Methadone Medication Dispensing Software, Maintenance and Support at St. Louis VA Health Care System - John Cochran and Jefferson Barracks Divisions

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT

DISCLAIMER

1. This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

2. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION Establish a service contract for annual maintenance and support for methadone medication dispensing software at St. Louis VA Medical Center John Cochran Division and Jefferson Barracks.

3. This is NOT a solicitation announcement. This is an RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 513210. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.

4. The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

The Contractor shall provide a methadone medication dispensing software solution and perform preventative and corrective maintenance and support services, including emergency support, for the software used by the Methadone Treatment Clinics at the St. Louis VA Health Care System, including both the John Cochran and Jefferson Barracks Divisions.

The Contractor shall ensure that all maintenance and support services are performed in accordance with manufacturer’s recommendations, design specifications, and the terms and conditions of the resulting contract.

The anticipated period of performance will include a base year and up to four (4) ordering periods, as follows:

Base Year: January 1, 2026 – December 31, 2026

Option Year 1: January 1, 2027 – December 31, 2027

Option Year 2: January 1, 2028 – December 31, 2028

Option Year 3: January 1, 2029 – December 31, 2029

Option Year 4: January 1, 2030 – December 31, 2030

5. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the services that fulfill the requirement. If you are interested, and are capable of providing the sought services, please provide the requested information as well as the information indicated below.  Failure to respond to all questions in this sources sought will determine the interested party as non-responsive which may affect a set-aside decision for a resulting solicitation.  Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

a. Please provide your UEI number.

b. Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?

c. Is your company considered small under the NAICS code identified under this RFI/Sources Sought?

d. Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? Do you have a proprietary letter or an authorized distributor letter from the Original Equipment Manufacturer (OEM)?

e. If you’re an SDVOSB, VOSB or small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

f. If you are identified as a SDVOSB/VOSB or SB, identify how you intend to meet the requirements found in the limitations on subcontracting FAR or VAAR clauses. (providing 51% of the work outlined in section 4 above)

g. Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number(s).

h. Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirements described above.

6. Responses to this notice shall be submitted via email to Erika Kobulnicky at Erika.Kobulnicky@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Friday, October 24, 2025, at 10:00AM CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

Statement of Work (SOW)

Methadone Medication Dispensing Software, Maintenance and Support at St. Louis VA Health Care System - John Cochran and Jefferson Barracks Divisions

General Information

The Department of Veterans Affairs, St. Louis VA Health Care System (VAHCS), is seeking sources capable of providing maintenance and support services for methadone medication dispensing software used in the Methadone Treatment Program at the John Cochran and Jefferson Barracks Divisions.

Facility Locations:

John Cochran Division                                   Jefferson Barracks Division

915 N. Grand Blvd.                                         1 Jefferson Barracks Dr.

St. Louis, MO 63106                                       St. Louis, MO 63125

Period of Performance

The anticipated contract will include a base year and four (4) option years:

Base Year:      01/01/2026 – 12/31/2026 

Option Year 1: 01/01/2027 – 12/31/2027

Option Year 2: 01/01/2028 – 12/31/2028

Option Year 3: 01/01/2029 – 12/31/2029

Option Year 4: 01/01/2030 – 12/31/2030

Background

The methadone dispensing software is a critical component of the VAHCS’s substance abuse disorder treatment program. It supports clinical operations by managing patient dosing, inventory control, medication tracking, and regulatory compliance. The software must be highly reliable, secure, and capable of 24/7 operation to ensure uninterrupted patient care.

Scope of Work

The contractor shall provide preventative and corrective maintenance, including emergency support, for the methadone dispensing software system. Methadone dispensing software is to be used in a highly sensitive area, highly regulated, very specific program. The software must be reliable and provide 24/7 support to dispense methadone to the appropriate VA St. Louis patients. The software shall provide efficient tools for inventory management, client enrollment and tracking, medication orders. Services must include:

• 24/7 technical support
• Software updates and patches
• Troubleshooting and issue resolution
• System performance monitoring
• Regulatory compliance support

System Compatibility Requirements

The software must be compatible with and interface with the following components:

• Sci Log Methadone Pump (Model: ES00-503-0603)
• VA VistA System
• Virtual Server Environment
• Dell Optiplex 780 (64-bit OS)
• Blaster Advantage Label Printer
• Lexmark T650n Printer

No EXCLUDED parts are listed.

Security and Compliance Requirements

This contract involves access to VA sensitive information and must comply with all applicable Federal Information Security Management Act (FISMA) requirements and VA IT security policies.

Applicable Clauses:

• 852.211-76: Liquidated Damages - Reimbursement for Data Breach Costs.
• 852.273-75: Security Requirements for Unclassified Information Technology Resources
• SUBPART 839.2 – Information and Information Technology Security Requirements

Contractors and subcontractors must adhere to all VA directives and handbooks regarding information security, including:

• VA Directive and Handbook 0710 (Personnel Suitability and Security Program)
• Background investigations for personnel accessing VA systems
• Notification requirements for personnel changes
• U.S.-based operations for software development and support (preferred)

Access to VA Information Systems

• A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.
• All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.
• Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.
• Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.
• The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

Contract Administration Data

All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

 Contracting Officer’s Representative

 Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer, the

designated representative for this contract will be determined at award.

Acronyms and Definitions

CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to document a supply or service found to be unacceptable during contract performance.

CLIN: Contract Line-Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item.

CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

COR: Contracting Officer’s Representative. An individual, including a Contracting Officer’s Representative (COR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

QA: Quality Assurance. Actions taken by the government to assure contracted services meet PWS requirements.

Personnel

Non-Personal Services

This is a non-personal services contract. Personnel rendering services under this contract are not subject either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The Government shall not exercise any supervision or control over the contract service s performing services herein. Such contract service s shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

Contractor Compliance with the Immigration and Nationality Act of 1952

The Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals.

Hours of Operations

Business hours for the VAMC follow:

1. Administrative hours: Monday through Friday, 8:00 a.m. - 4:30 p.m.

2. National Holidays: The 11 holidays observed by the Federal Government are:

New Year’s Day;

Martin Luther King’s Birthday;

Presidents Day;

Memorial Day;

Juneteenth Independence Day

Independence Day;

Labor Day;

Columbus Day;

Veterans Day;

Thanksgiving;

Christmas; and any other day specifically declared by the President of the United States to be a national holiday.

3. Off-Duty hours: Friday through Monday, 4:30 p.m. - 8:00 a.m.; Monday through Thursday, 4:30 pm – 8:00 am.

Quality Control

CONTRACT PERFORMANCE MONITORING. The COR may perform surveillance of

services by any of the methods listed below:

• Observing actual performance;
• Inspecting the services to determine whether or not the performance meets the performance standards; and
• Review of any other appropriate records.

1. When unacceptable performance occurs, the COR shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor program manager. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer.
2. Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer representative(s); The Government shall periodically evaluate the Contractor performance by appointing a Contracting Officers Representative (COR) to monitor performance to ensure services are received. The Government representative(s) shall evaluate the Contractor performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s).
3. If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may  require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government.

Contract Security

“The C&A requirements do not apply and a Security Accreditation Package is not required”.

Records Management Obligations

 A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

• includes VASTLHCS records.
• does not include personal materials.
• applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.
• may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.
2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.
3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.
4. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.
5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).
6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.
7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.
8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.
9. The 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 from public disclosure by an exemption to the Freedom of Information Act.
10. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.
11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.
2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.