Structured Self-Assessment Data Capture Software Maintenance and Technical Support

The Department of Veterans Affairs Veterans Health Administration, Office of Mental Health, seeks software maintenance and technical support services for a Structured Self-Assessment Data Capture system that enables measurement-based care through patient-reported outcomes collection. The system must allow VA staff to distribute patient assessment questionnaires to veterans via text, email, or tablet devices, capture responses, and integrate results into the Electronic Medical Record systems including Oracle/Millennium and VistA/CPRS, while also supporting direct program evaluation data entry with options to submit directly to the Office of Mental Health. Key contract requirements include enterprise software licensing and configuration, 99% system uptime maintenance, technical helpdesk support (Monday-Friday, 9 AM-5 PM EST) with response time standards ranging from four hours to 48 hours depending on ticket severity, support for up to 10 new clinical assessments annually, maintenance of a library exceeding 150 existing patient-reported outcomes, Section 508 accessibility compliance, and full compliance with VA security and privacy standards including FISMA, HIPAA, NIST requirements, and FedRAMP authorization. Vendors will be evaluated on demonstrated experience with similar scope and complexity, proposed technical approach, team qualifications, schedule feasibility, pricing structure, and current or planned FedRAMP and federal Authority to Operate status. The Request for Information submission deadline is March 4, 2026 at 11:00 AM ET, with responses directed to John Mason (john.mason13@va.gov) and David Long (david.long4@va.gov).

This pre-solicitation notice does not indicate any set-aside designation for small business or other socioeconomic categories, and no current contractor or incumbent is identified in the available materials. The contract will operate on a 12-month base period with four additional option years available, allowing up to a 60-month total performance period, with work to be conducted at contractor facilities rather than on-site at VA locations. The RFI response submissions must not exceed 20 pages and should demonstrate vendor capability through prior assessment examples across multiple platforms and VA healthcare system integration experience. While specific award values or budget ranges are not disclosed in this pre-solicitation notice, vendors should expect a two-phase payment structure with limited payments until FedRAMP authorization and VA Authority to Operate approval are obtained, followed by monthly subscription payments for subsequent contract periods. The solicitation targets the Custom Computer Programming Services NAICS category (541511) with a $34 million size standard and requires vendors to provide company information, socioeconomic data, SAM Unique Identity Numbers, and details regarding existing contractual vehicles and generative AI tool usage in their proposals.