36C26021Q0084 – Sources Sought – DA10–Patient Radiation Dose Management System

Nov 6, 2020 | Sources Sought

This is a SOURCE SOUGHT NOTICE in support of the VISN 20 Health Care Systems for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to Karen.Rhodes@va.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. All responses due by Friday, November 13, 2020.

Potential contractors shall provide, at a minimum, the following information:
1) Company name, address, and point of contact, phone number, e-mail address, and DUNS.

2) Anticipated North American Industry Classification System (NAICS) code is 541512 Computer system design services. The largest a firm can be and still qualify as a small business for Federal Government programs is no larger than $30.0 Million. If you believe a different NAICS is more appropriate, please indicate with your response.

Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program.

[ ] yes [ ] no Small Business (SB)
[ ] yes [ ] no HUBZone
[ ] yes [ ] no Small Business 8(a)
[ ] yes [ ] no Small Disadvantaged Business (SDB)
[ ] yes [ ] no Women-Owned (WO) Small Business
[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)
[ ] yes [ ] no Veteran Owned Small Business (VOSB)
[ ] yes [ ] no Other (please specify)

3) What types of information is needed to submit accurate offers?

4) Provide a brief capability statement (Max 2 pages) with enough information to determine if your company can meet the requirement. The Capabilities Statement for this sources sought is not expected to be a Request for Quotations, Request for Proposals or Invitation for Bids, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. Submission of capabilities statement will assist our office in tailoring the requirement to be consistent with industry standards. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business (SB) Community or to conduct as an Unrestricted Procurement. Other than small businesses may respond to this notice in the event the market does not indicate SB interest. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

Note: Do not include Proprietary, classified, confidential, or sensitive information in responses.

Not responding to this Sources Sought does not preclude participation in any future or potential solicitation, or Request for Quotation. It is the intent of the VA to use the information gathered for market research purposes only. If a formal solicitation is released, it will be posted via the Contracting Opportunities website located at beta.sam.gov.


This draft statement of work is to have the contractor provide software, software licenses, installation services and maintenance and support services to provide Digital Imaging and Communications in Medicine (DICOM) -based radiation dose management per study and per patient over time (see Table 1: VISN 20 Sites below). Vendor shall provide implementation services remotely to assist with the implementation of the Licensed Software installation. Onsite applications training at each of the VISN 20 sites shall also be provided. Vendor will assist VISN 20 sites with the following tasks:
Project Initiation and coordination of installation resources
Configuration and installation of the Licensed Software
Connectivity with local hospital instances of the Licensed Software to central server
Data validation
Configuration and testing of applicable systems interfaces (e.g. VistA, , Cerner Electronic Health Record, Picture Archiving Communication System (PACS))
Clinical application configuration and training
Go-live support
Vendor Project Management: Vendor s project manager will manage and coordinate the implementation project using standard project methodology from initiation through completion, including software testing, interface testing and training. The Vendor s project manager will also set up weekly or bi-weekly project status report meetings to be conducted via conference call during the implementation cycle.
Project Kickoff Meeting: Once award and acceptance has occurred, there will be a mutually agreed upon date between vendor and VISN 20 staff to start the implementation project. Initiation typically consists of a kickoff meeting/call and introduction between key resources from both organizations. These individuals will review the SOW deliverables to ensure that nothing has changed. More specific implementation details will be addressed in this meeting. The goal of the meeting will be to review implementation requirements and determine an agreed upon installation date(s).
Kickoff follow up: Upon completion of the project kickoff, the Vendor s project manager assigned to the implementation will document any action items pertaining to the installation and application training. Required action items will be highlighted. An installation timeline and task schedule will be provided by the Vendor s project manager to the VA.
Installation: The vendor will assist VISN 20 technical resources with the installation of the Licensed Software remotely. Licensed Software is to be installed in a virtualized environment within the VA virtualized environment. A vendor POC will provide the patient radiation dose software installation package to VISN 20 technical resources via an Open Virtualization Format (OVF) appliance which contains the application and underlying operating system. Upon completion of the installation, vendor and VISN 20 staff will jointly to conduct an acceptance test as outlined below. Vendor will provide prompt notice to VISN 20 staff if it determines at any time that there will be any delay in completing the installation.
Acceptance Testing: Upon completion of installation of the dose management software, Vendor shall demonstrate (the Acceptance Test ) that the software is capturing and calculating dose data (the Acceptance Criteria ).
DICOM Connectivity: The vendor will configure and validate connectivity for the Licensed Software from all applicable DICOM connections to the Licensed Software. The vendor will also work with VISN 20 staff to configure and test all systems integrations included in the award. For the Test Instance License, initial DICOM connectivity and testing and initial systems integration testing will be performed in the Test environment as needed before validation is performed in the production environment.
Clinical Configuration & Application Setup: A Vendor Clinical Informatics Specialist will work with VISN 20 staff resources to configure and organize the following data in the production Licensed Software instance to include:
Application Users
Specifications for radiation dose management software must have the minimum capabilities:
Radiation dose monitoring for all CT and Fluoro exams
Capture dose for CR/DR
Utilization data for all modalities sent to Licensed Software
Ability to estimate effective dose based on International Commission on Radiological Protection (ICRP) 103 or ICRP 60 definitions.
Automated calculation of SSDE (size specific dose estimate)
Protocol management system, upon completion of the implementation services.
Automated scan length analysis
Customizable alerts based on CTDIvol, DLP, effective dose, organ dose, fluoro time, DAP or Air Kerma at the patient, exam, or acquisition level (i.e. which alerts will be included during customization).
Intelligent reporting with customizable dashboards (i.e. which customizations occur as part of implementation and customization services).
Clinical & Workflow Education Services: A Vendor Clinical Informatics Specialist will provide start up services to assist in the initial clinical configuration and use of the radiation dose management system. This could include remote and on-site sessions focused on:
Introducing the Vendor Clinical team and Process (Clinical Kickoff)
Outcome/Workflow and Level of Effort Scoping
Clinical customization/configuration working sessions
Standard implementations include two onsite Super user training and two onsite clinical training visits per site with a duration based on the project scope. Travel expenses associated with the on site training shall be included in the proposal and will not be reimbursed individually.
Vendor also provides additional “Clinical Adoption Services” as a part of the standard maintenance and support agreement to assist customers over time as they leverage the dose management system to achieve their outcome goals.

Table 1: VISN 20 Sites
463-VA Anchorage Health Care System
1201 North Muldoon Road
Anchorage, AK 99504
531-VA Boise Medical Center
500 W. Fort Street
Boise, ID 83702
648-VA Portland Medical Center Portland Campus
3710 SW US Veterans Hospital Road
Portland, OR 97239-2999
653-VA Roseburg Health Care System Roseburg Campus
913 Garden Valley Boulevard
Roseburg, OR 97470
663-VA Puget Sound Health Care System Seattle Division
1660 South Columbian Way
Seattle, WA 98108-1597
663-VA Puget Sound Health Care System American Lake Division
9600 Veterans Drive
Tacoma, WA 98493
668-VA Spokane Medical Center
N. 4815 Assembly Street
Spokane, WA 99205
687-Jonathan M. Wainwright Memorial VA Medical Center
77 Wainwright Drive
Walla Walla, WA 99362
692-VA Southern Oregon Rehabilitation Center and Clinics

8495 Crater Lake Highway
White City, OR 97503

Figure 1: Dose Management System Example (Radimetrics):
Enterprise Platform Architecture for Cerner Interoperability

The performance period will be developed site-by-site schedule for all VISN 20 sites starting with Spokane, WA immediately after award. The anticipated end date would be one-year from award.

If your firm is interested and capable, please send the capability statement, outlined above, to Karen.Rhodes@va.gov by 1600 on Friday, November 13, 2020. NO PHONE CALLS, PLEASE.

Again, this is not a request for quote, and no solicitation is available at this time.

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