THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method.
The intended contract is a firm-fixed price.
The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following in support of the VA Puget Sound Healthcare System (VAPSHCS), Seattle, Washington.
VAPSHCS has a need for a base plus four (4) option year contract for a web-based on-call and physician scheduling software brand name or equal to AMION FOR ENTERPRISES+ (see requirement information).
Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.
For set-asides: Please indicate in your response whether they can comply with VAAR 852.219-75, VA Notice of Limitations on Subcontracting and/or FAR 52.219-14, Limitations on Subcontracting (e.g., will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities) should a set-aside be considered.
Full text of clauses can be found here:
852.219-75, VA Notice of Limitations on Subcontracting: https://www.va.gov/oal/library/vaar/vaar852.asp#85221975
FAR 52.219-14: https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_219_14
Potential candidates having the capabilities necessary to provide the stated services at a fair and reasonable price are invited to respond to this Sources Sought Notice via e-mail to Jennifer Robles at jennifer.robles1@va.gov no later than May 26, 2026, 1PM, Mountain Time. No telephone inquiries will be accepted.
RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: Company name, address, SAM UEI, and business size; point of contact name, phone number, and e-mail address; whether supplies/services are presently offered on a current GSA Federal Supply Schedule contract, NASA SEWP, or any other Federal contract. If offering a system with similar physical characteristics, please include business size of manufacturer for Non-Manufacturer Rule (NMR) determination. NAICS Code 541519, 150 employees, is applicable to determine business size standard. Any questions or concerns may also be directed via email to Jennifer Robles at jennifer.robles1@va.gov.
SCOPE
4.1. The Contractor shall provide, transport, install (network application), and configure all listed equipment. All products must meet all salient characteristics defined in this section.
4.2. All equipment and installation must meet manufacturers and VA specifications.
4.3. Contractor shall furnish all supplies, equipment, facilities and services required for delivery and installation.
4.4. Contractor is responsible for any missing parts and components not included in order to carry out installation.
5. SALIENT CHARACTERISTICS
5.1. Web-based on-call and physician scheduling software brand name or equal to AMION FOR ENTERPRISES+ software for group practices, residents, hospitalists, and other medical providers for call, clinic, rotation, and shift schedules, as listed below:
Specifications/Salient Characteristics:
At least 45 annual subscription software licenses
Unlimited user accounts provided to access/view schedule for all Amion or equivalent account types
Enterprise or equivalent accounts to have unlimited number of scheduling groups. Typically allocated to different departments within a health care facility and allow each department to customize staff and schedules build per their specific workflow.
There are currently ~50 active groups in VA Puget Sound Amion.
Non-enterprise Amion or equivalent accounts require an individual license to be purchased for each scheduling group.
Host schedules on contractor's web server
Assist in immediate recovery of facility's schedules in the event of server crashes
24/7/365 internet availability of schedules
24/7/365 telephone support for crashes and schedule-level outages
One business-day support for technical problems affecting individual providers
5.2 Installation (Network Application)
Assist site administrator/facility point of contact with the software configurations per facility's preferences. Install all equipment to manufacturer's specifications maintaining federal and local safety standards
5.3 Training
Provide eight live, remote, two-hour minimum training sessions for facility's provider schedulers to provide instruction on creating and maintaining service section schedules; incorporating in the facility wide master schedule; receiving and posting trade requests; creating schedule templates/patterns; configuring auto-scheduler feature; and basic troubleshooting.
Provide four live, remote, one-hour minimum training sessions for provider Super users to instruct on accessing, viewing, and navigating schedules on computers and mobile devices; submitting trades; navigating and paging on-call providers from schedules.
Provide one in-depth technical training configuration session for site administrator/COR and alternate to instruct on creating schedule templates, patterns, business rules, and other site configurations.
Provide more advanced troubleshooting instruction upon request.
Training must be completed within 30 days after receipt of award.
5.4. DELIVERY/INSTALLATION
5.4.1. DELIVERY
5.4.1.1. Contractor shall deliver all equipment to VAPSHCS, 1600 S. Columbia Way, Seattle, WA 98108
6. DELIVERY/STORAGE REQUIREMENTS
6.1. Deliver materials to job in manufacturer's original sealed containers with brand name marked thereon.
6.2. Package to prevent damage or deterioration during shipment, handling, storage and installation. Maintain protective covering in place and in good repair until removal is necessary.
6.3. Deliver specified items only when the site is ready for installation work to proceed.
6.4. Store products in dry condition inside enclosed facilities.
6.5. Any government requested delayed delivery up to 90 days after initial delivery date shall be at no additional cost to the Government.
6.6. Delivery and Installation will be coordinated through the facility point of contact.
7.DELIVERABLES
7.1. Operation and Maintenance Manuals
7.1.1. Binders - Quantity (2) each for items 5.1-5.4.1.1
7.1.2. Digital Copies- Quantity (1) each for items 5.1-5.4.1.1
7.2. Deliver compilation of all manufacturer recommended maintenance schedule and operation materials packaged in binder(s) to COR upon completion of installation.
8. MAINTENANCE AND SUPPORT SERVICES REQUIREMENTS
8.1. The AMION FOR ENTERPRISES or Equivalent software must permit maintenance professionals the ability to perform diagnostics, troubleshooting, and maintenance as required.
8.2. The vendor must have preventive maintenance service to meet at minimum The Joint Commission standards.
8.3. Licensing Software updates
8.3.1. The Contractor shall provide, for the duration of the warranty period, all computer software, access keys or codes, or external devices required for the operation, calibration, or repair of the equipment purchased. Any such items not listed on the price proposal and required for maintenance of the system shall be taken as included with the purchase of the system.
8.3.2. Any minor upgrades or changes to the maintenance software, hardware, or access keys or codes shall be provided at no charge to the medical center during the time the equipment is operational at this facility.
8.3.3. All application software licenses are included in the purchase of the equipment and shall not require a renewal charge for the period of time the equipment is in use in the facility.
8.4. Support Services
8.4.1. The Contractor shall provide support services for a period of one year and option of additional four years. Contractor shall provide list of support services provided including phone service support.
8.4.2. Contractor shall furnish all management equipment inclusive of parts, material, travel and labor required to support and maintain in good working condition, the AMION FOR ENTERPRISES software or equivalent.
8.4.3. All materials and services provided shall be according to the OEM specifications and guidelines. Contractor shall repair any inadequate or improper repairs performed at a time convenient to the VA at no additional expense to the VA.
8.4.4. Contractor must have the capability to provide remote support via VPN access. VA will provide authorized personnel limited access for remote connectivity to the system.
9. TRAINING:
9.1. Contractor shall provide On-site training of the equipment to the Clinical Users. Scheduling of operator training shall be coordinated with the VAPSHCS point of contact after installation is complete.
9.2. Contractor shall provide On-site training of the equipment to the Technical Users. Scheduling of technical training shall be coordinated with the VAPSHCS point of contact after installation is complete.
9.3. The contractor shall provide a training program to the Biomedical Engineering technicians and in-house clinical personnel. If the training program is offsite, the contractor shall also provide lodging and airfare.
9.4. Technical training must provide Biomedical Engineering with the tools and knowledge to fully operate and maintain the system.
10. Security Requirements:
10.1 The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:
10.2 Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.
10.3 Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.
10.4 The contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.
10.5 Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.
10.6 The contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.
10.7 The Government Agency owns the rights to all data/records produced as part of this contract.
10.8 The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.
10.9 The contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].
10.10 No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
10.11 Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
11. Other Pertinent Information or Special Considerations.
a. Identification of Non-Disclosure Requirements. Provider names, schedules, and pager numbers should not be disclosed except to VA Puget Sound staff.
b. Inspection and Acceptance Criteria.
The site administrator/ point of contact will ensure 45 licenses for AMION FOR ENTERPRISES+ (or equivalent) are allocated to VA Puget Sound clinical services and sections who currently publish monthly provider schedules and one for the medical center switchboard, training is provided as specified above, and the software is configurable and usable by scheduling staff, facility telephone operators, and scheduled providers as specified above.
12. Risk Control. The application will not be placed on the facility computer network, VHA intranet, nor involve any hardware interfaces so no mitigation of IT security risk is needed. Provider privacy will be maintained by allowing internet access to VA Puget Sound staff only.
13. Place of Performance.
Performance will occur at:
VA Puget Sound Health Care System
Clinical Operations & Business Intelligence
1660 S Columbian Way
Seattle, WA 98108
14. Period of Performance.
Base Year: Date of Award - 07/01/2026 06/30/2027
Option Year 1: 07/01/2027 06/30/2028
Option Year 2: 07/01/2028 06/30/2029
Option Year 3: 07/01/2029 06/30/2030
Option Year 4: 07/01/2030 06/30/2031
Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.
