R499--Software License, PIV Remote Access, & Professional Svcs & Maint

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this source sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HUBZone and other Small Businesses interested and capable of providing the services described below. 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. Responses to this notice shall include the following: (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 and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The Department of Veteran Affairs, San Diego VA Health Care System located at 3350 La Jolla Village Dr, San Diego, CA 92161 to provide Software License, PIV remote access, and professional services and maintenance services at the VA Medical Center - La Jolla facility Ephesoft Transact Software is an Advanced Capture Software Solution that will automate the processing of incoming faxes. Incoming faxes will be automatically identified, key information will be extracted, and the file will be properly named and placed in the correct folders.

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 541519 ($34.0 Million dollars).

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the SBA-Dynamic Small Business Search (DSBS) Registry located at https://dsbs.sba.gov. All interested Offerors should submit information by e-mail to felicia.simpson@va.gov All information submissions to be marked Attn: Felicia Simpson, Contract Specialist and should be received no later than 10:00 am MST on July 9, 2025.

Ephesoft Transact Software is an Advanced Capture Software Solution that will automate the processing of incoming faxes. Incoming faxes will be automatically identified, key information will be extracted, and the file will be properly named and placed in the correct folders. Ephesoft Transact Software is an intelligent document processing (IDP) platform that automates any content-based business process and makes meaning out of unstructured data for decision-makers. Rather than typing in data and routing it via paper or email, Ephesoft captures and digitizes the content from the start, initiating the digital transformation process. Next, Ephesoft automatically identifies the document type, extracts key information, and delivers it directly to any type of repository or workflow. This significantly accelerates time-to-value for business processes and workflows, including medical records, appointment letters, requests for additional care and claims information. Ephesoft s AI-powered platform improves accuracy, increases productivity, and dramatically reduces costs. By leveraging content capture to enrich digital processes, Ephesoft positions customers for better outcomes with usable data.

Advanced Capture will recognize incoming faxes, identify the document type and extract key information so that the fax can be properly named and placed in the correct file folder to await clinical review. Nintex RPA is a software technology that allows for the automation of various routine and repetitive computer tasks or computer-based business processes. RPA provides the tools to streamline both complex and simple processes that are typically done by a human being on a computer. Automation is achieved by deploying software bots that have been trained on the exact mouse motions, keystrokes, and rules-based logic underlying a given task. RPA software mimics exactly what a human being would do on the computer (given the underlying rules and instructions of the task), by autonomously using a mouse and keyboard at a much faster rate and without the risk of human error.

The Contracting agency will assist as a subject matter expert in both Advance Capture (Ephesoft) and the Robotic Process Automation Solution (RPA). The contracting vendor will continue to maintain, design, train, and support the Advance Capture Solution as it will deliver operational efficiency, time savings, and substantial cost reduction quickly. CC Service has realized rapid results and achieved better accuracy, improved employee experience, and ensured regulatory and standards compliance by producing accurate results.

Primary focus of the engagement will be the following:

Ability to OCR documents from an import folder (from RightFax)

Ability to OCR paper documents scanned into a shared folder.

Ability to classify documents.

Extract metadata if available on the documents

Ability for the operator at the VA to easily enter any missing metadata.

Implementation, configuration with on-going support

Export documents and associated metadata to a folder for Nintex RPA to upload.

Technically Supported Solution