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 MyAvatar Annual Software Maintenance and Support Service 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: Contractor shall perform maintenance and support services, including emergencies, on the MyAvatar dispensing Software used by the methadone clinics located at the St. Louis VA Medical Centers. The Contractor shall provide preventative and corrective maintenance, including emergencies, on the MyAvatar systems in accordance with Manufacturer s recommendations, design specifications, and the specifications, terms, and conditions of this contract. The contract would be for a base year with up to 4 ordering periods starting January 1, 2026, through 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 requirement 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, May 16, 2025, at 7:00AM 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) MyAvatar Annual Maintenance and Support General Information The St. Louis VA Medical Center is requesting to establish a service contract for maintenance and support on the MyAvatar dispensing software used by the methadone clinic at the St. Louis VA Healthcare System (VAHCS) John Cochran (JC) and Jefferson Barracks (JB) The facilities are located at: St. Louis VAHCS St. Louis VAHCS 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 Base Year: 01/01/2026 12/31/2026 Ordering Period 1: 01/01/2027 12/31/2027 Ordering Period 2: 01/01/2028 12/31/2028 Ordering Period 3: 01/01/2029 12/31/2029 Ordering Period 4: 01/01/2030 12/31/2030 Background This contract is issued to ensure the continuous reliability of the MyAvatar dispensing system. The MyAvatar software is designed to serve the clinical needs of methadone provider offering a comprehensive approach to substance abuse management. It replaces the previous edition (AMS) from Netsmart from which the contractor provided, installed, and maintained. Services to be Provided The contractor shall provide preventative and corrective maintenance, including emergencies, on the MyAvatar systems. Methadone dispensing software 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. Provides efficient tools for inventory management, client enrollment and tracking, medication orders and dispensing among other capabilities and replaces the previous edition from which the contractor provided, installed and maintained. (a.) Parts Software should interface with the following: Sci Log Methadone pump (Model: ES00-503-0603) Vista software Virtual server Dell computer Optiplex 780 (64 bit OS) Blaster advantage Label printer Lexmark T650n printer No EXCLUDED parts are listed. (b.) Hours of Coverage The contractor will provide 24/7 support services for the St. Louis VA Medical Center. 1. SUBPART 839.2 INFORMATION AND INFORMATION TECHNOLOGY SECURITY REQUIREMENTS 839.201 Contract clause for Information and Information Technology Security: a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media). b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources. 2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008) As prescribed in 839.201, insert the following clause: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. 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. b. 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. c. 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. d. 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. e. 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. (End of Statement of Work)
