J065--INTENT TO SOLE SOURCE | 11/01/2025 to 10/31/2026 PLUS FOUR OPTION YEARS | PACSHEALTH DOSEMONITOR SYSTEM SUPPORT SERVICES | VISN 5 DoseMonitor Licensing and Support (VA-26-00007306)

Statement of Work

DoseMonitor Licensing and Support

482-2-1-759-0006

GENERAL

Scope of Services:

The purpose of this requirement is to acquire software licensing, implementation service and support for the PACSHealth DoseMonitor system. This system provides data intake, aggregation, and report generation for dose-generating imaging studies. This system will provide increased visibility to patient dose within VISN 5 for clinicians to allow them to make better informed decisions regarding patient evaluation and treatment.

Location:

VA Maryland Healthcare System, 10 N Greene St, Baltimore, MD 21201

Beckley VA Medical Center, 200 Veterans Ave , Beckley WV 25801-6444

Louis A. Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg WV 26301

Hershel "Woody" Williams VA Medical Center, 1540 Spring Valley Drive, Huntington WV 25704

Martinsburg VA Medical Center, 510 Butler Avenue , Martinsburg WV 25405

Washington DC VA Medical Center, 50 Irving Street, NW, Washington DC 20422

WORK HOURS

Hours of Operation: Normal business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor shall arrange in advance with the Contracting Officer s Representative (COR).

Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding holidays.

National Holidays: The holidays observed by the Federal Government are: New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Contractor may work on holidays with prior communication and coordination.

PERIOD OF PERFORMANCE

Base Year

11/1/2025-10-31-2026

1st Option Period

11/1/2026-10-31-2027

2nd Option Period

11/1/2027-10-31-2028

3rd Option Period

11/1/2028-10-31-2029

4th Option Period

11/1/2029-10-31-2030

SPECIFICATIONS

Implementation Services

This contract shall include all necessary licensing and software to provide dose monitoring services for 250,000 dose-generating studies annually.

This contract shall include licensing for unlimited concurrent users of the system.

This contract shall include licensing for unlimited modality connections to the system.

This contract shall include all implementation services necessary to provide a system with full functionality for VISN 5 staff including:

Inbound HL7 ADT interfaces

Outbound API interface to Nuance Powerscribe 360.

This contract shall include all data migration ingestion services for the historical dose records of current VISN 5 patients.

Training

Remote training shall be provided for all applicable VISN 5 users.

System Maintenance

The contract shall include all corrective (unplanned) maintenance/repair of the system in accordance with the manufacturer requirements.

The contract shall include all planned maintenance/repair of the system in accordance with the manufacturer requirements.

Recalls & Alerts-- Contractor shall perform all remediation actions needed for product alerts and recalls issued for the equipment.

Updates/Patching

Contractor shall complete available updates to the software at the discretion of Biomedical Engineering.

Contractor shall complete all patching according to manufacturer s specifications

Labor

All labor (including travel) to complete the maintenance is included in the contract.

Reporting

Contractor shall provide a copy of the service report, complete with test data, to the contract COR within five working days after completion of any services.

Service reports shall include identifying information about the equipment, all services provided during the service visit, any issues found during the visit, the technician/engineer names of the personnel performing work, and the date service was provided.

Remote Support

The Contractor shall provide a telephone line available 24/7 for technical support. Contractor shall also provide a phone number for VA staff to call to dispatch Contractor field service engineers/technicians.

If remote support via site-to-site virtual private network (VPN) is required, Contractor shall work with the COR and the facility Information Security Officer (ISO) to meet the requirements prior to connection. A National Site to Site MOU/ISA is the preferred way to complete this connection.

Patient Health Information

The Contractor shall safeguard patient health information.

The Contractor shall report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information.

Contractor shall note remove any hard drives, storage devices, or anything containing patient health information from the site.

Contractor Requirements

All Contractor personnel performing services on the equipment shall have factory training and experience in the maintenance and repair of the equipment.

Contractor shall provide copies of training certificates for the Contractor personnel performing work on-site upon the request of the Government.

Safety and Security

Contractor shall follow all Occupational Safety and Health Administration (OSHA) laws and regulations. The Contractor is responsible for reporting any hazards they come across to their point of contact.

Contractor shall follow all local procedures concerning infection control. Should the Contractor be unsure of the requirements, the COR can provide the specific information and procedures.

Contractor personnel shall wear visible identification at all times while on VA property. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

Property Damage

The contractor shall take all necessary precautions to prevent damage to any Government property.

The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken.

Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the Government, upon approval of the Contracting Officer.

QUALITY ASSURANCE

End-users, Biomedical Engineering, and/or the contract COR shall perform system verification tests to ensure the system is fully functional following service/repairs.

Issues with the quality of the Contractor s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution.

Documentation with be completed in the Government systems.

INTENT TO SOLE SOURCE

THIS IS AN INTENT TO SOLE SOURCE ANNOUNCEMENT AND IT IS FOR INFORMATION & PLANNING PURPOSES ONLY; IT IS NEITHER A SOLICITATION ANNOUNCEMENT, NOR A REQUEST FOR INFORMATION, PROPOSALS OR QUOTES AND DOES NOT OBLIGATE THE GOVERNMENT TO AWARD A CONTRACT. IF A VENDOR RESPONDS TO THIS INTENT TO SOLE SOURCE, THE VENDOR WILL NOT RECEIVE A RESPONSE. THE PURPOSE OF THIS INTENT TO SOLE SOURCE ANNOUNCEMENT IS FOR MARKET RESEARCH, IN ORDER TO MAKE APPROPRIATE ACQUISITION DECISIONS, AND TO GAIN KNOWLEDGE OF POTENTIALLY QUALIFIED SERVICE-DISABLED VETERAN OWNED SMALL BUSINESSES, VETERAN OWNED SMALL BUSINESSES, 8(A), HUBZONE AND OTHER SMALL BUSINESSES WHO STATE THEY ARE CAPABLE OF PERFORMING THE WORK. **A sole source contract award will result from this Notice.**

IN THE EVENT THAT A VENDOR DISAGREES WITH THIS SOLE SOURCE, THEN DOCUMENTATION OF TECHNICAL EXPERTISE MUST BE PRESENTED IN SUFFICIENT DETAIL FOR THE GOVERNMENT TO DETERMINE THAT YOUR COMPANY POSSESSES THE NECESSARY FUNCTIONAL AREA EXPERTISE AND EXPERIENCE TO COMPETE FOR THIS ACQUISITION.

**VENDOR RESPONSE SHALL INCLUDE THE BELOW**

Responses to this INTENT TO SOLE SOURCE shall include company name, address, point of contact, phone number, point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 513210, (size standard of $34M, per SBA Table of Small Business Size Standards January 1, 2022) AND whether your company has special socio-economic status (i.e., SDVOSB, VOSB, Small Business, HUBZone, etc.).

(A) COMPANY NAME

(B) ADDRESS

(C) POINT OF CONTACT

(D) PHONE, FAX, AND EMAIL

(E) DUNS NUMBER

(F) CAGE CODE

(G)TAX ID NUMBER

(H) TYPE OF SMALL BUSINESS, E.G. SERVICES DISABLED VETERAN OWNED SMALL BUSINESS, VETERAN-OWNED SMALL BUSINESS, 8(A), HUBZONE, WOMEN OWNED SMALL BUSINESS, SMALL DISADVANTAGED BUSINESS, OR SMALL BUSINESS HUBZONE BUSINESS, (I) WILL YOUR COMPANY BE PERFORMING THE WORK? OR DO YOU PLAN ON SUB-CONTRACTING OUT THE WORK?

(I) Is your company considered small under the NAICS code identified under this RFI? (Size standard of = or < $30M, per SBA Table of Small Business Size Standards August 19, 2019)

(J) Does your company have an FSS contract with GSA or the VA NAC or a GWAC contract holder with any other federal agency? If so, please provide the contract number.

(K) If your company holds a FSS GSA/VA NAC contract other federal GWAC contract holder, are the services requested available on your schedule/contract?

(L) General pricing of your products is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

AND

(J) ***WILL YOUR COMPANY BE DOING ALL OF THE WORK? IF NOT, WILL YOUR COMPANY BE SUB-CONTRACTING OUT THE WORK?***MUST ANSWER*** MUST PROVIDE A CAPABILITY STATEMENT THAT ADDRESSES THE ORGANIZATIONS QUALIFICATIONS AND ABILITY TO PERFORM AS A CONTRACTOR FOR THE WORK DESCRIBED BELOW. IF THE VENDOR IS AN SDVOSB/VOSB, BE PREPARED TO DEMONSTRATE HOW IT WILL NOT SUB-CONTRACT THE WORK BY MORE THAN 51%, PER VAAR 852.219-75, VAAR 819.7011(b)Â Contract clauses. (DEVIATION)

***IF THERE ARE ANY OBJECTIONS TO THIS SOLE SOURCE, CONTACT THE CONTRACTING OFFICER AT AMY.WALTER1@VA.GOV.***

SOLE SOURCE OEM LETTER