Queue Management System Auburn Clinic

The Department of Veterans Affairs' Puget Sound Health Care System is seeking a contractor to provide, deliver, install, and provide training for a Qmatic Queue Management System or equivalent solution for the new Auburn Primary Care Clinic. The system is designed to improve patient flow, reduce wait times, and enhance the overall patient experience through appointment scheduling, virtual queuing, and real-time communication capabilities. Critical requirements include robust data protection and GDPR compliance, role-based access control, encryption for data transmission and storage, system scalability, third-party application integration via APIs, comprehensive data collection capabilities, real-time monitoring and reporting, and customizable KPIs and Service Level Agreements. The government has not yet established specific evaluation criteria, as this is a Sources Sought Notice issued for market research purposes. The Sources Sought Notice response deadline is March 15, 2026, at 9:00 AM Central Time, with responses directed to Contract Specialist Amelia Roberson at Amelia.Roberson1@va.gov or 254-278-6424. A formal solicitation is expected to follow this market research phase.

This procurement does not utilize any set-aside designations, and no incumbent contractor or award value has been identified in the pre-solicitation materials. The contract calls for delivery of 21 specific line items, including Qmatic software and hardware components, implementation services totaling 92 hours (System Analyst, Project Management, Installation, and Training), and Qmatic Care packages. Product delivery is required between April 6-10, 2026, to American Lake Warehouse in Tacoma, Washington, with the Auburn Primary Care Clinic scheduled to open on May 1, 2026. The contractor must provide electronic user and repair manuals at no additional cost and maintain warranty coverage meeting or exceeding standard manufacturer terms. Work is subject to OSHA, ANSI, EPA, and VA health care system safety and compliance requirements, with all activities to occur during standard business hours of 8:00 a.m. to 4:00 p.m. CST, Monday through Friday, excluding federal holidays.