J065--Freezerworks Software Support B 4OY

NOTICE OF INTENT TO SOLE SOURCE

This notice is being published in accordance with Federal Acquisition Regulation (FAR) Subpart 5.101 requiring dissemination of information for proposed contract actions. This is a notice of intent to award a sole source contract, and is not a request for competitive quotes/proposals. The statutory authority for this sole source procurement is prescribed by FAR 13.501(a).

The Network Contracting Office 22 (NCO22) intends to issue a five year (one 12-month base year; and four 12-month option years); firm fixed prices; sole source award contract to Dataworks Development, Inc.. However, all responsible sources may submit a capability statement demonstrating the ability to provide the requested services, which shall be considered by the agency before the intended award date. Interested sources who submit data are responsible for appropriately marking information if it is proprietary in nature. The Government shall not reimburse interested sources for any information provided. No requests for capability briefings will be honored. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government.

Interested vendors must respond to this notice on or before August 27, 2025 at 2:00 PM Pacific Time by sending an email to dyne.kim@va.gov.

NAICS Code: 513210 - Software Publishers comprises establishments primarily engaged in software publishing.

Background:

Phoenix VA Healthcare System (PVAHSC) requires use of software that enables functionality of the freezer equipment in use within its Research Program for maintenance of numerous research projects. This software manages a database of over 152,000 research samples from at least 20 research studies of at least 4 investigators at PVAHCS. More samples are added weekly.

Some samples in this database may contain HIPAA identifiers. The database is located on a VA server and access is limited to personnel with log in IDs and passwords specific for Freezerworks. These IDs are limited access to specific study samples and/or freezer locations to which they have access as a member of a study team in Research. The tissue bank coordinator has full access to the database and is fully compliant with all the required privacy training.

Scope:

The contractor will track the position of samples stored within PVAHCS. Currently it tracks over 152,000 samples located in -80 degree freezers and frozen cell stocks. This software is highly specialized for the purpose of tracking samples and has a complete audit trail that is compliant with 21 CFR part 11. It allows for individual user log in so the information than can be seen can be limited to those that should have access to certain studies.

Objectives:

The objective of this contract is to ensure management of a database of over 152,000 research samples from at least 20 research studies of at least 4 investigators at PVAHCS without loss of lab samples and other data while avoiding the prohibitive cost and time of transferring to new equipment to store currently managed samples.