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

The Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 16 has issued a Special Notice regarding their intent to award a sole-source contract to Datasavers of Jacksonville, Inc. for Physical/Hard Copy Medical Records Storage, Transport, and Management Services at the Michael E. DeBakey VA Medical Center in Houston, Texas. The notice was posted on July 3, 2025, with a response deadline of July 8, 2025. The contract is valued at an estimated $330,000 and falls under NAICS code 493110 for General Warehousing and Storage services. The agency has designated this as a firm fixed-price contract with an expected award date of approximately August 20, 2025.

The purpose of this Special Notice is to manage legacy physical and hardcopy medical records that have not been incorporated into electronic systems, despite the healthcare industry's transition to digital record-keeping. The VA justifies the sole-source award by emphasizing the complexity and high cost of transitioning to a new contractor, citing Datasavers of Jacksonville, Inc.'s proven performance as the incumbent contractor already supporting the Houston VA medical facility and other VA facilities nationwide. The notice explicitly states that it is not a request for proposals or bids, and no solicitation will be issued, effectively precluding other contractors from competing for this opportunity. Contractors interested in this notice must respond by the July 8, 2025 deadline, though the sole-source nature of the award significantly limits participation opportunities. The contract supports the VA's ongoing need to maintain access to historical medical records while managing the transition to fully electronic health information systems.