) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement.

Submission of Quotes:

(1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered.

(2) Offerors shall submit their quotes electronically via email to Kenya Mitchell at kenya.mitchell1@va.gov

(3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions was Friday, 19 September 2025 at 5:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers.

(4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer.

SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606- 8220. Interested parties not registered in SAM in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer.

VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time.

(x) The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services

2. FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

52.203-16, 52.204-4, 852.203-70

FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services

The following subparagraphs of FAR 52.212-5 are applicable: 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020), 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023), 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021), 52.219-28, 52.219-33, Nonmanufacturer Rule (SEP 2021), 52.222-3, Convict Labor (JUN 2003), 52.222-26, Equal Opportunity (SEP 2016), 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020), 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020), 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021), 52.222-41, Service Contract Labor Standards (AUG 2018),

(xiii) All contract requirement(s) and/or terms and conditions are stated above.

(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.

(xv) RFQ responses are due Friday, 26 September 2025 by 5:00 PM EST. RFQ responses must be submitted via email to: Kenya.Mitchell1@va.gov and David.Valenzuela2@va.gov. Hand deliveries shall not be accepted.

(xvi) The POCs of this solicitation is Kenya Mitchell at Kenya.Mitchell1@va.gov

PRICE SCHEDULE

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

0001

QA Inspector software License 1 account, with a package of 3 check lists

0002

Additional Inspection types, 1 Year License

0003

Pest control manager software license, 1 account, with a package of 2 checklists/inspection types

0004

Inspector user license fee 6-10 inspectors each for 1 year

0005

Database setup electronic database format submitted to in Excel

0006

Kick start on-site training package up to 8 inspectors on-site training training covers; inspection, reporting, & follow-up administration. Includes travel and living

1001

QA Inspector software License 1 account, with a package of 3 check lists

1002

Additional Inspection types, 1 Year License

1003

Pest control manager software license, 1 account, with a package of 2 checklists/inspection types

1004

Inspector user license fee 6-10 inspectors each for 1 year

2001

QA Inspector software License 1 account, with a package of 3 check lists

2002

Additional Inspection types 1 Year License

2003

Pest control manager software license, 1 account, with a package of 2 checklists/inspection types

2004

Inspector user license fee 6-10 inspectors each for 1 year

3001

QA Inspector software License 1 account, with a package of 3 check lists

3002

Additional Inspection types 1 Year License

3003

Pest control manager software license, 1 account, with a package of 2 checklists/inspection types

3004

Inspector user license fee 6-10 inspectors each for 1 year

4001

QA Inspector software License 1 account, with a package of 3 check lists

4002

Additional Inspection types 1 Year License

4003

Pest control manager software license, 1 account, with a package of 2 checklists/inspection types

4004

Inspector user license fee 6-10 inspectors, each for 1 year

GRAND TOTAL

__________________

PAST PERFORMANCE WORKSHEET

1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization:

2. Contracting Activity Address:

3. Contract Number:

4. Date of Contract Award:

5. Beginning Date of Contract:

6. Completion Date of Contract:

7. Contract Value:

8. Type of Contract:

9a. Technical Point of Contact:

9b. Contracting Point of Contact:

Name:

Title:

Address:

Telephone:

Email:

10. Place of Performance:

11. Description of Work (Use a continuation sheet if necessary):

12. List any commendations or awards received:

13. List of Major Subcontractors:

PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERANS AFFAIRS

Background:

1.1. The EMS Service is requesting the purchase of a paperless EMS Quality Assurance

Cleaning Inspection System in a manner that ensures the requirements of Department of

Veterans Affairs, The Joint Commission, Inspector General and other third-party regulatory

reviews.

1.2. Used by the EMS Supervisors and Management team to replace the labor involved in

manual paper-based inspections. Eliminating data entry, rework and the time spent following up

and manually producing reports.

Scope:

2.1. Vendor maintains Licenses for the following:

- QA Inspector Software License, 1 Account, with a package of 3 checklists for 1 year.

- Additional Inspection Types, 1 year license

- Pest Control Manager Software License, 1 Account, with a package of 2

checklist/inspection types for 1 year

- inspector User license Fee 6-10 Inspectors, each, for 1 year

- Database Setup Electronic database format, submitted in Excel

- KICK START On-site Training Package Up to 8 Inspectors On-site Training for up to 8

Inspectors covers; Inspection, Reporting & Follow-Up, Administration. Includes travel &

living.

2.2. Vendor will also provide KICK START On-site Training Package Up to 8 Inspectors Onsite Training for up to 8 Inspectors covers; Inspection, Reporting & Follow-Up, Administration.

Includes travel & living.

2.3. The contractor shall provide all supplies, equipment, software, and training for an

automated mobile inspection program for EMS QA inspections. Inspection data will be collected

on a phone/tablet. Photos, notes and details can be added to any issues and produce a followup ticket to be corrected by the EMS staff, with automatic follow-up and closure tracking.

2.4. Vendor shall provide customizable EMS QA Inspection type requirements/questions/

templates to choose for their individual needs. A list of mandatory questions for the medical

center to have on their EMS QA inspection question database will be given to the vendor. Types

of inspections may include: Daily Cleaning, Terminal/Discharge Cleaning, Fluorescent Marking,

ATP test results, Patient Experience. Inspectors will only be given the items to be inspected

based upon the type of room they are evaluating.

2.5. The vendor shall provide reports that formulate the collected data into easily readable

reports and dashboards such as executive summaries, and graphs that compare, detail, cross

reference, collate and display the information and data.

2.6. Administrators can set inspection quotas for their team with automated reminders to

ensure compliance. Online modifications can be made immediately to the EMS QA Inspection

requirements.

2.7 The program shall be hosted by the vendor requiring no new technical requirements

onsite or on the Veterans Affairs servers. Data will be synced automatically when WiFi is

available on the tablet or phone.

3. Salient Characteristics:

3.1. Training is required that consists of on-site training of all supervisory and management

staff of EMS.

3.2. Ongoing support to be provided to all those trained regarding any training or technical

issues through the life of the service contract via phone, email, online chat and online reference

materials.

3.3. The system must contain VA EMS Sanitation standard checklists that can be modified as

needed.

4. Delivery Schedule:

4.1. The requested services must be delivered to the VA within 30 days of receipt of the order

Update #2 · Sep 19, 2025

Page 1 of

Combined Synopsis Solicitation Electronic QA Inspection System

(ii) The solicitation is issued as a request for quotation (RFQ).

(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01.

(vi) The Place of Performance is White River Junction VAMC as described per the PWS.

(viii) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement.

Submission of Quotes:

(1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered.

(2) Offerors shall submit their quotes electronically via email to Kenya Mitchell at kenya.mitchell1@va.gov

(3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is Friday, 19 September 2025 at 5:00 PM EST. Questions received after this date and time may not be answered. Questions shall be answered in a formal amendment to the solicitation so all interested parties can see the answers.

(x) The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services

2. FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services

The following contract clauses apply to this acquisition:

52.203-16, 52.204-4, 852.203-70

FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services

(xiii) All contract requirement(s) and/or terms and conditions are stated above.

(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.

(xv) RFQ responses are due Wednesday, 24 September 2025 by 5:00 PM EST. RFQ responses must be submitted via email to: Kenya.Mitchell1@va.gov and David.Valenzuela2@va.gov. Hand deliveries shall not be accepted.